# Bokeping — complete public website text Index: https://bokeping.com/llms.txt 175 published, indexable pages. Generated from the same HTML build; navigation, forms and decorative examples are omitted. This is public information, not a live customer-data feed. Read individual documents for focused questions. # Bokeping > Bokeping is an online bookkeeping and accounting software brand operated by UTAXES, LLC, serving small businesses and their accountants. The Bokeping brand, dedicated website, and online software platform began operating in 2025. This is a brand/platform milestone, not the legal company's formation date. The product covers invoicing, expenses and bills, bank activity and reconciliation, inventory, and financial reports. Features and limits depend on the plan. Use the pricing page for current terms; this file does not duplicate prices or promotional offers. Each company includes access for two external accountants outside its regular user allowance, including on the Free plan. These logins let a business work with its own accountant or bookkeeper; professional accounting services are not included. Bookkeeping articles are educational. Their accounting assumptions, jurisdiction, publication dates, and update dates should be considered when using them. Tax guidance is not personalized advice. A .qbo Web Connect file carries bank or credit-card transactions, not a complete QuickBooks company dataset. ## Markdown guides These documents are generated from the public website on each build. They include page content and links to the original HTML pages. Section guides also list the available detail pages. Editorial update dates are included only when the source page provides one. These are public reading resources, not access to customer records or authorization to perform accounting actions. - [Home](https://bokeping.com/index.md): Website introduction and document directory. - [Products](https://bokeping.com/products.md): Product overview and individual feature guides. - [Pricing](https://bokeping.com/pricing.md): Published plan features, limits, billing terms and offers. - [Solutions](https://bokeping.com/solutions.md): Audiences, industries, integrations and switching guides. - [Comparisons](https://bokeping.com/products/compare.md): Published comparisons and their source references. - [Resources](https://bokeping.com/resources.md): Educational articles, buyer's guide, tutorials and templates. - [Help](https://bokeping.com/help.md): Task-based help and links to individual instructions. - [About](https://bokeping.com/about.md): Brand, operating company and content team. ## Optional - [Complete public text](https://bokeping.com/llms-full.txt): All published, indexable website pages in one document. This is a large file; prefer the relevant individual guides for focused questions. ## Company and contact - [About Bokeping and its content team](https://bokeping.com/about/): Brand story, operating company, and article attribution. - [Contact](https://bokeping.com/resources/contact/): Use the contact form or phone for support and business inquiries. - Phone: (866) 882-6537. Vanity display: (866) 88-BOKEPING. Both refer to the same contact number; dial +18668826537. - Address: 45 Colvin Ave #120, Albany, NY 12206, United States. - [Terms of service](https://bokeping.com/about/terms/): Service terms identifying UTAXES, LLC. - [Privacy](https://bokeping.com/about/privacy/): Privacy information. ## Product and plans - [Product overview](https://bokeping.com/products/): Bookkeeping and accounting features. - [Small-business bookkeeping software](https://bokeping.com/products/bookkeeping-software/): Core bookkeeping workflows for small businesses. - [Invoicing](https://bokeping.com/products/invoicing/): Estimates, invoices, customer payments, and credit notes. - [Bills and expenses](https://bokeping.com/products/bills/): Vendor bills, payments, expenses, and vendor credits. - [Banking](https://bokeping.com/products/banking/): Bank connections, file imports, transaction review, and reconciliation. - [Inventory](https://bokeping.com/products/inventory/): Items, stock adjustments, and inventory costing. - [Financial reports](https://bokeping.com/products/reports/): Financial statements and accounting reports. - [Pricing](https://bokeping.com/pricing/): Current plans, billing options, limits, and offers. - [Accountant access](https://bokeping.com/solutions/accountants/): Software access for a business's own accountant or bookkeeper. - [Solutions](https://bokeping.com/solutions/): Business audiences, industries, and switching guides. - [Import guide](https://bokeping.com/solutions/integrations/import/): Supported file types and migration boundaries. - [QuickBooks comparison](https://bokeping.com/products/compare/quickbooks/): Product differences and dated official references. ## Learning and help - [Resource center](https://bokeping.com/resources/): Articles, written tutorials, guides, and downloadable invoice templates. - [Blog](https://bokeping.com/resources/blog/): Bookkeeping articles with author attribution, publication dates, update dates, and educational examples. - [Accounting basics](https://bokeping.com/resources/learn/accounting-basics/): Plain-English explanations of core concepts. - [Tutorials and walkthroughs](https://bokeping.com/resources/tutorials/): Written tutorials and step-by-step walkthroughs for invoicing, bank transactions, and month-end review. - [Free invoice templates](https://bokeping.com/resources/learn/invoice-templates/): Editable Excel and Word templates, completed examples, and printable PDFs. These are standalone USD, tax-exclusive invoice documents; importing invoices into Bokeping uses a separate CSV format. - [Paid-in-full invoice template](https://bokeping.com/resources/learn/paid-in-full-invoice-template/): Free Excel, Word, and printable PDF downloads with a fictional $500 invoice paid in two installments. Shows payment dates, references, allocations, and balance, plus Bokeping's actual payment-recording workflow. The standalone paid label is not an automatic stamp in the product invoice PDF. - [Getting-started guides](https://bokeping.com/resources/guides/): Setup and everyday workflows. - [Help center](https://bokeping.com/help/): Task-based guides for setup, banking, sales, purchases, inventory, reports, payments, and account settings. - [Developers](https://bokeping.com/resources/developers/): Developer information. ## Practical workflows - [Review bank transactions](https://bokeping.com/help/banking/review-transactions/): Review imported bank activity and match existing records before adding transactions. - [Reconcile a bank account](https://bokeping.com/help/banking/reconcile/): Reconcile to a bank statement and investigate differences. - [Month-end review](https://bokeping.com/help/accounting/month-end-review/): Review balances, supporting records, and outstanding work before closing a period. - [Close the books](https://bokeping.com/help/accounting/close-books/): Period closing is a separate workflow from finishing bank reconciliation. - [Create an invoice](https://bokeping.com/help/sales/create-invoice/): Enter customer details, invoice dates, line items, and terms. - [Record a customer payment](https://bokeping.com/help/sales/record-payment/): Record a receipt and review its application to invoices. - [Import invoices from CSV](https://bokeping.com/help/sales/import-invoices/): Use the supported invoice-import format instead of the standalone Excel or Word invoice templates. --- Canonical page: https://bokeping.com/ Markdown page: https://bokeping.com/index.md Text version of the public page. Check the canonical page for current terms and interactive features. Small business accounting software # Know your money. Run your business. Bokeping is online bookkeeping software for small businesses. Manage invoices, bills, bank transactions, and financial reports in one place, with access for two external accountants included per company. [Start for free]() Free plan, no card needed Bring your QuickBooks or spreadsheet history Accountant seat included In action ## Bookkeeping without the double letters. Invoicing01 / 04 ### Send it. Get paid. Send a professional invoice in under a minute, take card or bank payment right on it, and let the reminders go out on their own. [Explore invoicing]() Lands in the same books as everything else. Four everyday workflows, one set of books.Made to work together. ## Plain English isn’t a shortcut. It’s the practice. ## Your numbers, in plain sight Sales by DayCash This WeekPerformance Trends Know where you stand, any day of the month Everyday jobs ## Less admin. More business. ### Keep bills and due dates in view. Every bill and its due date in one list, with a running total of what is actually owed. ### Close the month, and keep it closed Lock a period and the numbers stop moving. It reopens only when you say so. ### Receipts stop going missing The photo attaches to the entry itself — still there in March, still there at audit. ### See where it actually goes A category breakdown that builds itself as the month runs. ### And the rest of it - Estimates - Credit Notes - Purchase Orders - Warehouses - Sales Tax - CSV & QBO Import - Accountant Portal At a glance ## Do the books. Without becoming the bookkeeper. Start free $0 20 of each record type a month. No card needed. Accountant access Included Invite your accountant or bookkeeper free on every plan. Bring your history CSV & QBO CSV for supported records; QBO for bank transactions. Your books ## Bokeping Bookkeeping had its turn. Now meet Bokeping. Start with clearer books Set up your books, connect your bank, and always know where your money stands. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## Public document directory - [About](https://bokeping.com/about.md) - [Careers](https://bokeping.com/about/careers.md) - [Press Kit](https://bokeping.com/about/press.md) - [Privacy Policy](https://bokeping.com/about/privacy.md) - [Terms of Service](https://bokeping.com/about/terms.md) - [Bokeping Help Center](https://bokeping.com/help.md) - [Account & Billing](https://bokeping.com/help/account-billing.md) - [Invite your accountant or a team member](https://bokeping.com/help/account-settings/invite-accountant.md) - [Manage a company subscription and billing](https://bokeping.com/help/account-settings/manage-subscription.md) - [Maintain team roles and remove access](https://bokeping.com/help/account-settings/manage-team-access.md) - [Why can I view a page but not create or edit?](https://bokeping.com/help/account-settings/missing-actions.md) - [How your Pro trial works](https://bokeping.com/help/account-settings/pro-trial.md) - [Secure your Bokeping account](https://bokeping.com/help/account-settings/security.md) - [Accounting](https://bokeping.com/help/accounting.md) - [Check the date when applying an advance](https://bokeping.com/help/accounting/apply-credit-dates.md) - [Find who changed a transaction](https://bokeping.com/help/accounting/audit-log.md) - [Understand your chart of accounts](https://bokeping.com/help/accounting/chart-of-accounts.md) - [Close and reopen an accounting period](https://bokeping.com/help/accounting/close-books.md) - [Create a manual journal](https://bokeping.com/help/accounting/manual-journal.md) - [Check your books at the end of the month](https://bokeping.com/help/accounting/month-end-review.md) - [Prepare your opening balances](https://bokeping.com/help/accounting/opening-balances.md) - [Banking](https://bokeping.com/help/banking.md) - [Record a transfer between business accounts](https://bokeping.com/help/banking/account-transfers.md) - [Combine received payments into a bank deposit](https://bokeping.com/help/banking/combine-deposits.md) - [Connect your bank](https://bokeping.com/help/banking/connect-bank.md) - [Create a bank rule](https://bokeping.com/help/banking/create-bank-rule.md) - [Why a credit card payment is not another expense](https://bokeping.com/help/banking/credit-card-payments.md) - [What to do when a bank transaction appears twice](https://bokeping.com/help/banking/duplicate-transactions.md) - [Import bank transactions from a file](https://bokeping.com/help/banking/import-bank-transactions.md) - [Split a loan repayment into principal and interest](https://bokeping.com/help/banking/loan-payments.md) - [Reconcile a bank account](https://bokeping.com/help/banking/reconcile.md) - [Review bank transactions](https://bokeping.com/help/banking/review-transactions.md) - [Split one bank transaction across categories](https://bokeping.com/help/banking/split-transactions.md) - [Undo a mistaken bank match or categorization](https://bokeping.com/help/banking/undo-bank-posting.md) - [Bokeping Basics](https://bokeping.com/help/bokeping-basics.md) - [Cash vs. accrual accounting](https://bokeping.com/help/bokeping-basics/cash-vs-accrual.md) - [Bookkeeping terms in plain English](https://bokeping.com/help/bokeping-basics/glossary.md) - [Is money from the owner business income?](https://bokeping.com/help/bokeping-basics/owner-money.md) - [Contacts](https://bokeping.com/help/contacts.md) - [Add a vendor](https://bokeping.com/help/contacts/add-vendor.md) - [Import customers and vendors from a spreadsheet](https://bokeping.com/help/contacts/import-contacts.md) - [Getting Started](https://bokeping.com/help/getting-started.md) - [Review your company settings](https://bokeping.com/help/getting-started/company-settings.md) - [Create your Bokeping account](https://bokeping.com/help/getting-started/create-account.md) - [Create your first company](https://bokeping.com/help/getting-started/create-company.md) - [Your first day in Bokeping](https://bokeping.com/help/getting-started/first-day.md) - [Prepare your records for import](https://bokeping.com/help/getting-started/import-records.md) - [Recover a failed or partial import](https://bokeping.com/help/getting-started/recover-import.md) - [Start Bokeping in the middle of a year](https://bokeping.com/help/getting-started/switch-midyear.md) - [Accept online invoice payments](https://bokeping.com/help/online-payments/accept-payments.md) - [Why is the bank payout smaller than the invoice payment?](https://bokeping.com/help/online-payments/payout-differences.md) - [Products & Inventory](https://bokeping.com/help/products-inventory.md) - [Adjust inventory after a stock count](https://bokeping.com/help/products-inventory/adjust-inventory.md) - [Create a product or service](https://bokeping.com/help/products-inventory/create-item.md) - [Import items and opening stock](https://bokeping.com/help/products-inventory/import-items.md) - [Understand FIFO, average cost, and inventory cost scope](https://bokeping.com/help/products-inventory/inventory-costing.md) - [Organize items into categories](https://bokeping.com/help/products-inventory/item-categories.md) - [Why does stock in Bokeping differ from my count?](https://bokeping.com/help/products-inventory/stock-does-not-match.md) - [Move stock between warehouses](https://bokeping.com/help/products-inventory/transfer-stock.md) - [Set up and review warehouses](https://bokeping.com/help/products-inventory/warehouses.md) - [Purchases & Expenses](https://bokeping.com/help/purchases.md) - [Should I enter a bill or an expense?](https://bokeping.com/help/purchases/bill-or-expense.md) - [Create a purchase order and convert it to a bill](https://bokeping.com/help/purchases/create-purchase-order.md) - [Enter a vendor bill](https://bokeping.com/help/purchases/enter-bill.md) - [Import bills with item or expense lines](https://bokeping.com/help/purchases/import-bills.md) - [Record a business cost paid personally](https://bokeping.com/help/purchases/owner-reimbursements.md) - [Pay a vendor bill in installments](https://bokeping.com/help/purchases/partial-bill-payments.md) - [Record a bill payment](https://bokeping.com/help/purchases/pay-bill.md) - [Record an expense](https://bokeping.com/help/purchases/record-expense.md) - [Record a vendor credit or refund](https://bokeping.com/help/purchases/vendor-credits-refunds.md) - [Pay a vendor before receiving the bill](https://bokeping.com/help/purchases/vendor-prepayments.md) - [Reports](https://bokeping.com/help/reports.md) - [Review the 1099 Contractor Report](https://bokeping.com/help/reports/1099-contractors.md) - [Run and reconcile A/P Aging Summary](https://bokeping.com/help/reports/ap-aging.md) - [Run and reconcile A/R Aging Summary](https://bokeping.com/help/reports/ar-aging.md) - [Read your financial statements](https://bokeping.com/help/reports/financial-statements.md) - [Run and reconcile Inventory Valuation](https://bokeping.com/help/reports/inventory-valuation.md) - [Why does a paid invoice still appear overdue?](https://bokeping.com/help/reports/paid-invoice-still-overdue.md) - [Why is my profit different from my bank balance?](https://bokeping.com/help/reports/profit-versus-cash.md) - [Why does a vendor balance differ from the statement?](https://bokeping.com/help/reports/vendor-balance-differences.md) - [Why is the sales tax on an invoice unexpected?](https://bokeping.com/help/sales-tax/invoice-tax-looks-wrong.md) - [Record a sales tax payment](https://bokeping.com/help/sales-tax/record-tax-payment.md) - [Set up and review sales tax](https://bokeping.com/help/sales-tax/set-up-sales-tax.md) - [Set up location-based sales tax rules](https://bokeping.com/help/sales-tax/tax-rules.md) - [Sales & Receivables](https://bokeping.com/help/sales.md) - [Add a customer](https://bokeping.com/help/sales/add-customer.md) - [Create an estimate and turn it into an invoice](https://bokeping.com/help/sales/create-estimate.md) - [Create and send an invoice](https://bokeping.com/help/sales/create-invoice.md) - [Record a sale paid immediately](https://bokeping.com/help/sales/create-sales-receipt.md) - [Decide between a customer credit and a refund](https://bokeping.com/help/sales/credits-and-refunds.md) - [Handle a customer deposit before invoicing](https://bokeping.com/help/sales/customer-deposits.md) - [Import invoices with multiple line items](https://bokeping.com/help/sales/import-invoices.md) - [Fix an invoice email that was not sent](https://bokeping.com/help/sales/invoice-email-failed.md) - [Record a partial payment or customer overpayment](https://bokeping.com/help/sales/partial-and-excess-payments.md) - [Record a customer payment](https://bokeping.com/help/sales/record-payment.md) - [Credit and refund an invoiced sale](https://bokeping.com/help/sales/refund-paid-invoice.md) - [Refund an unapplied customer payment](https://bokeping.com/help/sales/refund-unapplied-payment.md) - [Write off an uncollectible invoice balance](https://bokeping.com/help/sales/write-off-invoice.md) - [Settings](https://bokeping.com/help/settings.md) - [Set invoice numbering, notes, and terms](https://bokeping.com/help/settings/document-defaults.md) - [Customize document and email templates](https://bokeping.com/help/settings/document-templates.md) - [Set up Stripe or Forte for your company](https://bokeping.com/help/settings/payment-provider-setup.md) - [Troubleshooting](https://bokeping.com/help/troubleshooting.md) - [Bank transactions are not syncing](https://bokeping.com/help/troubleshooting/bank-not-syncing.md) - [Why can I not edit, delete, or void a transaction?](https://bokeping.com/help/troubleshooting/cannot-change-transaction.md) - [Bokeping Pricing | Plans & Free Trial](https://bokeping.com/pricing.md) - [Features: Invoicing, Banking, Inventory & Reports](https://bokeping.com/products.md) - [Accounting Software for Small Businesses](https://bokeping.com/products/accounting-software.md) - [Bank Feeds & Reconciliation Software](https://bokeping.com/products/banking.md) - [Bank Feeds — Automatic Transaction Import](https://bokeping.com/products/banking/bank-feeds.md) - [Cash Flow Tracking & Runway for Small Business](https://bokeping.com/products/banking/cash-flow.md) - [Automatic Transaction Categorization](https://bokeping.com/products/banking/categorization.md) - [Bank Reconciliation Software](https://bokeping.com/products/banking/reconciliation.md) - [Accounts Payable & Bill Tracking Software](https://bokeping.com/products/bills.md) - [Bill Tracking & Accounts Payable Software](https://bokeping.com/products/bills/bill-tracking.md) - [Small Business Expense Tracking Software](https://bokeping.com/products/bills/expenses.md) - [Purchase Order Software for Small Business](https://bokeping.com/products/bills/purchase-orders.md) - [Vendor Credit Tracking Software](https://bokeping.com/products/bills/vendor-credits.md) - [Bookkeeping Software for Small Businesses](https://bokeping.com/products/bookkeeping-software.md) - [Bokeping vs QuickBooks & Xero — A Simpler Bookkeeping Choice](https://bokeping.com/products/compare.md) - [Bokeping vs FreshBooks: An Honest Comparison](https://bokeping.com/products/compare/freshbooks.md) - [Bokeping vs QuickBooks: Free Plans, Accountant Access & Pricing](https://bokeping.com/products/compare/quickbooks.md) - [Bokeping vs Wave: An Honest Comparison](https://bokeping.com/products/compare/wave.md) - [Bokeping vs Xero: An Honest Comparison](https://bokeping.com/products/compare/xero.md) - [Bokeping vs Zoho Books: An Honest Comparison](https://bokeping.com/products/compare/zoho-books.md) - [Inventory Management & COGS Tracking](https://bokeping.com/products/inventory.md) - [Cost of Goods Sold Tracking Software](https://bokeping.com/products/inventory/cost-of-goods-sold.md) - [Inventory Items & Pricing Management](https://bokeping.com/products/inventory/items.md) - [Stock Adjustment & Inventory Count Software](https://bokeping.com/products/inventory/stock-adjustments.md) - [Multi-Location Inventory Tracking](https://bokeping.com/products/inventory/warehouses.md) - [Invoicing Software for Small Businesses](https://bokeping.com/products/invoicing.md) - [Credit Note Software for Refunds & Returns](https://bokeping.com/products/invoicing/credit-notes.md) - [Accept Customer Payments Online](https://bokeping.com/products/invoicing/customer-payments.md) - [Estimate & Quote Software for Small Business](https://bokeping.com/products/invoicing/estimates.md) - [Invoice Software — Create & Send in a Minute](https://bokeping.com/products/invoicing/invoices.md) - [Financial Reporting & General Ledger Software](https://bokeping.com/products/reports.md) - [P&L, Balance Sheet & Cash Flow Statements](https://bokeping.com/products/reports/financial-statements.md) - [General Ledger Software with Drill-Down](https://bokeping.com/products/reports/general-ledger.md) - [Sales Tax Tracking & Reporting Software](https://bokeping.com/products/reports/sales-tax.md) - [Why Bokeping: Real Double-Entry Books, Read in Plain English](https://bokeping.com/products/why-bokeping.md) - [Resources: Guides, Tutorials & Invoice Examples](https://bokeping.com/resources.md) - [Blog](https://bokeping.com/resources/blog.md) - [The 15-minute month-end routine](https://bokeping.com/resources/blog/fifteen-minute-month-end.md) - [Invoice habits that get you paid faster](https://bokeping.com/resources/blog/get-paid-faster.md) - [Inventory margins: know what you make on every product](https://bokeping.com/resources/blog/inventory-margins-every-product.md) - [Profitable on paper, out of cash at the bank](https://bokeping.com/resources/blog/profitable-but-broke.md) - [How to read your P&L without an accounting degree](https://bokeping.com/resources/blog/read-your-pl.md) - [Sales tax without the shoebox](https://bokeping.com/resources/blog/sales-tax-without-the-shoebox.md) - [The bank reconciliation that takes 12 minutes](https://bokeping.com/resources/blog/twelve-minute-reconciliation.md) - [How to Choose Accounting Software: 12 Questions to Ask](https://bokeping.com/resources/choosing-accounting-software.md) - [Contact](https://bokeping.com/resources/contact.md) - [Developer API](https://bokeping.com/resources/developers.md) - [Guides](https://bokeping.com/resources/guides.md) - [Accounting basics, in plain English](https://bokeping.com/resources/learn/accounting-basics.md) - [Free Invoice Templates for Excel, Word & PDF](https://bokeping.com/resources/learn/invoice-templates.md) - [Free Paid-in-Full Invoice Template for Excel, Word & PDF](https://bokeping.com/resources/learn/paid-in-full-invoice-template.md) - [Service Reliability](https://bokeping.com/resources/status.md) - [Tutorials & Walkthroughs](https://bokeping.com/resources/tutorials.md) - [Solutions for Business Owners, Accountants & Industries](https://bokeping.com/solutions.md) - [For Accountants & Bookkeepers](https://bokeping.com/solutions/accountants.md) - [For Business Owners](https://bokeping.com/solutions/business-owners.md) - [Construction & Trades](https://bokeping.com/solutions/industries/construction-trades.md) - [Food & Beverage](https://bokeping.com/solutions/industries/food-beverage.md) - [Freelancers & Contractors](https://bokeping.com/solutions/industries/freelancers.md) - [Professional Services](https://bokeping.com/solutions/industries/professional-services.md) - [Retail & E-commerce](https://bokeping.com/solutions/industries/retail-ecommerce.md) - [Integrations](https://bokeping.com/solutions/integrations.md) - [Connect Your Bank via Plaid — Read-Only Feeds](https://bokeping.com/solutions/integrations/bank-feeds.md) - [Import From QuickBooks or CSV, Free on Any Plan](https://bokeping.com/solutions/integrations/import.md) - [Accept Online Invoice Payments with Stripe or Forte](https://bokeping.com/solutions/integrations/payments.md) - [Switching to Bokeping](https://bokeping.com/solutions/switching.md) - [Move from QuickBooks to Bokeping — Migration Guide](https://bokeping.com/solutions/switching/quickbooks.md) - [Move From Spreadsheets to Real Books](https://bokeping.com/solutions/switching/spreadsheets.md) - [Switch from Xero to Bokeping — Migration Guide](https://bokeping.com/solutions/switching/xero.md) --- Canonical page: https://bokeping.com/about/ Markdown page: https://bokeping.com/about.md Text version of the public page. Check the canonical page for current terms and interactive features. Company / About # Your books shouldn’t need a translator Bokeping keeps a real ledger underneath and plain English on top — so you always know where your money stands, and what to do about it. Our story ## A clearer way to manage your books Bokeping is an online bookkeeping software brand operated by UTAXES, LLC. In 2025, we began using the Bokeping brand for our online services and built its dedicated website and software platform, giving small business owners a place to learn about the product, get started, and manage their books. Our goal is straightforward: make everyday bookkeeping easier to understand and manage. Bokeping brings invoices, expenses, bank activity, and financial reports into one place. Clear language helps owners understand their numbers, while a double-entry ledger maintains the records their accountants need. We want those records to be useful throughout the year — helping owners see who owes them, keep track of upcoming bills, and understand how their business is doing. That purpose guides how we continue to develop the platform. Behind our articles ## Bokeping Team Our bookkeeping articles and product guides are published under the Bokeping Team byline. Bokeping is operated by UTAXES, LLC. We explain everyday bookkeeping concepts, illustrate them with examples, and link to the official sources behind accounting, tax, and file-format explanations. Examples and suggested routines are educational, not customer results or guarantees. Publication and update dates identify when an article was issued or revised. A team byline does not indicate individual CPA review or advice tailored to your business. [Contact us about an article or correction]() What we believe ## Three jobs, in order ### Watch your money The books should keep an eye on things so you don’t have to. Bank activity flows in, gets sorted, and stays reconciled — quietly, in the background. ### Say what it means Not “accounts receivable aging” — “who owes you, and how late.” Every screen says the plain-English thing first. The formal terms live in the reports, where they belong. ### Tell you what’s next A number without a next step is trivia. Bokeping points at what needs doing — the invoice to chase, the bill coming due, the month ready to close. ## Tax time is a report, not a project Sales tax collected and owed, 1099 contractors, a P&L your accountant can work from — kept as you go, so year-end is a download, not a scramble. Sales Tax1099 ContractorsYear-End Ready How we build ## Plain English on top. Rigor underneath. ### A real double-entry ledger Underneath the plain English sits the same double-entry bookkeeping accountants have trusted for centuries. Every transaction posts as a balanced entry. ### Every number traces back Drill from a Balance Sheet, P&L or Trial Balance line into the general ledger, then from any ledger line to its source document. Full audit trail, no black boxes, nothing you have to take on faith. ### Your accountant sees clean books Accountant access is free on every plan. When tax season comes, your accountant opens books that already tie out — no shoebox, no cleanup bill. ### Your data is yours Encrypted in transit and at rest, never sold, never used for ads. Export everything whenever you like. Leaving should be as easy as joining. The manifesto ## Principles we won’t trade Five commitments, written down so you can hold us to them. 1. 01 ### Every number traces to a balanced entry There is no figure in Bokeping that exists only for display. Balance Sheet, P&L and Trial Balance lines open into the general ledger, and any ledger or journal line opens the document behind it — postings that add up, or we consider it broken. 2. 02 ### Plain English is engineering, not marketing Saying “who owes you” instead of “accounts receivable aging” takes real design work, because the simple words still have to mean exactly what the ledger means. We do that work on every screen. 3. 03 ### We say no to features that blur the books No CRM, no project management, no bolted-on payroll. A feature earns its place by making the books truer or the next step clearer — otherwise we integrate, or we pass. 4. 04 ### Your data leaves with you, any day Export your complete books whenever you like, in formats another tool can read. We want you to stay because the product is good, not because leaving is hard. 5. 05 ### Correctness beats novelty A clever feature that posts a wrong number is worse than no feature at all. When speed and correctness compete for our time, correctness wins — every release, without exception. Where we are ## Built around everyday bookkeeping We continue to develop Bokeping around the work small businesses do every day: sending invoices, tracking bills, reviewing bank activity, managing inventory, and reading financial statements. Each improvement should make that work easier to follow and the records easier to trust. The roadmap stays books-first: deeper banking, sharper reports, and the connections your books depend on — before anything that merely looks good in a screenshot. [Why teams pick Bokeping]()[Help us build it]() In good company ## Keep good books, keep good company. Owners, bookkeepers, and accountants end up in the same set of books — the person who sends the invoice and the person who signs off on the year are looking at the same numbers. That’s why an accountant seat is free on every plan, and why nobody here has to close a month alone. [Careers ## Work on Bokeping We’re a small, remote-first team that treats plain English as a craft and correctness as a feature. See open roles]()[Press ## Writing about us? Boilerplate, fast facts, logos, and brand colors — everything you need, ready to lift. Open the press kit]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [Careers](https://bokeping.com/about/careers.md) - [Press Kit](https://bokeping.com/about/press.md) - [Privacy Policy](https://bokeping.com/about/privacy.md) - [Terms of Service](https://bokeping.com/about/terms.md) --- Canonical page: https://bokeping.com/about/careers/ Markdown page: https://bokeping.com/about/careers.md Text version of the public page. Check the canonical page for current terms and interactive features. Company / Careers # Help small businesses know their money We’re a small, remote-first team building bookkeeping that speaks plain English — and we’re careful about who we add, because every person shapes the product. [See open roles]() Why work here ## What we care about, in practice ### Plain English is a craft Turning “accounts receivable aging” into “who owes you, and how late” is real work, and we take it as seriously as the code. Every word in the product earns its place. ### Correctness is a feature People trust us with their books. Balanced entries, audit trails, and numbers that tie out aren’t polish — they’re the product. We’d rather ship late than ship wrong. ### Small team, real ownership No layers between you and the customer. You’ll talk to the business owners using what you build, own problems end to end, and see your work land the same week. ### Remote-first We work across US time zones, write things down, and keep meetings rare. Good work needs quiet hours more than it needs a commute. Benefits ## The basics, done properly Remote across US time zones Meaningful equity Health, dental & vision Home-office budget 4 weeks paid time off Learning budget Turning “accounts receivable aging” into “who owes you, and how late” is the craft we hire for. Day to day ## What working here looks like Remote-first means written-first. Decisions live in documents anyone can read later, not in meetings you had to attend. Everyone posts a short written update each week, there’s one team call to stay human, and the rest of the calendar belongs to you — long quiet stretches are the norm here, not a perk. We ship in small pieces, every week. Nobody sits on a branch for a month, and nothing goes out without someone checking that the numbers still tie — this is bookkeeping software, and “it looks right” isn’t a test. When we disagree, someone writes the argument down, we decide, and the document becomes the memory. It’s a calm way to work, and it’s deliberate. How we hire ## Four steps, no hazing The whole process usually takes two to three weeks, and you’ll know where you stand after every step. 1 ### Application Send a short note about work you’re proud of — a resume helps, but the note matters more. We read everything and reply within a week, including when the answer is no. 2 ### Conversation A real conversation with the people you’d actually work with, about problems we’re actually solving. No riddles, no trick questions, no performance art. 3 ### Practical exercise A small exercise shaped like the real job — a code review, a support thread, a screen to critique — scoped to a few hours, and paid. Nobody solves puzzles on a whiteboard while strangers watch. 4 ### Offer We decide quickly and tell you exactly where you stand. A yes comes with clear terms — pay, equity, and what your first month will look like. Open roles ## Where we need help right now ### Senior Product Engineer Build the ledger, the bank feed, and the screens that explain them — TypeScript end to end. Remote (US time zones) [Apply]() ### Accounting Domain Expert Make sure every plain-English sentence in the product maps to correct accounting underneath. Remote (US time zones) [Apply]() ### Customer Support Specialist Answer real questions from real business owners — and turn the patterns into product fixes. Remote (US time zones) [Apply]() ### Product Designer Design screens that say what the numbers mean, for people who never wanted accounting software. Remote (US time zones) [Apply]() ### Don’t see your role? Write to us anyway. Tell us what you’re great at and what you’d fix about bookkeeping software — some of our best people arrived before the job posting did. [careers@bokeping.com]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/about/press/ Markdown page: https://bokeping.com/about/press.md Text version of the public page. Check the canonical page for current terms and interactive features. Company / Press # The press kit Everything a story needs — boilerplate you can lift, fast facts, logos, and brand colors. For anything else, we’re one email away. [Email the press team]() Boilerplate ## Ready to lift, word for word Boilerplate Bokeping is an online bookkeeping software brand operated by UTAXES, LLC. In 2025, the company began using the Bokeping brand for its online services and built the dedicated website and software platform. Bokeping brings invoices, bills, bank activity, and financial reports together in plain English, with a double-entry ledger that maintains the records accountants need. Bokeping has three plans — Free ($0), Standard ($29/mo), and Pro ($59/mo), per company, billed separately.Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. Accountant access is free on every plan. See the[pricing page]() for trial dates and terms. Fast facts ## The details, checked Product categoryBookkeeping software for small businesses Operated byUTAXES, LLC HeadquartersUnited States — remote OfficesNew York, NY and Albany, NY Online platform milestone2025 — Bokeping branding, dedicated website and software platform PricingPer company: Free $0 — Standard $29/mo, Pro $59/mo (two months free billed annually) Accountant portalFree on every plan — 2 accountant seats included Story angles ## Three stories worth telling Themes we can speak to with specifics, not talking points. Take one, or bring your own. ### Plain English as accessibility Most business owners never learned debits and credits — and accounting software has always assumed they had. Treating financial jargon as an accessibility problem, something to translate rather than teach, is a design story as much as a finance one. We can walk you through why every label in the product is a translation decision. ### Boring correctness, against the grain While the category races to bolt AI onto everything, a small team is betting the other way: that what owners want first is a ledger that is simply right — balanced entries, an audit trail, numbers that tie out. The unfashionable position makes a sharp counter-narrative, and we’re happy to defend it on the record. ### The cash anxiety beat The distance between profit on paper and cash in the bank is the theme small-business owners raise with us more than any other. We won’t hand you an invented statistic — but we can put you close to the patterns: what owners actually check, when they start to worry, and what a ten-minute weekly habit changes. Brand assets ## The logo, both flavors ### Vector (SVG) For print and anything that scales. [Download SVG]() ### Raster (PNG) For slides, docs, and quick drops. [Download PNG]() ### Using the mark - Keep clear space around the mark — at least the height of the “B”. - Use the logo on white or dark ink backgrounds. - Don’t recolor the mark or add effects. - Don’t stretch, rotate, or crop it. Brand colors ## Two colors do the talking ### Bokeping Blue #2f6fdb Actions, links, and the moments that matter. ### Ink #16181d Headlines, dark surfaces, and body text. A spokesperson is available on request for interviews, quotes, and background — on plain-English accounting, small-business cash flow, or the product itself. Same email, usually same-day. ## On deadline? So are we. Interviews, screenshots, background — email the press team and we’ll get back to you fast. [press@bokeping.com]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/about/privacy/ Markdown page: https://bokeping.com/about/privacy.md Text version of the public page. Check the canonical page for current terms and interactive features. Legal # Privacy Policy We keep your books — we don’t sell your data, and we never will. At a glance - Your bank credentials never touch our servers — bank connections are read-only, via Plaid. - Your financial data is never sold and never used for ads. - Export or delete your data any time — it’s yours. - Everything is encrypted in transit and at rest. Effective September 27, 2026 This policy explains what Bokeping collects, how we use it, and the choices you have. It applies to the Bokeping website and application. We’ve written it in plain English on purpose — if anything is unclear, email us and a person will answer. ## What we collect We collect only what we need to run the service: - **Account information** — your name, email address, and password (stored only as a secure hash). - **Business data you enter** — invoices, bills, contacts, items, and the transactions that make up your books. - **Bank data** — transaction and balance information from bank accounts you choose to connect. - **Usage data** — device type, browser, and how the product is used, so we can fix problems and improve it. - **Support messages** — what you send us when you ask for help. ## How we use it We use your information to run Bokeping: keeping your books accurate, syncing your bank activity, sending the invoices and emails you ask us to send, answering support questions, keeping the service secure, and improving the product. We send service emails about your account and, if you opt in, occasional product updates you can unsubscribe from at any time. ## Bank connections Bank feeds are powered by Plaid, and the connection is read-only. When you connect a bank, you enter your credentials directly with Plaid — **your bank username and password never touch Bokeping’s servers**. We receive only the transaction and balance data needed to keep your books current, and you can disconnect a bank at any time. ## How your financial data is handled Your financial data is **never sold and never used for advertising**. We don’t build ad profiles, we don’t share your numbers with data brokers, and we don’t mine your books for anything other than running the features you use. Access by our staff is limited to what’s needed to support you, and it’s logged. ## Sharing We share data only with the service providers that make Bokeping work — hosting, email delivery, payment processing, bank connections, and website analytics — each under contracts that limit what they can do with it. We may also disclose information when the law requires it, or as part of a business transfer, in which case this policy continues to apply and we’ll notify you. We never sell your data to anyone. ## Cookies and analytics Our website (bokeping.com) uses Google Analytics, a service provided by Google LLC, to understand how visitors find and use our pages — which pages are viewed, how people arrive, and similar measurements. Google Analytics sets cookies in your browser and collects information such as your device and browser type, the pages you visit, and an approximate location derived from your IP address. We also measure clicks on signup links and confirmed contact-form submissions. These events use fixed labels; we do not include your name, email, phone number, message, or chat text in those analytics events. Google processes this information on our behalf. We use it only to measure and improve the website, not to show you ads. You can opt out at any time: - **Global Privacy Control** — if your browser sends a GPC signal, our website doesn’t load Google Analytics at all. - **Google’s opt-out add-on** — install the [Google Analytics opt-out browser add-on](). - **Your browser settings** — block or delete cookies; the website works without them. ## Website AI assistant When you send a question to the website assistant, your message, conversation context, and a session identifier are processed through Dify and the model providers used to generate a reply. Please do not enter passwords, bank details, tax identifiers, or other sensitive information. You can use the rest of the website without starting a chat. The assistant uses a session cookie that expires after 24 hours to associate requests with your conversation. This cookie is separate from Google Analytics. Starting a new chat clears the conversation shown in your browser and starts a new one; it does not delete records already processed by the assistant's providers. The cookie's expiry is not a deletion deadline for conversation records. For questions about those records or to request access or deletion, contact[privacy@bokeping.com](). ## Retention & export Your data is yours. You can export your books at any time, in formats you can use elsewhere. We keep your data for as long as your account is active. If you cancel a paid plan, access continues until your paid period ends. Once cancellation takes effect, your books stay readable and exportable for twelve months — you can sign in, look things up, and export again, but you can’t post anything new unless you resume service. Canceling Free or an unpaid trial starts this period immediately. You can choose to continue on Free. If you do not resume service, after that window we delete your data, and we’ll delete it sooner if you ask, except where the law requires us to keep records. Deleted data is also purged from backups on a fixed schedule. ## Security Your data is encrypted in transit and at rest. We use access controls, monitoring, and regular reviews to protect it. No system is perfectly secure, so if you believe you’ve found a vulnerability, email[privacy@bokeping.com]()and we’ll respond quickly. ## Your rights You can access, correct, export, or delete your personal information at any time — most of it directly in the product, and the rest by emailing us. Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act or the GDPR; we honor those requests regardless of where you are. ## Changes to this policy If we change this policy, we’ll post the new version here and update the effective date. For material changes, we’ll email you before they take effect. ## Contact Questions about privacy? Email[privacy@bokeping.com]()— a person reads every message. --- Canonical page: https://bokeping.com/about/terms/ Markdown page: https://bokeping.com/about/terms.md Text version of the public page. Check the canonical page for current terms and interactive features. Legal # Terms of Service The deal, in plain English: you own your data, you can cancel anytime, and we do our best to keep your books safe and available. At a glance - You own your data — export any time. After cancellation takes effect, your books stay readable and exportable for twelve months. - Cancel anytime from Settings; paid access continues until the end of the period you’ve paid for. Cancellation does not trigger a refund. - Bokeping is bookkeeping software — not accounting, tax, or legal advice. - If we make material changes to the service or these terms, we email you first. Effective September 24, 2026 These terms govern your use of Bokeping, the bookkeeping service operated by UTAXES, LLC (“Bokeping,” “we,” “us”). Please read them — they’re shorter and plainer than most. ## 1\. Acceptance By creating an account or using Bokeping, you agree to these terms. If you’re using Bokeping on behalf of a business, you’re agreeing for that business and you confirm you have the authority to do so. ## 2\. The service Bokeping is bookkeeping software. It helps you record and understand your business finances — it is**not accounting, tax, or legal advice**. For decisions that depend on your specific situation, talk to a qualified professional. (Your accountant gets free access on every plan, which makes that easier.) ## 3\. Your account Keep your account information accurate and your credentials safe. You’re responsible for activity that happens under your account, including by team members you invite. Tell us right away if you believe your account has been compromised. ## 4\. Plans, billing & cancellation - Each company has its own subscription and is billed separately. A Pro subscription covers one company, including its stores and warehouses. You can choose Free or a paid plan separately for each company. - Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. Registering an account or joining someone else’s company does not start your trial. Creating or deleting companies does not restart or extend it. - Your Pro trial runs through December 31, 2026 or 30 days from creating your first company, whichever is later. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. No credit card is required, and the trial does not trigger an automatic charge. - Paid plans are billed monthly or annually, in advance. Each payment buys one month or one year of access. - You can cancel anytime from Settings. On a paid plan, you keep access until the end of the period you’ve paid for. On Free or an unpaid trial, cancellation takes effect immediately. Once cancellation takes effect, your books remain readable and exportable for twelve months. You can also choose to continue on Free. - Canceling a monthly or annual plan does not trigger a refund. - Upgrades take effect after payment, with the unused paid value of your current plan converted into extra time on the new plan. Plan changes do not trigger cash refunds. - To downgrade, we recommend purchasing the lower-priced plan after your current period ends. If you switch earlier, the new plan takes effect immediately and your remaining time does not carry over. - If a payment fails, we’ll let you know and retry before limiting access to paid features. Your data stays intact either way. ## 5\. Your data You own your data. You grant us only the license we need to host, process, and back it up in order to run the service for you. You can export your books at any time, and our[Privacy Policy]() explains how we handle and protect your information. ## 6\. Acceptable use Use Bokeping only for lawful purposes. Don’t attempt to break, probe, or overload the service; don’t access anyone else’s data; don’t reverse-engineer the software; and don’t resell or white-label the service without our written agreement. ## 7\. Availability & changes to the service We work hard to keep Bokeping available and describe our availability targets on our[service reliability page](). Like any online service, occasional maintenance and downtime happen. We may add, change, or remove features over time; if a change materially reduces what your plan includes, we’ll tell you in advance. ## 8\. Disclaimers & limitation of liability Bokeping is provided “as is” and “as available,” without warranties of any kind, express or implied. To the fullest extent permitted by law, we are not liable for indirect, incidental, special, or consequential damages, or for lost profits or lost data. Our total liability for any claim relating to the service is**capped at the fees you paid us in the twelve months before the claim arose**. Some jurisdictions don’t allow certain limitations, so parts of this section may not apply to you. ## 9\. Termination You can close your account at any time. We may suspend or terminate accounts that violate these terms, after notice where practical. If you cancel a paid subscription, access continues until your paid period ends. Once cancellation takes effect, your books stay readable and exportable for twelve months — you can sign in, look things up, and export again, but you can’t post anything new unless you resume service. You can choose to continue on Free. There is no exit fee. If you do not resume service, after that window your data is deleted in line with our[Privacy Policy](), and we’ll delete it sooner if you ask. ## 10\. Governing law These terms are governed by the laws of the State of Delaware, without regard to its conflict-of-laws rules. Any disputes will be resolved in the state or federal courts located in Delaware. ## 11\. Changes to these terms If we update these terms, we’ll post the new version here and update the effective date. For material changes, we’ll email you before they take effect. Continuing to use Bokeping after a change means you accept the updated terms. ## 12\. Contact Questions about these terms? Use our[contact form]()and a person will get back to you. --- Canonical page: https://bokeping.com/help/ Markdown page: https://bokeping.com/help.md Text version of the public page. Check the canonical page for current terms and interactive features. # How can we help? Find answers, learn the essentials, and get back to business. Popular topics[Bank connections]()[Invoices]()[Your Pro trial]() ## New to Bokeping? Follow the essentials, or use the [first-day checklist](). 1. [**Create your company**Set up your books]() 2. [**Connect your bank**Bring in bank activity]() 3. [**Send your first invoice**Start getting paid]() 4. [**Invite your accountant**Work together]() ## Help with everyday situations Start with what happened. Find the next step. - [**A customer paid before I invoiced**Record and apply a deposit]() - [**I paid a supplier before the bill**Keep and apply a vendor advance]() - [**I need to return an overpayment**Check and record the refund]() - [**A bank transaction appears twice**Check before posting it again]() - [**Should this be a bill or an expense?**Choose the right purchase record]() - [**My profit and bank balance differ**Understand where the money went]() ## Browse by topic Practical guidance for every part of your books. [### Getting Started Create your account, set up a company, and bring your books across.]()[### Banking Bank transactions, statement reconciliation, and deposits.]()[### Sales & Receivables Invoices, payments received, and customer credits.]()[### Purchases & Expenses Bills, payments made, and everyday business expenses.]()[### Contacts Customers and vendors used across sales, purchases, and payments.]()[### Products & Inventory Items, opening stock, and inventory quantities.]()[### Accounting Chart of accounts, opening balances, and month-end review.]()[### Reports Financial statements, outstanding balances, and report differences.]()[### Settings Company details, team access, tax settings, and payment methods.]()[### Account & Billing Your personal security, Pro trial, and subscription.]()[### Bokeping Basics Bookkeeping concepts, without the jargon.]()[### Troubleshooting Find a problem and follow its guide in the right module.]() ## More pages in this section - [Account & Billing](https://bokeping.com/help/account-billing.md) - [Invite your accountant or a team member](https://bokeping.com/help/account-settings/invite-accountant.md) - [Manage a company subscription and billing](https://bokeping.com/help/account-settings/manage-subscription.md) - [Maintain team roles and remove access](https://bokeping.com/help/account-settings/manage-team-access.md) - [Why can I view a page but not create or edit?](https://bokeping.com/help/account-settings/missing-actions.md) - [How your Pro trial works](https://bokeping.com/help/account-settings/pro-trial.md) - [Secure your Bokeping account](https://bokeping.com/help/account-settings/security.md) - [Accounting](https://bokeping.com/help/accounting.md) - [Check the date when applying an advance](https://bokeping.com/help/accounting/apply-credit-dates.md) - [Find who changed a transaction](https://bokeping.com/help/accounting/audit-log.md) - [Understand your chart of accounts](https://bokeping.com/help/accounting/chart-of-accounts.md) - [Close and reopen an accounting period](https://bokeping.com/help/accounting/close-books.md) - [Create a manual journal](https://bokeping.com/help/accounting/manual-journal.md) - [Check your books at the end of the month](https://bokeping.com/help/accounting/month-end-review.md) - [Prepare your opening balances](https://bokeping.com/help/accounting/opening-balances.md) - [Banking](https://bokeping.com/help/banking.md) - [Record a transfer between business accounts](https://bokeping.com/help/banking/account-transfers.md) - [Combine received payments into a bank deposit](https://bokeping.com/help/banking/combine-deposits.md) - [Connect your bank](https://bokeping.com/help/banking/connect-bank.md) - [Create a bank rule](https://bokeping.com/help/banking/create-bank-rule.md) - [Why a credit card payment is not another expense](https://bokeping.com/help/banking/credit-card-payments.md) - [What to do when a bank transaction appears twice](https://bokeping.com/help/banking/duplicate-transactions.md) - [Import bank transactions from a file](https://bokeping.com/help/banking/import-bank-transactions.md) - [Split a loan repayment into principal and interest](https://bokeping.com/help/banking/loan-payments.md) - [Reconcile a bank account](https://bokeping.com/help/banking/reconcile.md) - [Review bank transactions](https://bokeping.com/help/banking/review-transactions.md) - [Split one bank transaction across categories](https://bokeping.com/help/banking/split-transactions.md) - [Undo a mistaken bank match or categorization](https://bokeping.com/help/banking/undo-bank-posting.md) - [Bokeping Basics](https://bokeping.com/help/bokeping-basics.md) - [Cash vs. accrual accounting](https://bokeping.com/help/bokeping-basics/cash-vs-accrual.md) - [Bookkeeping terms in plain English](https://bokeping.com/help/bokeping-basics/glossary.md) - [Is money from the owner business income?](https://bokeping.com/help/bokeping-basics/owner-money.md) - [Contacts](https://bokeping.com/help/contacts.md) - [Add a vendor](https://bokeping.com/help/contacts/add-vendor.md) - [Import customers and vendors from a spreadsheet](https://bokeping.com/help/contacts/import-contacts.md) - [Getting Started](https://bokeping.com/help/getting-started.md) - [Review your company settings](https://bokeping.com/help/getting-started/company-settings.md) - [Create your Bokeping account](https://bokeping.com/help/getting-started/create-account.md) - [Create your first company](https://bokeping.com/help/getting-started/create-company.md) - [Your first day in Bokeping](https://bokeping.com/help/getting-started/first-day.md) - [Prepare your records for import](https://bokeping.com/help/getting-started/import-records.md) - [Recover a failed or partial import](https://bokeping.com/help/getting-started/recover-import.md) - [Start Bokeping in the middle of a year](https://bokeping.com/help/getting-started/switch-midyear.md) - [Accept online invoice payments](https://bokeping.com/help/online-payments/accept-payments.md) - [Why is the bank payout smaller than the invoice payment?](https://bokeping.com/help/online-payments/payout-differences.md) - [Products & Inventory](https://bokeping.com/help/products-inventory.md) - [Adjust inventory after a stock count](https://bokeping.com/help/products-inventory/adjust-inventory.md) - [Create a product or service](https://bokeping.com/help/products-inventory/create-item.md) - [Import items and opening stock](https://bokeping.com/help/products-inventory/import-items.md) - [Understand FIFO, average cost, and inventory cost scope](https://bokeping.com/help/products-inventory/inventory-costing.md) - [Organize items into categories](https://bokeping.com/help/products-inventory/item-categories.md) - [Why does stock in Bokeping differ from my count?](https://bokeping.com/help/products-inventory/stock-does-not-match.md) - [Move stock between warehouses](https://bokeping.com/help/products-inventory/transfer-stock.md) - [Set up and review warehouses](https://bokeping.com/help/products-inventory/warehouses.md) - [Purchases & Expenses](https://bokeping.com/help/purchases.md) - [Should I enter a bill or an expense?](https://bokeping.com/help/purchases/bill-or-expense.md) - [Create a purchase order and convert it to a bill](https://bokeping.com/help/purchases/create-purchase-order.md) - [Enter a vendor bill](https://bokeping.com/help/purchases/enter-bill.md) - [Import bills with item or expense lines](https://bokeping.com/help/purchases/import-bills.md) - [Record a business cost paid personally](https://bokeping.com/help/purchases/owner-reimbursements.md) - [Pay a vendor bill in installments](https://bokeping.com/help/purchases/partial-bill-payments.md) - [Record a bill payment](https://bokeping.com/help/purchases/pay-bill.md) - [Record an expense](https://bokeping.com/help/purchases/record-expense.md) - [Record a vendor credit or refund](https://bokeping.com/help/purchases/vendor-credits-refunds.md) - [Pay a vendor before receiving the bill](https://bokeping.com/help/purchases/vendor-prepayments.md) - [Reports](https://bokeping.com/help/reports.md) - [Review the 1099 Contractor Report](https://bokeping.com/help/reports/1099-contractors.md) - [Run and reconcile A/P Aging Summary](https://bokeping.com/help/reports/ap-aging.md) - [Run and reconcile A/R Aging Summary](https://bokeping.com/help/reports/ar-aging.md) - [Read your financial statements](https://bokeping.com/help/reports/financial-statements.md) - [Run and reconcile Inventory Valuation](https://bokeping.com/help/reports/inventory-valuation.md) - [Why does a paid invoice still appear overdue?](https://bokeping.com/help/reports/paid-invoice-still-overdue.md) - [Why is my profit different from my bank balance?](https://bokeping.com/help/reports/profit-versus-cash.md) - [Why does a vendor balance differ from the statement?](https://bokeping.com/help/reports/vendor-balance-differences.md) - [Why is the sales tax on an invoice unexpected?](https://bokeping.com/help/sales-tax/invoice-tax-looks-wrong.md) - [Record a sales tax payment](https://bokeping.com/help/sales-tax/record-tax-payment.md) - [Set up and review sales tax](https://bokeping.com/help/sales-tax/set-up-sales-tax.md) - [Set up location-based sales tax rules](https://bokeping.com/help/sales-tax/tax-rules.md) - [Sales & Receivables](https://bokeping.com/help/sales.md) - [Add a customer](https://bokeping.com/help/sales/add-customer.md) - [Create an estimate and turn it into an invoice](https://bokeping.com/help/sales/create-estimate.md) - [Create and send an invoice](https://bokeping.com/help/sales/create-invoice.md) - [Record a sale paid immediately](https://bokeping.com/help/sales/create-sales-receipt.md) - [Decide between a customer credit and a refund](https://bokeping.com/help/sales/credits-and-refunds.md) - [Handle a customer deposit before invoicing](https://bokeping.com/help/sales/customer-deposits.md) - [Import invoices with multiple line items](https://bokeping.com/help/sales/import-invoices.md) - [Fix an invoice email that was not sent](https://bokeping.com/help/sales/invoice-email-failed.md) - [Record a partial payment or customer overpayment](https://bokeping.com/help/sales/partial-and-excess-payments.md) - [Record a customer payment](https://bokeping.com/help/sales/record-payment.md) - [Credit and refund an invoiced sale](https://bokeping.com/help/sales/refund-paid-invoice.md) - [Refund an unapplied customer payment](https://bokeping.com/help/sales/refund-unapplied-payment.md) - [Write off an uncollectible invoice balance](https://bokeping.com/help/sales/write-off-invoice.md) - [Settings](https://bokeping.com/help/settings.md) - [Set invoice numbering, notes, and terms](https://bokeping.com/help/settings/document-defaults.md) - [Customize document and email templates](https://bokeping.com/help/settings/document-templates.md) - [Set up Stripe or Forte for your company](https://bokeping.com/help/settings/payment-provider-setup.md) - [Troubleshooting](https://bokeping.com/help/troubleshooting.md) - [Bank transactions are not syncing](https://bokeping.com/help/troubleshooting/bank-not-syncing.md) - [Why can I not edit, delete, or void a transaction?](https://bokeping.com/help/troubleshooting/cannot-change-transaction.md) --- Canonical page: https://bokeping.com/help/account-billing/ Markdown page: https://bokeping.com/help/account-billing.md Text version of the public page. Check the canonical page for current terms and interactive features. # Account & Billing Your personal security, Pro trial, and subscription. 3 guides in this collection ## Profile & Security [### Secure your Bokeping account Manage your password and two-factor authentication.]() ## Subscription [### Manage a company subscription and billing Review upgrades, cancellation, access changes, and subscription order history.]()[### How your Pro trial works When your trial starts, when it ends, and what happens to each company afterward.]() --- Canonical page: https://bokeping.com/help/account-settings/invite-accountant/ Markdown page: https://bokeping.com/help/account-settings/invite-accountant.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Invite your accountant or a team member Give the right person access to the right company. **In Bokeping** Settings → Team & Access → Team Invite each person with their own sign-in and the access they need. Membership in one company does not automatically give access to your other companies. **Where to go:** **Settings → Team & Access → Team**. The page heading is **Users**. ## Before you invite Confirm the selected company, the person’s email address, and the work they need to do. Your role must allow access management. Review the capacity displayed in **Team seats** or **External accountants**. ## Invite a team member 1. Open the **Teams** tab and choose **Invite Member**. 2. Enter the recipient’s email and choose the appropriate available role. 3. Review the invitation before sending it. 4. Ask the recipient to accept it with the invited email address. 5. Return to the list and check **Status** and **Invitation validity**. Team-member invitations are valid for **24 hours**. After acceptance, access stays enabled until the member is disabled or removed. Use **Settings → Team & Access → Roles** to review what a role allows. [Open full-size screenshot ↗]() _The empty invitation form was viewed only. No email address was entered and no invitation or access change was submitted._ The form accepts up to **50 email addresses**, separated by commas, spaces, or new lines. Review the role before submitting a batch; use separate invitations when people need different access. ## Invite an external accountant 1. Open the **External accountants** tab. 2. Choose **Invite external accountant**. 3. Review the email and permission choice, then send the invitation. 4. Check the accountant’s status and invitation validity in this tab. External-accountant invitations are valid for **30 days**. Accountants use a separate access pool from ordinary team seats and must enable two-factor authentication before entering the company. ## Two-factor requirements The **Require two-factor authentication** switch applies to the company team. External accountants require it regardless of that switch. Review the effect on members before changing an access requirement. See [secure your account]() for the personal setup flow. ## If an invitation fails Check the invited email address, status, and validity period. An authorized administrator can send a replacement for an expired or revoked invitation. Do not create a second company or share passwords to work around an invitation problem. **Invitation History** helps you review invitation activity; **Operation history** provides the access-management history shown in the app. After an invitation is accepted, use [team-access maintenance]() to review roles, suspend or remove access, and handle pending invitations. --- Canonical page: https://bokeping.com/help/account-settings/manage-subscription/ Markdown page: https://bokeping.com/help/account-settings/manage-subscription.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Manage a company subscription and billing Review upgrades, cancellation, access changes, and subscription order history. **In Bokeping** Account menu → Subscription Each company has its own subscription. Check the selected company before changing a plan; one company’s upgrade does not upgrade every company in your account. **Where to go:** open the account menu at the top right and choose **Subscription**. Billing management and order history require the appropriate administrative access. ## Review your current plan Check the plan, access status, trial or paid-period end date, and any usage limits shown. The [Pro trial]() has its own end-of-trial rules. Deliberately canceling a subscription is a different action from simply allowing a trial to end. ## Upgrade or change a plan 1. Choose **Upgrade the Plan** or the available plan-change action. 2. Review the plan features, billing interval, amount due, and displayed effective date. 3. Read any change estimate and checkout acknowledgment. Resolve unclear charges before confirming. 4. Complete checkout only when you intend to purchase the displayed plan for this company. 5. Return to Subscription and check both the plan/access status and the order’s payment status. A pending or unsuccessful payment is not a confirmed upgrade. Do not repeatedly pay because the page has not refreshed. Check the existing order first and contact support with the order reference if the paid status and company access disagree. Do not send card details or payment credentials. ## Cancel and understand the effective date Use **Cancel Subscription** when you intend to stop the subscription, then read the confirmation for the current company. When a paid period is running, cancellation can be scheduled for its end. Otherwise, access can become read-only immediately. The current cancellation confirmation states that books remain readable and exportable for 12 months and that you can return on the Free plan. Review that notice before confirming and retain the exports you need. Cancellation is not a deletion of transaction history or a refund of a past charge. After confirmation, check the resulting status and date. Do not assume clicking the initial cancel button completed the cancellation. ## Resume or return on Free Where offered, withdraw a scheduled cancellation before it takes effect. A canceled company can show an action to reactivate on Free. Review Free limits and then confirm the resulting access status. Restoring Free access does not restore every paid feature. ## Check order history **Order history** shows subscription orders and payment updates. Compare the date, amount, billing period, and status. An empty history can be normal before purchasing a plan. If payment failed or the result is uncertain, inspect the existing order before starting a new checkout. Subscription charges are separate from merchant processing and any applicable bank-connection charges. Canceling Bokeping should not be assumed to cancel a separate provider agreement. ## If you cannot manage billing Confirm the company and your role. Some users can view the current plan but cannot change billing or read order history. Ask the company administrator to review [access]() rather than sharing an account or creating another company to bypass a limit. --- Canonical page: https://bokeping.com/help/account-settings/manage-team-access/ Markdown page: https://bokeping.com/help/account-settings/manage-team-access.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Maintain team roles and remove access Review member roles, invitation status, and external-accountant access without confusing them with ownership. **In Bokeping** Settings → Team & Access → Team Company membership, role permissions, and account ownership are different controls. Start with the correct company and review the person’s actual job before changing access. **Where to go:** **Settings → Team & Access**. Use **Team** for company members, **External Accountants** for outside accountants, and **Roles** for role definitions. ## Review and change a member’s role 1. Open **Team**, locate the person, and confirm their identity and membership status. 2. Inspect the **Role** badge for its access summary. 3. If you have permission, use the menu beside the role to choose the intended predefined or custom role. Review the scope before selecting it; a role change can immediately affect access. 4. Confirm the saved role in the table and have the member check the relevant page after refreshing their session. The current user’s own role and the owner row are protected from ordinary role editing. Do not use **Transfer Ownership** as a workaround; that changes who owns the company and requires a separate deliberate handover. ## Build or review a custom role In **Roles**, open the role editor or start a new role. Give it a clear name and review its page/action permission tree. Select only the access needed for that job, then save and assign it to the intended member. Pay attention to shared-permission hints. Some actions share a permission: unchecking one entry may hide that button while another selected entry still grants the underlying action. Review all related entries when withdrawing access. A hidden menu entry by itself is not proof that a person has lost the permission. Before assigning a role widely, have an authorized test member verify both a task they should perform and a task they should not. Do not give broad administrator access simply to make a missing button appear. ## Choose the correct membership action | Situation | Team action | Check afterward | | --- | --- | --- | | A pending invitation was sent to the correct person but not received | **Resend invitation**, after checking the address and delivery status. | Delivery and invitation validity. A resend does not mean the person has joined. | | A pending invitation is no longer appropriate | **Revoke invitation**. | The invitation is no longer active. | | An active member needs a temporary access stop | **Disable**. | The membership shows disabled. | | A disabled member should return | **Enable**, after reviewing their role. | The membership is active with the intended permissions. | | A member has left the company | **Remove**, after reading the confirmation. | The membership is removed; review any other company access separately. | Available actions depend on status, your permissions, and owner/self protections. Read the confirmation before applying a lifecycle action. Removing membership is not a way to erase the person’s historical accounting activity. ## External accountants Use the **External Accountants** table for their invitations and access. Its actions include **Suspend access**, **Edit permissions**, and **Remove external accountant**, depending on status and permissions. Review the accountant’s granted scope and pending invitations separately from employee roles. ## Verify and troubleshoot Review the role/status shown after the change and relevant [Audit Log]() activity. A missing action may be caused by permissions, the member’s state, company context, or a plan limit. Check [missing actions]() before changing unrelated settings. Never share the owner’s sign-in as a substitute for an individual invitation. --- Canonical page: https://bokeping.com/help/account-settings/missing-actions/ Markdown page: https://bokeping.com/help/account-settings/missing-actions.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why can I view a page but not create or edit? Check the company, role, plan, document limits, and transaction state before changing access. **In Bokeping** Settings → Team & Access → Team Being able to open a page does not always mean you can change its records. The selected company, your role, the plan, and the document’s state can each affect the available actions. ## Identify what is restricted | What you notice | What to check | | --- | --- | | A button is missing for one teammate. | Their membership and permissions in this company. | | A module is readable but new entries are blocked. | The company’s plan and the message on the action. | | Creation stops after several documents. | Any monthly document-limit message. | | One specific record cannot be changed. | Payment links, matches, reconciliation, or a locked period. | | You cannot find the expected company. | Which account accepted the invitation and its current membership. | ## Check access without broadening it unnecessarily 1. Confirm the company in the company switcher and the signed-in account. 2. Read the disabled button’s explanation or the full error message. 3. Ask an authorized administrator to review **Settings → Team & Access → Team** and the relevant role. 4. Review the company’s plan through the account menu’s **Subscription** entry when the message concerns plan access or usage limits. 5. If only one transaction is affected, follow [why a transaction cannot be changed](). A second company, shared login, or broader role is not a reliable fix for a document-state restriction. Give each person only the access their work requires. ## After a trial or invitation change Review [Pro trial rules]() for the plan after the trial ends. Viewing existing information and permission to create more records are separate questions. For invitations, confirm the invited email address, status, validity, and any two-factor requirement. See [invite your accountant or a team member](). If the restriction remains unexplained, send support the page, action, and error text with sensitive details removed. ## Related walkthrough The [invitation-form example]() shows where a role is chosen. A missing action on one locked transaction is not a reason to grant a broader role. --- Canonical page: https://bokeping.com/help/account-settings/pro-trial/ Markdown page: https://bokeping.com/help/account-settings/pro-trial.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # How your Pro trial works When your trial starts, when it ends, and what happens to each company afterward. **In Bokeping** Account menu → Subscription ## When your trial starts Each account gets one Pro trial, starting when you create your first company. Registering an account or accepting an invitation does not start a trial. Creating or deleting companies does not restart it. ## When your trial ends Your Pro trial runs through December 31, 2026 or 30 days from creating your first company, whichever is later. Other companies you create during that trial share the same end date. For example, a first company created on October 1, 2026 has a trial through December 31, 2026. If your first company is created on December 20, 2026, the 30-day period ends later, so that longer period applies. ## What happens afterward When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. You are not automatically charged just because the trial ends. Choose a paid plan for a company when you want to continue using its paid features. Review the Free plan’s limits before the end date so you know what will change. ## Each company has its own plan Each company has its own subscription and is billed separately. A Pro subscription covers one company, including its stores and warehouses. Select the relevant company, then open the account menu at the top right and choose **Subscription** to review its plan and billing details. See [current plans and limits]() before upgrading. ## Separate charges Payment processing through Stripe or Forte is charged separately under your provider agreement, including during the trial. Check any applicable bank-connection charges before connecting an account. Related: [Accept online payments]() and [create your first company](). ## If the Subscription page does not load Check that you selected the intended company and are signed in with the right access. If the page shows an error, [contact support]() with the page name and error text. Do not create another company to restart a trial or assume an unsuccessful plan change took effect. Before confirming any paid-plan change, review the displayed price, billing interval, effective date, and what happens to company limits. If these details are unavailable, ask support to clarify them before proceeding. --- Canonical page: https://bokeping.com/help/account-settings/security/ Markdown page: https://bokeping.com/help/account-settings/security.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Secure your Bokeping account Manage your password and two-factor authentication. **In Bokeping** Account menu → Profile → Security Your personal account protects every company you can open. Use your own sign-in rather than sharing credentials with a colleague or accountant. **Where to go:** open your account menu at the top right, choose **Profile**, then open the **Security** tab. You may also reach the standalone **Account & security** page from a sign-in or company-access prompt. In **Account & security → Security**, the equivalent controls are **Set password** (or the change-password control for an existing password) and **Turn on** beside two-factor authentication. In company settings, **Your own two-factor authentication** also opens this personal page. ## Set or change your login password In **Login Password**, follow the verification flow shown for your account. An account without a password shows **Email me a code** and **Set login password**; an existing password uses the change-password flow. Use the requirements displayed below the password field. Review the sign-out notice: saving a new password signs you out on every device, including the current one. Be ready to sign in again with the new password. ## If you forgot your password 1. Open [Bokeping sign-in](). From password sign-in, choose **Use email code instead**. 2. Enter your account email and choose **Continue with Email**. Use the latest verification code sent to that address. 3. Complete any required two-factor verification. Email sign-in does not remove that requirement. 4. Once signed in, open **Security** and follow the password-change flow there. Read the sign-out notice before saving. There is no separate reset-password form in the current sign-in flow. If you no longer have access to the email or a required second factor, contact support for help with access instead of creating a replacement company. ## Set up two-factor authentication 1. Find **Two-Factor Authentication** in the **Security** tab. 2. Choose **Set up two-step verification**. 3. Follow the setup instructions with your authenticator app. 4. Enter a current code to verify setup, then confirm that the status is enabled. 5. Keep any recovery information provided during setup somewhere secure. Your company can require two-factor authentication for team access. External accountants must enable it before opening a company, even when that company’s team requirement is off. ## If a code does not work Check that you are using the correct Bokeping entry in your authenticator, that your device time is accurate, and that the code has not expired. An email-verification code and an authenticator code serve different steps; use the one the screen requests. If you have lost access, [contact support](). Never include passwords, authenticator setup secrets, or recovery codes in a support message. ## Review signed-in devices On the standalone Security page, check **Sessions & Devices** and **Recent security activity**. Compare the device, time, and location information with your own activity. **Sign out this device**, a session’s **Sign out**, and **Sign out others** have different scopes; read the selected action before confirming it. Keep a working sign-in method before ending sessions. For example, after using a shared computer, end that computer’s session rather than assuming closing its browser signed you out. Do not share session lists or security-event screenshots containing private account details in a public help request. --- Canonical page: https://bokeping.com/help/accounting/ Markdown page: https://bokeping.com/help/accounting.md Text version of the public page. Check the canonical page for current terms and interactive features. # Accounting Chart of accounts, opening balances, and month-end review. 8 guides in this collection ## Chart of Accounts [### Understand your chart of accounts Choose the right home for each kind of transaction.]()[### Prepare your opening balances Bring your starting balances across without counting the same amounts twice.]() ## Manual Journals [### Create a manual journal Record a reviewed accounting adjustment with balanced debits and credits.]() ## Period Close [### Close and reopen an accounting period Protect reviewed periods with a closing date and document any authorized reopening.]() ## Audit Log [### Find who changed a transaction Use Audit Log filters and change details to investigate edits without changing the books.]() ## Review & corrections [### Check the date when applying an advance Apply existing customer or vendor money without changing the original receipt or payment date.]()[### Check your books at the end of the month Use a practical review order before sharing reports or deciding the month is complete.]()[### Why can I not edit, delete, or void a transaction? Find the linked payment, bank match, reconciliation, or locked period that affects a correction.]() ## More pages in this section - [Check the date when applying an advance](https://bokeping.com/help/accounting/apply-credit-dates.md) - [Find who changed a transaction](https://bokeping.com/help/accounting/audit-log.md) - [Understand your chart of accounts](https://bokeping.com/help/accounting/chart-of-accounts.md) - [Close and reopen an accounting period](https://bokeping.com/help/accounting/close-books.md) - [Create a manual journal](https://bokeping.com/help/accounting/manual-journal.md) - [Check your books at the end of the month](https://bokeping.com/help/accounting/month-end-review.md) - [Prepare your opening balances](https://bokeping.com/help/accounting/opening-balances.md) --- Canonical page: https://bokeping.com/help/accounting/apply-credit-dates/ Markdown page: https://bokeping.com/help/accounting/apply-credit-dates.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Check the date when applying an advance Apply existing customer or vendor money without changing the original receipt or payment date. A receipt or payment date records when money moved. An application date records when an existing advance or credit settles an invoice or bill. Keep those facts separate. Use **Apply credits** on the destination invoice or bill. Do not edit the original cash transaction merely to make a later document appear paid. ## Choose an application date The **Set Applied on Date** switch controls whether each selected credit uses its own application date: | Setting | Behavior | | --- | --- | | On | **Credits applied date** is editable for every source, including customer receipts and vendor payments. It initially defaults to today. | | Off | Uses the dialog’s current-day default for all selected rows. | **Transaction date** remains the original document/payment date. Changing an application date does not rewrite the original bank receipt or payment. 1. Confirm the destination invoice or bill is posted, has a remaining balance, and belongs to the same contact as the advance. 2. Open **Apply credits** and find the source by its number, transaction date, and available amount. 3. Leave **Set Applied on Date** on and enter the intended **Credits applied date**. For a receipt on August 20 applied to an invoice dated September 10, select September 10 if that is the actual application date. 4. Enter the allocation in **Credits to apply**. Review **Amount to credit** and **Balance after apply**. 5. Choose **Apply credits**, then check the saved application/history and remaining balances. A validation error is not a completed application. For ordinary past-dated documents, the application cannot precede either the source or destination date, cannot be later than today, and must belong to an open period. Future-dated documents use the date window enforced by the app. Do not change source dates to bypass these rules. If applying today, either use today’s row dates or switch row dates off. Reopen a dialog left open across midnight so its default is current. ## Closed months and reconciled payments The dedicated application workflow preserves the original payment rather than rewriting its bank movement. An old payment being in a closed period does not by itself mean you must reopen that period to apply available money today. The new application still needs a valid open date and an eligible source/document. If the action is unavailable, check permissions, remaining balances, void/refund status, and the displayed restriction. Do not undo a completed bank reconciliation solely to try to allocate an advance. ## Check both dates in reports For an August advance used against a September document, the August cash movement should remain in August. Check the application in September and compare historical aging and account balances using the saved dates. A current zero balance does not prove an earlier month’s report should also show zero. ## See the allocation fields [Open full-size screenshot ↗]() _Same-day Demo example: $300 from an existing payment is applied to a $1,000 bill. This screenshot illustrates the allocation fields, not a verified cross-month or closed-period application._ For the complete entry and result checks, see [apply a vendor advance](). Use the date behavior described above for your source type. --- Canonical page: https://bokeping.com/help/accounting/audit-log/ Markdown page: https://bokeping.com/help/accounting/audit-log.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Find who changed a transaction Use Audit Log filters and change details to investigate edits without changing the books. **In Bokeping** Accounting → Audit Log The **Audit Log** helps you trace who changed a record and when. Use it alongside the original transaction and accounting reports; an activity event alone is not proof that a ledger balance is correct. ## Find the change 1. Open **Accounting → Audit Log**. 2. Set the date range for when the change happened. This may differ from the transaction’s accounting date. 3. Search for the record/reference and narrow the results with the available user, action, module, or risk filters. 4. Select an event to review its action, actor, timestamp, record reference, and any reason provided. 5. Review **Before** and **After** values when available. Use **View resource** where offered to inspect the transaction’s current state. Check the timezone indicated on the page when comparing timestamps with another person’s report. A midnight event may appear on a different calendar date in another timezone. ## Narrow the investigation Choose **More filters** beside the Date control to find **User**, **Events**, **Module**, and **Risk Level**. For example, investigate a changed invoice by selecting its module and the date of the change, then inspect the event before editing anything. [Open full-size screenshot ↗]() _Only the filter controls are shown. User identities and event details are excluded from this screenshot._ ## Interpret what you find | Result | Next check | | --- | --- | | The amount or account changed | Compare before/after values and the current ledger/report. | | A record was voided or deleted | Check the event reason and its effects on linked documents. A deleted resource may no longer open. | | No result | Clear filters, widen the change-date range, confirm the company, and check access permissions. | | No detailed field difference | Retain the event reference and inspect the underlying record; not every event has a field-level diff. | The Audit Log is for investigation. It is not an undo button. Use the original module’s supported correction workflow, especially for reconciled transactions and closed periods. If you need support, include the public guide link, module, approximate change time/timezone, and the step you cannot complete. Do not include passwords, access tokens, or bank credentials. --- Canonical page: https://bokeping.com/help/accounting/chart-of-accounts/ Markdown page: https://bokeping.com/help/accounting/chart-of-accounts.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Understand your chart of accounts Choose the right home for each kind of transaction. **In Bokeping** Accounting → Chart of Accounts Your chart of accounts organizes the balances and transactions behind your financial reports. Open **Accounting → Chart of Accounts** to review it before creating more accounts. An account’s type controls where its activity appears. The account name alone does not determine its accounting treatment. ## The five main groups | Group | What it represents | Example | | --- | --- | --- | | Assets | Money and other resources the business owns. | Checking account, inventory, equipment. | | Liabilities | Amounts the business owes. | Vendor bills, credit card balances, loans. | | Equity | The owners’ interest in the business. | Owner contributions and retained earnings. | | Income | Amounts earned from business activity. | Product sales or service income. | | Expenses | Costs of running the business. | Office supplies, rent, and bank fees. | The form uses more specific **Account Type** and **Detail Type** options within these groups. Use the type that describes the balance or activity, rather than the report total you want to change. [Open full-size screenshot ↗]() _Both names contain “Office,” but the types differ: Office Equipment is a balance-sheet asset; Office Expenses & Supplies is a profit-and-loss expense. The purchase’s nature and your capitalization policy determine which is appropriate._ ## Create an account 1. Open **Accounting → Chart of Accounts**. Search existing accounts first and check **Inactive** if you cannot find one. 2. Choose **New** to open **New Account**. 3. Enter **Account Name**, then select **Account Type** and **Detail Type**. 4. Review **Account Code**. It must be a unique numeric code of up to eight digits. 5. If needed, select **Make this a subaccount** and choose an appropriate parent. Use subaccounts to organize related balances, not to duplicate existing activity. 6. Add a description that explains when your team should use the account. 7. Use **Set Opening Balance** only when the account already had a balance before your Bokeping start date. Otherwise leave it unset. 8. Choose **Create** and confirm the new account appears in the list. ## Choose accounts on transactions The **Payment Account** on an expense is where the money came from. The **Expense Account** on its line describes what you bought. For example, a $50 supplies purchase can use Checking as the payment account and Office Expenses & Supplies as the expense account. For inventory, use the item’s inventory and cost-of-goods-sold settings. Buying stock is not automatically an immediate operating expense. See [create a product or service](). ## If you cannot select or change an account Check its type, active status, and any posting restriction shown in the app. Some accounts are controlled by a source workflow, such as customer invoices or vendor bills. A parent configured for subaccount posting may also require you to select the relevant child account. Do not change an account type or add a balancing journal just to make a report look right. Review the original transactions and ask your accountant when the treatment is unclear. Related: [Prepare your opening balances]() and [read your financial statements](). ## Related walkthrough For item organization and stock locations, use [item categories]() and [warehouses](). Those are different from ledger accounts. --- Canonical page: https://bokeping.com/help/accounting/close-books/ Markdown page: https://bokeping.com/help/accounting/close-books.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Close and reopen an accounting period Protect reviewed periods with a closing date and document any authorized reopening. **In Bokeping** Accounting → Period Close Close a period after completing your [month-end review](). A closing date protects earlier activity; it is not proof the books are correct or that tax returns have been filed. ## Before closing Reconcile the relevant statements, review bank items, confirm receivables and payables, and resolve unexplained Trial Balance differences. Review inventory warnings when applicable. Make sure the person setting the closing date has the appropriate authority. ## Set the closing date 1. Open **Accounting → Period Close**. 2. Choose **Set Closing Date** or **Change Closing Date**, depending on the existing status. 3. Enter **Closing Date** and a useful reason for the change. Review the date and the transactions that will be protected. 4. Choose **Close Books** (or **Save Closing Date** when changing it) and review the preflight results, including unreconciled accounts, bank items awaiting review, and Trial Balance differences. 5. Resolve blocking issues. If a confirmation is offered, read its warnings before choosing **Confirm and close books**. 6. Check the resulting closing date and activity history. Do not assume a failed or blocked submission closed the books. ## What the closing screen shows [Open full-size screenshot ↗]() _The Demo books are open. No closing date was submitted. Review the date, affected records, and preflight checks before closing your own period._ ## Reopen only for an approved correction Choose **Reopen** to open **Reopen All Periods**, provide the required reason, and review the warning before **Confirm Reopen**. Reopening removes the closing date and allows changes subject to other permissions and transaction restrictions. Document the specific correction, compare the affected reports, and close the books again after review. Bank reconciliation and document lifecycle restrictions may still apply; reopening a period does not remove every lock. ## Example: a bill found after close If a missing bill relates to a closed month, ask the person responsible for the books whether to correct that period or use an appropriate later adjustment. Keep the original evidence and decision. Do not silently change the bill date merely to get around a lock. --- Canonical page: https://bokeping.com/help/accounting/manual-journal/ Markdown page: https://bokeping.com/help/accounting/manual-journal.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Create a manual journal Record a reviewed accounting adjustment with balanced debits and credits. **In Bokeping** Accounting → Manual Journals Use a manual journal for an accounting adjustment that belongs outside a normal invoice, bill, receipt, or payment workflow. Have the accounts, date, amounts, and reason reviewed before posting. ## Enter the journal 1. Open **Accounting → Manual Journals** and start a new journal. 2. Set **Journal Date**, review the journal number, and add a **Reference** to the supporting calculation or document. 3. Add the required account lines with their debit or credit amounts and descriptions. Fill any required contact or other fields for the selected account. 4. Check that total debits equal total credits and that every account reflects the intended business event. Equal totals do not prove the accounts or date are correct. 5. Add a clear **Memo** and retain the supporting calculation. 6. Choose **Save and Close** when ready to post, or **Save and New** to post and start another journal. These actions post the journal; they are not draft saves. 7. Review the journal and its effect on the affected accounts and reports. ## Example: recognize one month of prepaid insurance Assume your accountant has already verified that $1,200 is recorded as a prepaid asset for twelve equal months and that one month should now be expensed. This illustrative adjustment is: | Account | Debit | Credit | | --- | --- | --- | | Insurance expense | $100 | — | | Prepaid insurance | — | $100 | The prepaid asset falls to $1,100 and this month’s expense increases by $100. No money moves as part of this adjustment. Do not also record a second bank payment. ## See the balanced entry [Open full-size screenshot ↗]() _Filled example using Insurance and Prepaid Expenses in the Demo chart. Debits and credits both total $100. The form was canceled without posting; the hypothetical $1,200 prepaid balance was not created._ ## When to use a different workflow Use [customer payments]() and [bill payments]() to settle documents. A journal to A/R or A/P is not a substitute for allocating a receipt or payment to the intended invoice or bill. The app requires the appropriate contact and validates the direction of customer/vendor adjustments. Cash and sensitive-account warnings are prompts to review the workflow; they do not mean every such account is prohibited. For stock counts, use [inventory adjustments]() so item records and accounting stay connected. If the period is closed or validation rejects a line, investigate the reason. Do not change a date or account only to bypass a restriction. --- Canonical page: https://bokeping.com/help/accounting/month-end-review/ Markdown page: https://bokeping.com/help/accounting/month-end-review.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Check your books at the end of the month Use a practical review order before sharing reports or deciding the month is complete. A month-end review checks whether the month’s records are complete and consistent. This checklist does not automatically close or lock an accounting period. ## Work through the records first 1. Confirm the company and month you are reviewing. 2. Review missing bank activity, unreviewed rows, and duplicate imports. [Match existing records]() before categorizing new activity. 3. [Reconcile bank and card accounts]() to their statements. 4. Review unpaid invoices and bills, partial payments, and credits. Investigate amounts that should have been settled. 5. Review [customer deposits]() and other unapplied amounts separately from ordinary unpaid invoices. 6. Check inventory quantities and source transactions if you track stock. 7. Review [sales tax]() for the period where applicable. For example, a $500 customer receipt in the bank does not prove a $500 invoice has been settled correctly if the receipt is still unapplied or was categorized as another sale. ## Review the reports together Run **Profit and Loss**, **Balance Sheet**, and **Trial Balance**. Confirm the dates and accounting method before comparing them with prior reports. Review **A/R Aging Summary** and **A/P Aging Summary** for outstanding balances. Follow unusual balances back to their source records. Negative balances, large changes, and old credits are review prompts, not automatic proof of an error. ## Correct the cause, then rerun Fix a duplicate, missing payment link, incorrect date, or misclassified source transaction through its allowed workflow. Do not post an arbitrary journal simply to make a report agree. Accruals, depreciation, prepaid expenses, and revenue recognition may require accountant-reviewed adjustments. This checklist does not imply those calculations happen automatically. ## Keep a review record Save the reports with their dates and basis, reconciliation evidence, and a short list of unresolved items. Share these with your accountant. If the company uses period locks, agree who may close or reopen periods before changing prior-month activity. ## Worked month-end check This simplified example uses accrual accounting, no tax, fees, inventory, or opening receivables/payables, and illustrative amounts: | Event | What to record | Result to check | | --- | --- | --- | | Earn $1,000 and invoice the customer | [Invoice]() | Revenue $1,000; A/R $1,000 | | Receive $700 against it | [Customer payment]() | Cash +$700; A/R $300 | | Receive a $400 bill for this month’s services | [Vendor bill]() | Expense $400; A/P $400 | | Pay $250 against the bill | [Bill payment]() | Cash −$250; A/P $150 | Expected results for this example are **$600 profit**, **$450 net cash increase**, **$300 receivable**, and **$150 payable**. Match bank activity to the two existing payments, reconcile to the statement, and check the reports using the same dates. Adding bank income and expenses again would count the money twice. Once the review is complete, [close the period](). These amounts illustrate how the records connect; they are not a transaction test performed in your company. Use the [Audit Log]() to investigate who changed a record and compare the change with the current ledger. ## Related walkthrough Use the [illustrated bank match](), [reconciliation workspace](), and [report controls]() as the three separate checks: link the event, reconcile the statement, then review the financial result. --- Canonical page: https://bokeping.com/help/accounting/opening-balances/ Markdown page: https://bokeping.com/help/accounting/opening-balances.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Prepare your opening balances Bring your starting balances across without counting the same amounts twice. Opening balances tell Bokeping where your books start. They should agree with the closing balances from your previous records at an agreed cutover date. ## Gather the source records Prepare a trial balance, bank statements, unpaid customer invoices, unpaid vendor bills, and inventory quantities and values where applicable. Use the same cutover date throughout. ## Find the relevant starting fields - **Accounting → Chart of Accounts → New:** **Set Opening Balance** records an existing balance for a new account. - **Contacts → Customers** or **Vendors:** review **Opening Balance** and **Opening Balance At** in the contact form where available. - **Products & Inventory → Items:** inventory items use **Opening quantity**, **Opening unit cost**, and **As of date**. - **Bank connection setup:** review the starting-balance and existing-account information before creating another opening entry. These are different ways of bringing existing balances into the same books. Do not enter an amount in more than one place for the same underlying balance. ## Enter a starting balance on an existing account 1. Open **Accounting → Chart of Accounts** and open the intended account. 2. Use its opening-balance action to open **Add opening balance** or **Edit opening balance**. 3. Enter **Amount** and **Date** from the agreed cutover records. Review the account’s normal balance direction before entering a negative amount; it is not a universal debit/credit switch. 4. Review **Offset Account** with your accountant. The offset represents the other side of the entry; do not select a random income or expense account to force totals to agree. 5. Choose **Save**, then inspect the account and Trial Balance as of the same date. Customer, vendor, and inventory opening fields maintain their own supporting records. Use those workflows where appropriate rather than assuming a general-ledger balance alone creates individual unpaid documents. ## Choose detail or a summary for each balance A customer opening balance creates a special opening invoice for the amount owed; a vendor opening balance creates a special opening bill for the amount payable. These are opening records, not new sales or purchases. One summary per contact does not preserve each original document’s due date or aging history. | What you need | Migration decision | | --- | --- | | Collect one agreed opening amount per customer | Use the supported customer opening balance and keep the source invoice schedule. | | Pay one agreed opening amount per vendor | Use the supported vendor opening balance and keep the source bill schedule. | | Preserve original invoice/bill references and aging | Review a detailed migration plan. Importing ordinary historical documents can also post revenue, expenses, tax, or stock; do not add the same totals again as opening balances. | | Preserve customer advances, vendor prepayments, credits, or partially settled documents | Keep a separate schedule by contact, original date, amount, and remaining balance. Verify how those balances become available for later application before importing or entering them. | A general-ledger balance alone is not proof that the right document or credit is available for later settlement. In particular, do not record a historical customer advance as a new current-day receipt while also carrying forward a bank opening balance that already includes it. The same duplication risk applies to vendor advances. If the available opening fields do not preserve the allocation or credit you need, agree the migration method with support and your accountant before loading that part of the books. The ordinary [customer deposit]() and [vendor advance]() guides describe new money movements, not a shortcut for migrating money already included in opening cash. ## Plan the balances 1. Agree on the cutover date and account mapping with your accountant. 2. Decide whether outstanding invoices and bills will be imported individually or represented through the supported opening-balance workflows. 3. Prepare contacts, accounts, and items first. Load the chosen customer/vendor detail and item quantities/values, then reconcile their control-account totals before entering the remaining general-ledger balances. 4. Enter the balances using a consistent date and keep the source records for comparison. 5. Compare the resulting Trial Balance and Balance Sheet with the old books before entering new activity. ## Do not count an amount twice If you import an unpaid $500 invoice, adding another $500 customer opening balance for that same invoice overstates what the customer owes. The same principle applies to vendor bills and inventory. A connected bank’s current balance is not automatically the correct opening balance for an earlier cutover date. Use the statement and your source books for the selected date. ## Handle outstanding bank items The bank statement and book balance can differ for valid timing reasons. For example, a June 30 statement shows $5,000, but a $200 check already recorded in the old books has not cleared. With no other differences, the June 30 **book bank balance is $4,800**. Carry the outstanding check on a separate reconciliation schedule. Its later $200 bank debit settles an existing obligation; it is not another expense. Agree how the opening balance and outstanding item will be represented together so the book balance is $4,800 exactly once. Do not load $4,800 and then subtract the same historical check again, or use $5,000 without accounting for it. Deposits in transit require the corresponding review. If the opening workflow does not expose a suitable matchable outstanding item, resolve that migration setup before finishing the first reconciliation; do not force it with a new sale or expense. ## Acceptance checklist Use the same company, date, report basis, and currency for every comparison. A balanced Trial Balance alone is not enough. | Check | What must agree | | --- | --- | | Trial Balance and Balance Sheet | Each mapped account agrees to the approved cutover schedule, not just the grand total. | | Customer and vendor detail | Open documents, credits, and advances agree to the corresponding control accounts, with differences explained. | | Aging | Original due dates are preserved where required, or the limits of summary opening records are documented. | | Bank and credit cards | Book balance reconciles to the statement plus identified outstanding items. | | Inventory | Item quantities and values agree to the inventory schedule and asset balance; no duplicate opening journal. | | Customer advances and vendor prepayments | Remaining amounts belong to the right contacts and can follow the intended application workflow. | | Opening offsets and equity | Temporary offsets are reconciled to the complete migration. Any remaining balance is explained and approved. | | Year-to-date results | Reports include the intended pre-cutover results, or the agreed combined reporting process is documented. | Resolve differences before accepting the migration. Do not make an unexplained balancing journal just to pass the total check. Related: [Prepare records for import]() and [reconcile a bank account](). ## Worked cutover check This is an illustrative reconciliation worksheet, not an import file. Assume these are the only starting balances and no retained profit exists: | Balance at cutover | Debit | Credit | Supporting detail | | --- | --- | --- | --- | | Bank | $5,000 | — | Reconciled book balance; no outstanding items in this separate example | | Accounts receivable | $1,000 | — | One unpaid customer balance | | Accounts payable | — | $600 | One unpaid vendor balance | | Owner equity | — | $5,400 | Accountant-approved equity mapping | | **Total** | **$6,000** | **$6,000** | | After loading the agreed records, the Trial Balance should agree with these totals; customer detail should total $1,000 and vendor detail $600. The specific opening workflows may use a temporary equity offset. Reconcile that offset as part of the complete cutover rather than posting the $5,400 equity again without checking existing entries. Do not replay pre-cutover bank activity already included in the $5,000 balance as new income or expenses. For a midyear change, carry forward the required year-to-date results as part of an accountant-approved plan; this simplified example does not cover every midyear balance. ## See the starting-stock fields [Open full-size screenshot ↗]() _This unsaved item example illustrates the $80 starting-stock calculation. It is not a completed migration and does not demonstrate that all opening offsets have been reconciled._ Use [the item setup walkthrough]() for these fields, and complete the acceptance checklist above for the entire cutover. --- Canonical page: https://bokeping.com/help/banking/ Markdown page: https://bokeping.com/help/banking.md Text version of the public page. Check the canonical page for current terms and interactive features. # Banking Bank transactions, statement reconciliation, and deposits. 14 guides in this collection ## Bank transactions [### Connect your bank Bring bank activity into Bokeping through a Plaid connection.]()[### Review bank transactions Choose when to match, categorize, or exclude imported bank activity.]()[### Import bank transactions from a file Bring a bank statement into the right account and review it without duplicate entries.]()[### Record a transfer between business accounts Categorize one bank movement correctly and match its other side without creating income or expense.]()[### Split one bank transaction across categories Allocate one bank amount to multiple accounts and confirm the remaining amount is zero.]()[### Undo a mistaken bank match or categorization Return posted bank activity to review while checking what happens to the underlying accounting record.]()[### Why a credit card payment is not another expense Understand transfers between your bank and card accounts without counting purchases twice.]()[### Split a loan repayment into principal and interest Reduce the loan balance for principal and record only the appropriate interest or fees as costs.]()[### Bank transactions are not syncing Check connection status and missing activity before reconnecting or importing again.]()[### What to do when a bank transaction appears twice Separate duplicate feed rows from an existing accounting record before excluding or correcting anything.]() ## Rules [### Create a bank rule Set narrow conditions for recurring bank activity and review automation before enabling Auto-add.]() ## Reconcile [### Reconcile a bank account Compare your books with a statement and finish with a zero difference.]() ## Bank Deposits [### Combine received payments into a bank deposit Move selected Undeposited Funds receipts into one bank deposit without recording sales twice.]()[### Why is the bank payout smaller than the invoice payment? Reconcile processor clearing, fees, refunds, and net bank payouts without recording the sale twice.]() ## More pages in this section - [Record a transfer between business accounts](https://bokeping.com/help/banking/account-transfers.md) - [Combine received payments into a bank deposit](https://bokeping.com/help/banking/combine-deposits.md) - [Connect your bank](https://bokeping.com/help/banking/connect-bank.md) - [Create a bank rule](https://bokeping.com/help/banking/create-bank-rule.md) - [Why a credit card payment is not another expense](https://bokeping.com/help/banking/credit-card-payments.md) - [What to do when a bank transaction appears twice](https://bokeping.com/help/banking/duplicate-transactions.md) - [Import bank transactions from a file](https://bokeping.com/help/banking/import-bank-transactions.md) - [Split a loan repayment into principal and interest](https://bokeping.com/help/banking/loan-payments.md) - [Reconcile a bank account](https://bokeping.com/help/banking/reconcile.md) - [Review bank transactions](https://bokeping.com/help/banking/review-transactions.md) - [Split one bank transaction across categories](https://bokeping.com/help/banking/split-transactions.md) - [Undo a mistaken bank match or categorization](https://bokeping.com/help/banking/undo-bank-posting.md) --- Canonical page: https://bokeping.com/help/banking/account-transfers/ Markdown page: https://bokeping.com/help/banking/account-transfers.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Record a transfer between business accounts Categorize one bank movement correctly and match its other side without creating income or expense. **In Bokeping** Banking → Bank transactions Moving $500 from business checking to business savings reduces checking by $500 and increases savings by $500. It creates no sales income or ordinary expense. ## Review the bank movement 1. Open **Banking → Bank transactions**, select the account, and find the transfer in **Pending**. 2. First inspect **Match** for an existing transfer already in your books. If it exists, match it rather than categorizing another transfer. 3. If it is unrecorded, open **Categorize** and select the **Transfer** transaction type. The match panel also offers **Record as transfer** when no matching record is found. 4. Select the other business account in **Transfer to/from** in the inline form. In the expanded form, review **From Account** and **To Account** alongside the bank row’s money-in/money-out direction; the feed account is fixed. 5. Review the amount, date, reference, and the posting confirmation before saving the category. 6. Open the other account’s bank activity and match the counterpart to the existing movement when offered. Do not independently create the same transfer twice. **This records a transfer in the books. It does not instruct a bank to move money.** ## Check both accounts | Account, $500 transfer with no fee | Expected movement | | --- | --- | | Checking | −$500 | | Savings | +$500 | | Combined cash | $0 change | | Revenue or expense | $0 | Reconcile each account to its own statement. Posting dates may differ across banks. A transfer can be outstanding on one side at a statement date. Record a separately charged bank fee as a separate expense. If the statement combines principal and fees, review the breakdown before using a simple transfer; do not force unequal amounts to match. ## If the other account is missing Confirm it belongs to the same company and has an appropriate bank/cash account type. The source and destination must differ. Personal withdrawals/funding and payments to an outside vendor are not transfers between two business bank accounts; use the appropriate [owner-money]() or purchase workflow. ## Related walkthrough For the initial account and matching controls, see the [illustrated bank-review example](). Its receipt example is not a transfer: choose the Transfer type only for an actual movement between your company’s accounts. --- Canonical page: https://bokeping.com/help/banking/combine-deposits/ Markdown page: https://bokeping.com/help/banking/combine-deposits.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Combine received payments into a bank deposit Move selected Undeposited Funds receipts into one bank deposit without recording sales twice. **In Bokeping** Banking → Bank Deposits Use **Bank Deposits** when multiple receipts already recorded in **Undeposited Funds** are deposited together at their full total. This moves recorded money into the bank; it does not record another sale. ## Check the receipts first Confirm that each receipt exists once, is eligible for deposit, and belongs to the batch on your deposit slip. A receipt already recorded directly in the bank or in a processor clearing account is not an Undeposited Funds receipt for this form. ## Create the deposit 1. Open **Banking → Bank Deposits** and start a new deposit. 2. Select the bank account in **Deposit to** and enter the actual **Deposit date**. 3. Add **Reference No.** and **Memo** to identify the deposit slip or batch. 4. In **Payments to deposit**, select the receipts that make up the batch. 5. Compare **Deposit total** with the actual deposit. Choose **Create deposit** only when the amounts and selected receipts are correct. 6. Review the saved deposit, then match the bank’s deposit row to this record when it arrives. ## Example: two checks deposited together Two customer receipts of $120 and $180 were already recorded to Undeposited Funds. Select both for a $300 deposit. Undeposited Funds should decrease by $300 and the bank should increase by $300; customer revenue and invoice settlement are not recorded again. ## If the bank received less The current form has no fee-deduction or arbitrary adjustment field. A $100 receipt with a $3 withheld processing fee is not a $100 bank deposit. Do not change the customer’s payment to $97 or create a false $100 deposit. Use the [net-payout reconciliation guide]() to separate gross receipts, fees, and net cash. Processor clearing accounts and this Undeposited Funds form are different workflows. ## If no payments appear The form displays **No payments are waiting in Undeposited Funds** when none are available. Check the receipt’s deposit account, company, and whether it has already been deposited or reversed. Do not record the receipt again just to make it appear. ## Recognize an empty deposit form [Open full-size screenshot ↗]() _The Demo company has no eligible Undeposited Funds receipts. Create deposit is disabled at $0. This is an empty-state example, not a saved deposit._ --- Canonical page: https://bokeping.com/help/banking/connect-bank/ Markdown page: https://bokeping.com/help/banking/connect-bank.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Connect your bank Bring bank activity into Bokeping through a Plaid connection. **In Bokeping** Banking → Bank transactions A Plaid connection brings bank or credit card activity into Bokeping for review. It does not replace matching transactions or reconciling against a statement. **Where to go:** **Banking → Bank transactions → Link Account**. ## Before you connect Confirm the selected company and use a role that can manage its bank connections. Have access to your bank’s sign-in and verification method. Plaid connection charges are separate from the software trial. Review the applicable charges before connecting. For a file-based alternative, see [import bank transactions](). ## Connect and select accounts 1. Choose **Link Account** to open **Connect an Account**. 2. Choose **Connect your bank account** to start Plaid. Allow the connection window if your browser blocks it. 3. Find your institution and complete its sign-in, verification, and consent steps. 4. Select the bank or credit card accounts you want to connect. 5. Back in Bokeping, review how each selected account maps to your books. If the account already exists, use the existing account where the setup flow offers it instead of creating duplicate books for the same bank account. 6. Review the import start date and any starting-balance information before completing setup. Use your agreed cutover date and statement records; today’s bank balance is not automatically the opening balance for an earlier date. ## Check the result Return to **Banking → Bank transactions** and select the account card. Review the connection status and the activity in **Pending**, including its date range. A bank balance and a books balance can differ while activity has not been reviewed or transactions have not cleared. Investigate the difference rather than entering an unexplained adjustment. Do not reconnect the same account just because its first sync has not completed. Check [bank feed troubleshooting]() first. Next: [Review bank transactions](). ## Recognize the connection screen [Open full-size screenshot ↗]() _This is the screen before bank authorization. No institution was connected for the guide. Plaid connection charges are separate from the software trial._ --- Canonical page: https://bokeping.com/help/banking/create-bank-rule/ Markdown page: https://bokeping.com/help/banking/create-bank-rule.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Create a bank rule Set narrow conditions for recurring bank activity and review automation before enabling Auto-add. **In Bokeping** Banking → Rules Bank rules help classify recurring activity. Use them for a pattern whose accounting treatment you understand, such as a recurring bank fee. A rule should not create another record for a payment you already entered. ## Set the conditions 1. Open **Banking → Rules** and start a new rule. 2. Enter a recognizable **Rule Name**. 3. In **Apply the rule to accounts**, select the intended accounts. An empty account selection applies to all accounts, so make the scope deliberate. 4. Choose the received/spent direction under **Apply to transactions are**. 5. Under **Categorize the Transactions When**, choose whether all criteria or any one criterion must match, then enter the **Field**, **Condition**, and **Value** for each condition. 6. Choose the appropriate **Transaction Type** and accounting target. Review any **From/To**, **Memo**, and **Record on** fields shown for that type. 7. Read **Rule Preview** to check the combined conditions and outcome. Leave **Automatically add to my books** off while reviewing a new rule; the list calls this **Auto-add**. 8. Choose **Create**. Review matching activity before relying on the rule. ## Keep the rule narrow For example, a monthly bank service fee can use **Checking Account**, direction **Spent**, and **Bank Description → Contains → MONTHLY SERVICE FEE**. Assign **Expense → Bank Fees and Charges** only when that description actually identifies the fee on your bank activity. [Open full-size screenshot ↗]() _This is a filled preview, not an activated rule. Check the account, conditions, and result together before creating your own rule._ For a bank fee, select the particular bank account and a distinctive description rather than matching every withdrawal. **Any condition** can match much more activity than **All conditions**; an amount by itself rarely identifies a business purpose. **Auto-add** can post matching transactions directly into the books. Enable it only after checking that the rule is sufficiently specific and does not duplicate existing payments or transfers. ## Correct an unexpected result Review the rule’s account scope, transaction direction, and condition logic. Updating a rule is not a substitute for checking already-posted records. For an incorrect posting, inspect [Undo]() and its impact. --- Canonical page: https://bokeping.com/help/banking/credit-card-payments/ Markdown page: https://bokeping.com/help/banking/credit-card-payments.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why a credit card payment is not another expense Understand transfers between your bank and card accounts without counting purchases twice. **In Bokeping** Banking → Bank transactions You buy $200 of supplies on a business credit card, then pay $200 from checking to the card. There is one supplies purchase and a separate card payment—not $400 of expenses. ## Separate the purchase from the payment | Event | What it represents | | --- | --- | | $200 supplies purchase on the card. | The purchase and an increase in the card balance owed. | | $200 checking payment to the card. | A reduction in checking and in the card liability. | | $10 card interest or a separate fee. | A separate cost, reviewed from the statement. | For a paid purchase without an existing bill, [record an expense]() using the credit card as **Payment Account** and the purchase category as **Expense Account**. If a bill already represents the purchase, use its payment workflow instead of adding the purchase again. ## Review the bank and card activity 1. In **Banking → Bank transactions**, review the checking withdrawal and the card’s corresponding payment. 2. Compare the two statement references and amounts. Posting dates can differ between institutions. 3. Check whether the movement between the accounts has already been recorded. Match to the existing movement where applicable. 4. If it has not been recorded, open **Categorize**, choose **Credit card payment**, and select the other account in **Transfer to/from**. From a bank/cash withdrawal, select the credit card; from the card’s incoming payment, select the paying bank/cash account. The empty match panel also offers **Record as credit card payment** when eligible. Review the confirmation and save the category. Do not categorize the checking withdrawal as another supplies expense or the card receipt as sales income. Match the other feed row to the existing movement; do not create a second payment. Recording this movement does not send money through your bank. For checking-to-savings movements, follow [record an account transfer](). ## Reconcile both accounts Reconcile each account to its own statement. A movement can clear one account before the other. Check any fees separately rather than changing the transferred principal to make two rows match. If the destination account is missing or no suitable transfer action is available, confirm the account setup before posting. See [chart of accounts]() and [reconcile a bank account](). ## Related walkthrough See the [card-funded expense example]() for the original purchase, then review the card payment separately. The payment should reduce the card liability without adding that purchase cost again. --- Canonical page: https://bokeping.com/help/banking/duplicate-transactions/ Markdown page: https://bokeping.com/help/banking/duplicate-transactions.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # What to do when a bank transaction appears twice Separate duplicate feed rows from an existing accounting record before excluding or correcting anything. **In Bokeping** Banking → Bank transactions Two rows with the same amount are not automatically duplicates. A bank-feed row and the payment already recorded in your books may be two views of one real event. ## Identify which kind of duplicate you have | What you see | Next step | | --- | --- | | One bank row and one existing payment or expense. | Match the bank row to the record. | | The same statement transaction imported twice. | Identify the extra feed row before excluding it. | | Two posted expenses for one purchase. | Review the source records; excluding a feed row alone is not a complete correction. | | A pending authorization and a settled card charge. | Compare their status with the bank before deciding either is extra. | ## Compare the evidence 1. Open **Banking → Bank transactions** and select the affected account. 2. Compare amount, direction, date, reference, and bank description against the statement. Check **Pending**, **Posted**, and **Excluded**. 3. Look for an existing invoice payment, bill payment, expense, or transfer representing the same event. 4. If that record exists, use **Match** instead of categorizing new income or expense. 5. If two imported rows represent one statement transaction, keep the correct row and use **Exclude** for the confirmed extra row that does not belong in the books. For example, a $75 expense you entered manually and a $75 imported card row usually need matching. Two separate $75 purchases at the same store need two records. ## If both copies have already been posted Trace each row to its accounting record and check payment links, bank matches, and reconciliation status. Review the permitted correction action on the duplicate record; do not delete both records or change a completed reconciliation to hide the difference. If the correct reversal is unclear, [contact support]() with the record references and your accountant with the proposed accounting correction. ## Prevent a repeat When using a file to fill a gap in a connected feed, import only the missing dates and review overlaps. Keep the import results and statement range. See [import bank transactions](). ## Related walkthrough The [illustrated matching walkthrough]() shows a bank row being linked to its existing receipt, with no second receipt added. --- Canonical page: https://bokeping.com/help/banking/import-bank-transactions/ Markdown page: https://bokeping.com/help/banking/import-bank-transactions.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Import bank transactions from a file Bring a bank statement into the right account and review it without duplicate entries. **In Bokeping** Banking → Bank transactions Use a file import when you have a statement download or a gap in your bank feed. The import brings activity into your review workflow; you still need to check how it belongs in your books. **Where to go:** **Banking → Bank transactions → select an account → Import**. ## Choose a file | Format | How it is handled | | --- | --- | | **CSV, XLSX, XLS** | Map your columns to the fields requested in the next step. | | **OFX, QFX, QBO** | Date, amount, description, and reference are read from the structured bank file. Custom columns are not supported. | The upload screen accepts files up to **5 MB**. A **.qbo** file contains bank or card activity, not a complete QuickBooks Online company backup. ## Upload and review 1. Open the correct company and select the bank or credit card account in **Bank transactions**. 2. Choose **Import**. Check **Importing to** before choosing a file; it shows the target account and currency. 3. If preparing a spreadsheet, use **Download template** to check the columns. Replace sample rows with your actual records, and use names that exist in your books where required. 4. Choose the file, then select **Next**. For spreadsheets, review the column mapping, including dates and money-in or money-out amounts. 5. Review the rows and validation messages. Correct errors and investigate potential duplicates before confirming the import. 6. Review **Results**. Return to the selected account’s **Pending** tab and compare the imported date range and amounts with the statement. ## Example: one receipt and one withdrawal A fictional statement contains a **$350 customer receipt** and **$300 supplier payment**. Both already have bookkeeping records, so importing them should create review rows for matching. [Open full-size screenshot ↗]() _Use one amount format consistently. In this sample, money out maps to Spent and money in maps to Received. The target is Checking Account, USD._ [Open full-size screenshot ↗]() _The two Demo rows were imported successfully and verified in Pending. Importing them did not add another $350 receipt or $300 payment to the ledger. Your statement dates and amounts will differ._ After a successful import, the app may return directly to the account. Confirm the new rows in **Pending** even if the Results screen is no longer open. Next, [match to the existing records](). ## Avoid overlapping imports If you also use a bank feed, identify the exact missing range first. Do not import a whole statement repeatedly just because one transaction is missing. Check both **Posted** and **Excluded** before deciding a row was not imported. Match activity to records already in your books rather than categorizing it as another sale or expense. ## If the file is rejected Check the file format, size, column mapping, and date format. A header-only spreadsheet contains no transactions. For a structured bank file, download a fresh copy from your bank instead of renaming another file to .qbo or .ofx. If only some rows succeed, review the results before retrying. Keep the source file and import result so you can identify what has already been brought in. Next: [Review bank transactions](), then [reconcile to the statement](). For skipped rows, mapping problems, or an interrupted result, see [import recovery](). --- Canonical page: https://bokeping.com/help/banking/loan-payments/ Markdown page: https://bokeping.com/help/banking/loan-payments.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Split a loan repayment into principal and interest Reduce the loan balance for principal and record only the appropriate interest or fees as costs. **In Bokeping** Banking → Bank transactions A loan repayment is usually not all expense. Principal reduces the amount owed; interest and other components need their own treatment. Use the lender’s statement or amortization schedule for the payment allocation. ## Prepare the loan accounts Confirm that the original borrowing and opening principal are already recorded in the correct liability account. Money borrowed into company checking is generally a loan liability, not sales revenue. Your accountant should select the appropriate current/noncurrent loan accounts and the interest treatment. Do not create another loan balance simply because you see a repayment in Banking. If you are migrating, compare with the starting Balance Sheet first. ## Example: a $550 payment Assume the lender confirms $500 principal and $50 current-period interest, with no fees, escrow, or previously accrued interest: | Component | Account effect | | --- | --- | | $500 principal | Debit the loan liability: amount owed falls by $500. | | $50 interest | Debit the appropriate interest expense. | | $550 total paid | Credit business checking: cash falls by $550. | The interest cost is $50, not $550. The lender’s cash receipt and the bank withdrawal should both be $550. ## Record from an unposted bank row 1. Open **Banking → Bank transactions**, select the business bank account, and locate the outgoing $550 row. 2. Check whether this payment already exists in the books. If it does, follow the matching/correction workflow instead of posting another split. 3. Open **Split** from the row’s categorization controls. 4. Enter one $500 line for the loan liability and one $50 line for interest expense. For this simple outgoing-payment example, both split amounts are positive allocations of the withdrawal. 5. Add the lender/contact where applicable and a statement or payment reference. 6. Confirm **Net split** is $550 and **Remaining** is zero, then review and submit the split. Submission posts the categorization; it is not merely saving a draft. 7. Check the posted bank row, loan-account balance, and interest expense against the lender statement. See the [split-transactions walkthrough]() for the controls and validation rules. ## Handle other components separately Fees, escrow, insurance, and extra principal should follow the lender’s breakdown and your accountant’s account treatment. If interest was already accrued, its payment may clear an interest payable rather than create the expense again. Do not force every difference into interest expense simply to balance the split. If the loan balance differs from the lender’s principal balance, compare opening principal, additional borrowing, principal repayments, and adjustments. Review the relevant dates and any current/noncurrent reclassification; the Profit and Loss interest total alone cannot reconcile a loan. --- Canonical page: https://bokeping.com/help/banking/reconcile/ Markdown page: https://bokeping.com/help/banking/reconcile.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Reconcile a bank account Compare your books with a statement and finish with a zero difference. **In Bokeping** Banking → Reconcile Reconciliation compares your recorded transactions with a bank or credit card statement. Matching imported activity is useful preparation, but reconciliation is a separate check. **Where to go:** **Banking → Reconcile**. The page heading is **Reconciliation**. ## Before you start Have the statement’s ending date and ending balance. Review bank activity for the period and make sure the account’s opening balance is correct. Choose the actual bank or credit card account from the list. Other eligible accounts may be marked **Supporting schedule**; this guide concerns reconciling a bank statement. ## Start or resume a reconciliation 1. Find the account, using **Search accounts** if necessary. If it already has a draft, choose **Resume** rather than starting another reconciliation. 2. For a new reconciliation, choose **Start** on the account’s row. In the setup screen, verify the account and **Beginning Balance**, then enter **Statement Ending Balance** and **Statement End Date** from the statement. The end date cannot be in the future. 3. Review any service-charge or interest fields. Leave them at zero when that activity is already recorded; entering it again would duplicate it. Choose **Start reconciling**. 4. Check the beginning balance and statement information in the workspace before clearing any transactions. The overview also supports batch entry using **Statement / as-of date**, **Ending balance**, and **Save entered drafts**. Save those entries before leaving the overview. Choosing **Start** with unsaved entries can show **Unsaved statement details**; **Discard and continue** opens the separate setup screen without carrying those unsaved values across. ## Compare the transactions 1. Compare each listed transaction with the statement and select those that cleared. Confirm suggested transactions yourself. 2. Review the difference after each selection. Investigate missing, duplicate, or incorrectly dated entries until it is **$0.00**. 3. Review unchecked items. They may correctly remain outstanding if a check or transfer has not cleared. 4. Choose **Finish** when the records and statement agree, and review the confirmation before completing it. If you need to stop, use **Save** and return through **Resume**. Saving progress is not the same as finishing the reconciliation. ## Read the difference in the workspace For this fictional statement, the beginning balance is $0, a $350 receipt and a $300 payment have cleared, and the statement ends at $50: **$0 + $350 − $300 = $50 cleared balance.** The difference from the $50 statement is $0. [Open full-size screenshot ↗]() _The screenshot shows a balanced working selection in the Demo company. It is not a completed reconciliation or a real bank statement. Select transactions only when they appear on your actual statement._ If **Save** or **Finish** returns an error, do not assume progress was saved or the period completed. Reopen the account through **Reconcile**, check whether **Resume** is available, and verify its selections and **History** before continuing. Keep the statement details and contact support if the error persists. ## If the difference is not zero Check the statement ending date and balance, the beginning balance, and whether you selected the correct account. Then check for bank fees, interest, duplicates, or transactions recorded in the wrong period. If Bokeping reports that the beginning balance has changed, review and refresh its source before rechecking the difference. Record a genuinely missing transaction from its source workflow, then return to reconciliation. An adjustment creates a real accounting entry. Do not use it just to make the difference disappear without understanding the cause. ## Check the result Use **History** to review completed reconciliations. Keep the source statement with your records. Unchecked transactions remain outstanding for a later statement. Related: [Review bank transactions]() and [prepare your opening balances](). --- Canonical page: https://bokeping.com/help/banking/review-transactions/ Markdown page: https://bokeping.com/help/banking/review-transactions.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Review bank transactions Choose when to match, categorize, or exclude imported bank activity. **In Bokeping** Banking → Bank transactions Use **Banking → Bank transactions** to decide how imported bank activity belongs in your books. Select the bank or credit card account, then open **Pending**. The **Pending** tab is your review queue. A bank transaction marked pending by the bank has not necessarily settled yet; that is a different status from simply being in the review queue. ## Choose the right action | Action | Use it when | Example | | --- | --- | --- | | **Match** | The payment, deposit, or other accounting record already exists. | You recorded a customer payment and now see the bank deposit. | | **Categorize** | The bank activity needs an accounting entry and is not already recorded. | A bank service charge has not been entered yet. | | **Exclude** | The imported row should not be added to these books. | The same statement transaction was imported twice. | A transfer between your own accounts is not sales income or an operating expense. Use the appropriate transfer or credit card payment treatment rather than choosing an income or expense category just to clear the queue. ## Review a row 1. Open **Banking → Bank transactions** and select the correct account card. 2. In **Pending**, check **Bank Date**, **Bank Description**, **Spent**, and **Received** against the statement. 3. Use **Match/Categorize** to inspect the row. Review any suggested match; a similar amount alone is not enough. 4. For a match, compare the account, amount, date, and transaction reference. If the existing record is a bill or invoice, review the settlement details the matching flow requests. 5. For a new entry, choose **Categorize**, select the transaction type and appropriate account, and complete the required details before posting. 6. Check where the row appears afterward and verify the linked or created accounting record. If the app says a transaction is awaiting the bank or needs review, follow that status before trying to post it again. Do not create a second entry to bypass a pending-bank restriction. ## Example: match an existing $350 receipt [Open full-size screenshot ↗]() _Pending contains imported bank activity waiting for review. These two rows correspond to existing bookkeeping records; they are not two new sales or expenses._ Open **Match** on the customer receipt. The candidate has the same **$350**, customer, date, and reference **DEMO-ACH-1001**. Check those details and confirm **Remaining $0.00**. A high match score is a suggestion, not a substitute for checking the statement. [Open full-size screenshot ↗]() _This match was saved successfully. The row moved to Posted and linked to PAY-000001. The Demo checking book balance remained $50; no additional receipt was created._ Matching a bank receipt does not allocate its unapplied amount to an invoice. Check invoice settlement separately in [Payments Received](). ## Understand the tabs - **Pending:** imported activity that still needs review, including rows waiting for bank confirmation. - **Posted:** activity processed through the review workflow. Open the record to check its accounting treatment. - **Excluded:** imported rows set aside from posting. Review this tab when a transaction seems to be missing. - **Register:** recorded activity for the account. - **Reconciliation:** the account’s statement-reconciliation workspace. Use the search box and **Date Filter** to narrow the list before deciding that activity is missing. ## Avoid the most common duplicate Suppose you have already recorded a $500 customer payment. When the $500 bank deposit arrives, match it to the payment. Categorizing it as new sales income would count the same receipt twice. Excluding a feed row does not reverse a separate invoice, bill, or payment already in your books. Check those records individually before correcting a mistake. Next: [Reconcile a bank account](). Matching answers “What is this transaction?”; reconciliation checks whether the recorded activity agrees with the statement. For specific situations, see [duplicate bank transactions]() and [credit card payments](). If one new bank row contains several account components, see [split a bank transaction](). A [loan repayment]() is a common example: principal and interest have different effects. --- Canonical page: https://bokeping.com/help/banking/split-transactions/ Markdown page: https://bokeping.com/help/banking/split-transactions.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Split one bank transaction across categories Allocate one bank amount to multiple accounts and confirm the remaining amount is zero. **In Bokeping** Banking → Bank transactions Use a split when one bank transaction represents several accounting categories that have not already been recorded. If the underlying bill payment, customer receipt, transfer, or journal already exists, investigate **Match** first; a split can otherwise duplicate it. **Where to go:** **Banking → Bank transactions → select an account → Pending**. Choose **Review** on the row, then **Split** in the expanded review controls. ## Prepare the breakdown Keep the receipt, lender statement, or other evidence showing the components. Check the bank direction, date, total, and account. A mixed payment must still represent one actual bank movement. ## Enter the split 1. Review the transaction details and **Record in** account where shown. 2. Add at least two complete **Split Lines**. Select each **Category**, add a useful **Description**, and enter its **Amount**. 3. Supply the customer/vendor under **Name** when the selected account requires one. A/R and A/P categories can require a specific contact; they should not be used as a shortcut around invoice or bill settlement. 4. Review the line directions and any negative amount carefully. A negative line is an opposite adjustment, not a way to force an unexplained difference to zero. 5. Compare **Net split** with the bank amount and confirm **Remaining** is **$0.00**. For USD, use cents rather than extra decimal places. 6. Review all categories and choose **Split and post** when correct. This posts accounting activity; it is not just a note on the bank row. 7. Check the row in **Posted** and inspect the resulting account activity. Verify that the total bank movement occurred once. [Open full-size screenshot ↗]() _The controls were opened on an existing $300 Demo bank row and canceled without filling or posting. This is a form illustration, not a recommendation to split that vendor advance or record it again._ ## Example: one $120 payment, two costs | Allocation | Amount | | --- | --- | | Office Expenses & Supplies | $100 | | A separately identified delivery expense | $20 | | Net split | $120 | | Remaining | $0 | Choose accounts that match the actual purchase. Do not add a second $120 expense afterward. For [loan repayments](), principal and interest require different account treatment. ## If you cannot submit Check for an empty category, zero line amount, missing required contact, unsupported precision, or a nonzero Remaining amount. An unavailable bank/cash category can indicate that the transaction belongs in the transfer workflow instead. Use [account transfers]() for a movement between your own accounts. For a row already categorized, posted, matched, or cleared, inspect its existing history before changing it. Re-splitting can replace previous categorization, and reconciliation restrictions may block the change. Follow [undo a mistaken posting]() instead of creating a duplicate bank row. --- Canonical page: https://bokeping.com/help/banking/undo-bank-posting/ Markdown page: https://bokeping.com/help/banking/undo-bank-posting.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Undo a mistaken bank match or categorization Return posted bank activity to review while checking what happens to the underlying accounting record. **In Bokeping** Banking → Bank transactions If bank activity was matched to the wrong record or categorized incorrectly, inspect the posting before adding a correction. A second entry can make the original error harder to find. ## Identify what was posted 1. Open **Banking → Bank transactions**, choose the correct bank account, and open **Posted**. 2. Find the row by date, amount, and bank description. Review whether it was **matched** to an existing record or **categorized** into the books. 3. Note the linked record and whether the transaction belongs to a completed reconciliation or closed period. ## Use Undo carefully 1. Choose the row’s **Undo** action. 2. Review the confirmation and its accounting impact before confirming. 3. For a match, the action unlinks the bank row from the existing record. For a categorization, the alert explains whether the underlying record will be removed, voided, reversed, or kept. These are not interchangeable outcomes. 4. After completion, find the bank row back in review and inspect the original accounting record before matching or categorizing again. Do not assume every **Undo** deletes an expense. Do not exclude a genuine payment simply because it was matched incorrectly; exclusion is for activity that should not be entered through that bank row. ## Example: wrong receipt selected Two customers each paid $200. A bank row was matched to the wrong customer’s receipt. Undo the match, verify both receipts still represent real payments, and match the bank row using its reference and date. Creating a third $200 receipt would duplicate money received. ## If Undo is blocked Read the restriction shown for reconciled or protected activity. Have the person responsible for reconciliation or period close review it before changing those protections. Follow [transaction restrictions]() rather than deleting unrelated records. A **Cleared** mark in an unfinished reconciliation draft can also lock the bank row. In the row’s **More actions** menu, **Locked — Cleared** may replace Undo. Review the draft and its statement selections with the person reconciling the account; a draft lock does not prove the reconciliation was completed. Do not discard a valid reconciliation simply to make an action available. [Open full-size screenshot ↗]() _The Demo receipt was matched, but its reconciliation draft already contained a cleared selection. This screenshot shows the blocked action; no unmatch or reconciliation reversal was performed._ --- Canonical page: https://bokeping.com/help/bokeping-basics/ Markdown page: https://bokeping.com/help/bokeping-basics.md Text version of the public page. Check the canonical page for current terms and interactive features. # Bokeping Basics Bookkeeping concepts, without the jargon. 3 guides in this collection ## Accounting essentials [### Cash vs. accrual accounting Understand why the same business can show different report totals.]()[### Bookkeeping terms in plain English A quick reference for the words you will see in your books.]()[### Is money from the owner business income? Distinguish owner contributions, loans, withdrawals, and reimbursements from sales and expenses.]() ## More pages in this section - [Cash vs. accrual accounting](https://bokeping.com/help/bokeping-basics/cash-vs-accrual.md) - [Bookkeeping terms in plain English](https://bokeping.com/help/bokeping-basics/glossary.md) - [Is money from the owner business income?](https://bokeping.com/help/bokeping-basics/owner-money.md) --- Canonical page: https://bokeping.com/help/bokeping-basics/cash-vs-accrual/ Markdown page: https://bokeping.com/help/bokeping-basics/cash-vs-accrual.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Cash vs. accrual accounting Understand why the same business can show different report totals. Cash and accrual accounting recognize activity at different times. Choose the basis that answers your question, and use the same basis when comparing reports. ## The basic difference - **Cash basis:** income and expenses are generally recognized when money is received or paid. - **Accrual basis:** income is generally recognized when earned and expenses when incurred, even if payment happens later. ## An invoice example You complete work and issue a $1,000 invoice in March. The customer pays the full amount in April. With no tax, fees, or other adjustments: | Basis | March income | April income | | --- | --- | --- | | Cash | $0 | $1,000 | | Accrual | $1,000 | $0 | It is the same sale, shown in a different period. Do not add another income entry simply because the cash-basis March report does not show the unpaid invoice. ## A vendor bill example You receive a $200 bill in March for a service used in March and pay it in April. Under accrual accounting, the expense generally belongs in March; under cash accounting, it generally appears when paid in April. This example concerns an ordinary operating expense. Inventory, long-term assets, prepayments, and tax treatment can require additional accounting rules. ## Choose a basis in Bokeping 1. Open **Reports → Profit and Loss** and select your date range. 2. Find **Accounting method** beside the period controls. In a condensed toolbar, open **More actions** to find it. 3. Choose **Cash** or **Accrual**. 4. Confirm the basis shown below the report before comparing or exporting it. To review the company’s default, open **Settings → Company → Edit** and find **Accounting method** under **Financial & regional settings**. Changing a report view does not by itself change how your business is required to file taxes. ## Keep comparisons consistent Compare the same company, period, and basis. A Balance Sheet is a snapshot at a date; Profit and Loss covers a range. A bank balance is not a substitute for either report. Ask your accountant which basis is appropriate for your reporting and tax needs. See [read your financial statements]() for a guide to the main reports. ## Advances applied in a later month Keep the original receipt or payment date distinct from the date it settles a later invoice or bill. Compare both report periods using the saved application date; do not assume a current paid balance rewrites the earlier period. See [application dates]() and the separately checked accrual/cash examples for [customer deposits](). For an unapplied customer advance used later, the tested Bokeping cash-basis income appears in the application month. The bank receipt keeps its original date. This software report behavior does not decide tax treatment. --- Canonical page: https://bokeping.com/help/bokeping-basics/glossary/ Markdown page: https://bokeping.com/help/bokeping-basics/glossary.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Bookkeeping terms in plain English A quick reference for the words you will see in your books. Use this reference when a label in Bokeping is unfamiliar. Follow the linked guides when you are ready to take action. ## Customers and vendors **Accounts receivable (A/R):** money customers still owe your business. **Accounts payable (A/P):** money your business still owes vendors. **Invoice:** a request for payment from a customer. See [create an invoice](). **Bill:** a supplier’s invoice recorded as an amount your business owes. See [enter a bill](). **Credit memo:** a document that reduces what a customer owes or gives them a credit to apply. It is not necessarily a cash refund. ## Unapplied money and deposits **Unapplied Amount:** money recorded on a customer payment but not yet used to settle an invoice. It can represent an advance or overpayment. See [customer deposits](). **Vendor prepayment:** money paid before it is allocated to a vendor bill. Bokeping holds the unapplied amount in the Vendor Prepayments asset account; it is not an ordinary Vendor Credit document. See [vendor prepayments](). **Undeposited Funds:** a holding account for money received but not yet grouped into a bank deposit. Moving it to the bank should not recognize the sale a second time. Compare receipts, deposits, and fees when [a payout differs](). ## Banking **Bank feed:** activity brought in through a bank connection for review. **Match:** link imported bank activity to a record already in your books. **Categorize:** assign the appropriate accounting treatment to activity that needs to be recorded. **Reconciliation:** compare your books with a bank or credit card statement. See [reconcile an account](). ## Accounting and reporting **Chart of accounts:** the organized list of accounts used to classify transactions. **Opening balance:** an account’s starting amount when you begin keeping books in Bokeping. **Debit and credit:** the two sides of a double-entry accounting entry. They do not universally mean money out and money in; their effect depends on the account type. **General ledger:** the detailed record of transactions organized by account. **Trial balance:** a list of ledger account balances used to check that total debits and credits agree. Agreement alone does not prove that every transaction is correct. **Fiscal year:** the annual period your business uses for its accounts; it may differ from the calendar year. **Aging report:** outstanding customer or vendor balances grouped by how long they have been due. --- Canonical page: https://bokeping.com/help/bokeping-basics/owner-money/ Markdown page: https://bokeping.com/help/bokeping-basics/owner-money.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Is money from the owner business income? Distinguish owner contributions, loans, withdrawals, and reimbursements from sales and expenses. Money coming into a business bank account is not always revenue. Money going out is not always an expense. The reason for the movement matters. ## Identify the purpose | Situation | Treatment to discuss with your accountant | | --- | --- | | You put $2,000 of personal money into the business. | An owner contribution or an owner loan, depending on the arrangement. | | The business borrows $10,000 from a lender. | A loan liability, not customer sales. | | The business repays loan principal. | A reduction in the liability; interest is considered separately. | | You withdraw money for personal use. | An owner distribution, draw, or another entity-appropriate treatment. | | You pay a business expense personally. | The business cost plus the amount owed to you or contributed, as appropriate. | Entity type matters. A sole proprietor’s draw, a corporate distribution, wages, and a shareholder loan are not interchangeable. ## Before categorizing the bank row Keep the source evidence and confirm what the money represents. In Bokeping, review the relevant [chart of accounts]() rather than choosing Sales or an expense solely because cash moved. If the event is already recorded, [match the bank row]() to that record. Do not add it again as income or an expense. ## Example: a personally paid business cost You pay a $60 business subscription from your personal account, then the business reimburses you. There is one underlying business cost. Recording the original cost and then treating the reimbursement as a second subscription expense would count it twice. Agree the owner or reimbursement account treatment before posting. A personal account that is not part of the company’s books should not be treated as if it were the company’s checking account. ## Check the effect Review **Balance Sheet** for owner equity or loan balances and **Profit and Loss** for actual business income and expenses. This distinction helps explain [why profit and cash differ](). For a worked procedure, see [record a personally paid business cost and reimbursement](). For lender repayments, see [split principal and interest](). --- Canonical page: https://bokeping.com/help/contacts/ Markdown page: https://bokeping.com/help/contacts.md Text version of the public page. Check the canonical page for current terms and interactive features. # Contacts Customer and vendor records for sales, purchases, and payments. 3 guides in this collection ## Customers [### Add a customer Keep customer details ready for invoices and other sales records.]()[### Import customers and vendors from a spreadsheet Map contact fields, review duplicate names, and avoid importing opening balances twice.]() ## Vendors [### Add a vendor Create the supplier record used by bills, expenses, and payments made.]() ## More pages in this section - [Add a vendor](https://bokeping.com/help/contacts/add-vendor.md) - [Import customers and vendors from a spreadsheet](https://bokeping.com/help/contacts/import-contacts.md) --- Canonical page: https://bokeping.com/help/contacts/add-vendor/ Markdown page: https://bokeping.com/help/contacts/add-vendor.md Source updated: 2026-09-27 Text version of the public page. Check the canonical page for current terms and interactive features. # Add a vendor Create the supplier record used by bills, expenses, and payments made. **In Bokeping** Contacts → Vendors Add one vendor record for each supplier you pay. Before creating it, search **Contacts → Vendors** for the business name so future bills and payments stay together. ## Create the vendor 1. Open **Contacts → Vendors** and choose **New** to open **New Vendor**. 2. Enter the person’s name or **Company Name**, then choose the required **Display Name**. This is the name you will select on purchases. 3. Add **Vendor Email**, phone, website, and address details you need. Use **Same as billing address** only when the two addresses match. 4. In **Financial**, review the company currency. It is locked on this form. 5. If you are migrating an outstanding balance, review **Opening Balance** and **Opening Balance At** with your [cutover plan](). For a new supplier with nothing owed, do not invent an opening balance. 6. Choose **Save**. Find the vendor in the list and verify the display name and contact details before recording a purchase. [Open full-size screenshot ↗]() ## If this is a contractor **Track Payments for 1099** marks the vendor as a 1099 contractor. Review **Tax Classification** and **Tax ID (EIN/SSN)** against the information the contractor supplies, such as a W-9. Enabling the checkbox does not itself file a tax return or determine whether payments are reportable. ## Avoid a duplicate starting balance If you enter the supplier’s unpaid bills individually, do not also add their total as a vendor opening balance. A $600 bill plus a $600 opening balance for the same debt would overstate what you owe by $600. If **Display Name** is empty, fill the name fields first and select the intended display name. If you cannot create vendors, ask the owner to review your [permissions](). For an existing supplier list, see [import customers and vendors](). For contractor reporting, see [review the 1099 Contractor Report](). --- Canonical page: https://bokeping.com/help/contacts/import-contacts/ Markdown page: https://bokeping.com/help/contacts/import-contacts.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Import customers and vendors from a spreadsheet Map contact fields, review duplicate names, and avoid importing opening balances twice. **In Bokeping** Contacts → Customers or Vendors → Import Import customers and vendors separately. A contact record stores who you do business with; it is not their complete invoice, bill, or payment history. ## Prepare one row per contact Download the current template from **Contacts → Customers → Import** or **Contacts → Vendors → Import**. Use a stable **Display Name**, not just a person’s first name. Keep customer and vendor names distinct enough to identify the right party later. | Field | What to check | | --- | --- | | Display Name | Required. Compare with existing contacts before importing. | | Customer Type | Customers support Business or Individual; omitted/blank uses Business. | | Email and phone | Use the intended business contact. Importing an address does not send an invitation or email. | | Currency | Confirm it before creating documents for the contact. | | Billing/shipping address | Keep city, state, country, and ZIP in their matching fields. | | Opening balance and opening balance date | Use only when part of your agreed migration. A nonzero balance needs a date. | For US addresses, preserve ZIP codes as text so leading zeroes survive spreadsheet editing. Do the same for phone numbers and any identifiers. Do not add formulas or spreadsheet totals as contact rows. ## Small US examples [Download the customer CSV example]() or [vendor CSV example](). These contain fictional USD contacts and reserved example email addresses, with no opening balances or Tax IDs. They demonstrate field mapping; they have not been committed to your company as a test import. Replace the examples before a real import. ## Map, preview, and import 1. Choose the correct contact list and **Import**. Check accepted file formats and size on that screen. 2. Upload the file, then map its columns to the matching fields. Customer and vendor templates are separate. 3. Review dates, currency, contact type, and any applied defaults in the preview. 4. Inspect rows marked **Duplicate**. A warning is not an update to an existing contact. Do not force a same-name row through unless you intend a separate record and can distinguish it afterward. 5. Resolve errors, select the intended rows, and complete the import. 6. Read **Results**. Open the imported contacts and compare names, currency, addresses, and any opening balances with the source. ## Opening balances and contractor information Do not import open invoices/bills and also enter the same total as a contact opening balance. Choose the approach in [opening balances]() before importing. Vendor templates may include contractor classification, Tax ID, and W-9 status. Map only verified information and protect the source file. A masked Tax ID from an export is not a valid replacement for the underlying identifier, and a populated field is not proof of IRS verification. See [1099 review](). ## If only some contacts import Use the result list to identify the records already created. Correct and retry the failed or skipped records only after checking existing names. Do not upload the entire file repeatedly or assume it will overwrite previous records. Follow [partial-import recovery](). --- Canonical page: https://bokeping.com/help/getting-started/ Markdown page: https://bokeping.com/help/getting-started.md Text version of the public page. Check the canonical page for current terms and interactive features. # Getting Started Create your account, set up a company, and bring your books across. 6 guides in this collection ## First steps [### Your first day in Bokeping A practical setup checklist and a map of the tools you will use most.]()[### Create your Bokeping account Sign up, verify your email, and choose how to get into your books.]()[### Create your first company Create a separate set of books and review your company details.]() ## Import & migration [### Prepare your records for import Move supported records and bank activity without duplicating your books.]()[### Start Bokeping in the middle of a year Choose a cutover date and avoid overlapping imports, opening balances, and bank activity.]()[### Recover a failed or partial import Read import outcomes, correct only the missing records, and avoid duplicating successful rows.]() ## More pages in this section - [Review your company settings](https://bokeping.com/help/getting-started/company-settings.md) - [Create your Bokeping account](https://bokeping.com/help/getting-started/create-account.md) - [Create your first company](https://bokeping.com/help/getting-started/create-company.md) - [Your first day in Bokeping](https://bokeping.com/help/getting-started/first-day.md) - [Prepare your records for import](https://bokeping.com/help/getting-started/import-records.md) - [Recover a failed or partial import](https://bokeping.com/help/getting-started/recover-import.md) - [Start Bokeping in the middle of a year](https://bokeping.com/help/getting-started/switch-midyear.md) --- Canonical page: https://bokeping.com/help/getting-started/company-settings/ Markdown page: https://bokeping.com/help/getting-started/company-settings.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Review your company settings Set your business details, fiscal year, report defaults, and document branding. **In Bokeping** Settings → Company Review these settings before recording transactions so your books, reports, and customer documents use the right business information. **Where to go:** **Settings → Company → Edit**. ## Company details Check **Organization Name**, **DBA (Doing Business As)**, **Industry**, **Business Location**, **Organization Address**, and **Phone Number**. Use the legal name for Organization Name. Add a DBA only if the business trades under a different name. A company name change does not create a new set of books. ## Tax information Review **Tax ID**, **Tax entity type**, **Tax entity effective date**, and **Incorporation state** where applicable. Choose the tax classification your business actually uses; an LLC may be taxed in different ways. These fields describe your company. They do not register it with a tax authority or submit an election or tax return. ## Financial and regional settings | Setting | What to review | | --- | --- | | **Base Currency** | The currency of the company’s books. Check it before recording activity; it cannot be changed once transactions have been recorded. | | **Last month of fiscal year** | The month your financial year ends. December means a December 31 year-end. | | **Accounting method** | The default basis used for financial reports. Choose Cash or Accrual with your accountant. | | **Time Zone** | The business’s time zone. | | **Date Format** | How dates appear in the app. Check the displayed format when entering or importing dates. | | **Time format** | Your preferred 12-hour or 24-hour display. | See [cash vs. accrual accounting]() before changing the report default. A display-format change does not move a transaction to a different accounting period. [Open full-size screenshot ↗]() _Example settings for the US Demo company. December is its fiscal-year end; the displayed date format affects presentation, not the accounting date of a transaction._ ## Brand Kit Review **Primary color** and **Logo**. The primary color is used in PDF accents, email templates, and payment pages. Follow the logo dimensions and file-size limit shown beside the upload control. After a branding change, preview a customer document before sending it. ## Save and verify Choose **Save changes**, then confirm the Company Settings summary shows the intended values. If the action is unavailable, check whether you have made a change and whether your role allows company settings to be edited. If a field is locked, read its explanation before attempting another workaround. For example, the base currency is locked after transactions have been recorded. Next: [Prepare your opening balances]() or [create your first invoice](). --- Canonical page: https://bokeping.com/help/getting-started/create-account/ Markdown page: https://bokeping.com/help/getting-started/create-account.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Create your Bokeping account Sign up, verify your email, and choose how to get into your books. An account is your personal sign-in. A company is a separate set of books. You can use the same account to work in more than one company. ## Before you start Use an email address you can access. If someone has invited you to their company, use the address that received the invitation. ## Create your account 1. Open [Bokeping](). New and existing users use the same sign-in screen. 2. Enter your **Email** and choose **Continue with Email**. Read the terms and privacy notice shown on the screen before continuing. 3. Check that inbox for the six-digit code. Enter it under **Verification Code** and choose **Verify & Sign In**. Complete any two-factor prompt shown for your account. 4. Create a company for your own business, or accept an invitation to an existing company. If you already use Google for this account, choose **Continue with Google** with the same email. If you have set a Bokeping password, **Use password instead** opens password sign-in. You do not need to find a separate registration form. You should be able to open your company after setup. If you were invited to someone else’s books, you do not need to create a second company just to accept the invitation. ## When does the trial start? Registering an account does not start your Pro trial. Creating your first company does. See [how your Pro trial works](). ## If you cannot get in | What is stopping you? | Next step | | --- | --- | | No verification email | Check the email spelling and spam folder. Wait for the resend control to become available before requesting another code. | | An expired or rejected code | Request a fresh code when available and use the latest email. An email code and an authenticator code are different. | | You forgot your password | Choose **Use email code instead**, sign in, and update the password in [Security](). | | You cannot see the invited company | Use the address that received the invitation. Ask the owner to resend an expired invitation. | | The screen asks you to wait | Follow the displayed countdown before retrying. Repeated attempts will not bypass the waiting period. | If you cannot access your email or complete a required verification step, [contact support](). Do not send passwords, verification codes, or recovery codes. --- Canonical page: https://bokeping.com/help/getting-started/create-company/ Markdown page: https://bokeping.com/help/getting-started/create-company.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Create your first company Create a separate set of books and review your company details. A company is a separate set of books, with its own transactions, team access, and subscription. Your Bokeping account is the sign-in you use to open those books. If you were invited to an existing company, accept the invitation instead of creating a second set of books. ## Open company setup Sign in to Bokeping. If you have no company yet, follow the company setup screen. If you are already in a company, open the **company switcher** at the top left of the workspace and choose **New company**. The form is titled **Set up your company**. ## Enter your business details 1. Enter your **Legal Organization Name**. Use the business’s legal name; you can add a different trading name later in Company Settings. 2. Review **Business Location** and **Base Currency**. For US books in dollars, use **United States** and **USD – US Dollar**. Check the currency before recording transactions; it can be locked afterward. 3. Set **Time Zone** and **Language** for your business. 4. Choose the **Last month of fiscal year**. Select **December** if your financial year ends December 31. 5. Review **How is your business taxed?** This optional selection helps set up the appropriate ownership accounts. Use your actual tax classification; an LLC’s legal form alone does not tell you how it files taxes. 6. Review **Do you collect sales tax?** based on your business’s requirements. This does not register your business or file a return. 7. Choose **Create company** once and wait for the workspace to open. [Open full-size screenshot ↗]() _Example only: Cedar & Pine is a fictional single-owner business. Choose your own tax classification and sales-tax settings; the selections shown are not defaults for every US LLC._ ## Check the result Confirm that the company switcher shows the business you just created. Then open **Settings → Company** and review **Company Settings** before entering transactions. You can add your address, phone number, tax details, logo, and report defaults there. See [review your company settings](). ## If setup does not finish Check the message beside the relevant field or at the top of the screen. If the request times out, check the company switcher before submitting again so you do not create duplicate books. If you belong to several companies, always confirm the selected company before importing or saving records. Switching companies changes the books you are working in; it does not combine their records. ## Your trial and next steps Creating your first company starts your account’s one-time Pro trial. Other companies created during that trial share its end date; they do not get a fresh trial. See [how your Pro trial works](). Next: [Your first day in Bokeping](). If you already have business records, [prepare your opening balances]() before entering historical transactions. --- Canonical page: https://bokeping.com/help/getting-started/first-day/ Markdown page: https://bokeping.com/help/getting-started/first-day.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Your first day in Bokeping A practical setup checklist and a map of the tools you will use most. Start with one company and one clear starting date. You do not need to fill every screen before you can begin keeping books. ## Choose your starting point | Your situation | Start here | First useful result | | --- | --- | --- | | A new business with no earlier records | Create a company, add contacts, then record the first real sale or purchase. | One accurate transaction with its supporting document. | | An existing business moving its books | Agree the cutover date and [migration plan]() before entering transactions. | Opening balances that agree with the old books. | | Invited to help an existing company | Accept the invitation and check company access with the owner. | Access to the existing books without a duplicate company. | ## 1\. Open the right company [Create your company]() or accept an invitation to an existing one. Check the company switcher at the top left before entering records. Use **Settings → Company** to review your [business details, fiscal year, and report defaults](). ## 2\. Decide where your books begin For an existing business, agree on a cutover date with your accountant. Gather the closing trial balance, bank statements, unpaid invoices and bills, and any inventory quantities. [Plan your opening balances]() before importing historical records. Importing an unpaid invoice and also entering its amount as a customer opening balance counts the same receivable twice. ## 3\. Bring in the records you need Prepare customers, vendors, and items before importing documents that refer to them. Use the relevant list’s **Import** action and review its template and field requirements. For bank activity, choose a [Plaid connection]() or [statement-file import](). Both lead to a review step; importing a row is not the same as confirming its accounting treatment. ## 4\. Record your first sale or purchase - Customer owes you: [create an invoice](), then [record the payment]() when received. - Customer pays before invoicing: [review customer deposits and the current entry limitation]() before recording it. - You owe a vendor: [add the vendor](), [enter a bill](), then [record its payment](). - You pay before the bill arrives: [record a vendor prepayment](). - You have already paid for a purchase: [record an expense](). Check for an existing entry before adding another one. When bank activity arrives for a payment you have already recorded, match it to that record. ## 5\. Review your books [Review bank transactions](), then [reconcile each account]() to its statement. Open [Profit and Loss and Balance Sheet]() and check the company, dates, and accounting basis. If someone will help, [invite your accountant or a team member]() using their own sign-in. ## Find your way around | In the app | Use it for | | --- | --- | | **Dashboard** | A snapshot of receivables, payables, cash flow, and activity. | | **Banking** | Bank transactions, review, reconciliation, rules, and deposits. | | **Sales & Receivables** | Invoices, payments received, sales receipts, estimates, and credit memos. | | **Purchases & Expenses** | Bills, payments made, expenses, vendor credits, and purchase orders. | | **Contacts** | Customer and vendor records. | | **Products & Inventory** | Items and the stock you track. | | **Accounting** | Your chart of accounts and accounting tools. | | **Reports** | Financial statements and supporting reports. | | **Settings** | Company details, team access, payment methods, and defaults. | Your available menus and actions depend on your permissions and the company’s enabled features. If an expected option is missing, ask the company owner to check access before creating a second company or duplicate record. Moving existing books partway through the year? Follow [start Bokeping in the middle of a year](). ## Related walkthrough For filled examples, start with [company setup](), [a service item](), and [bank matching](). Use your own real documents once the company and starting balances are ready. --- Canonical page: https://bokeping.com/help/getting-started/import-records/ Markdown page: https://bokeping.com/help/getting-started/import-records.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Prepare your records for import Move supported records and bank activity without duplicating your books. Import records by type rather than treating one file as a complete company backup. Customers, vendors, items, invoices, and bills have different fields and should be prepared separately. ## Choose the correct import | Records | Where to begin | | --- | --- | | Customers or vendors | **Contacts → Customers** or **Vendors → Import** | | Products or services | **Products & Inventory → Items → Import** | | Customer invoices | **Sales & Receivables → Invoices → Import** | | Vendor bills | **Purchases & Expenses → Bills → Import** | | Bank or credit card activity | **Banking → Bank transactions → select an account → Import** | A **.qbo file contains bank or card activity**, not a complete QuickBooks Online company. It does not move every customer, invoice, attachment, or setting. Use the [bank-file import guide]() for statement formats. ## Before you import Keep your original export and agree on a cutover date with your accountant. Decide whether you need full historical transactions or just the records and balances required to start from that date. Import supporting records, such as customers, vendors, and items, before documents that refer to them. Use the target screen’s template and supported fields, rather than assuming your previous software uses the same format. ## Prepare and review a file 1. Open the matching list and choose **Import**. 2. Review the accepted formats and size limit. Use **Download template** if you need a starting point, replacing its sample rows with your own data. 3. Select the file. On **Mapping**, match columns with the requested fields; column order alone is not enough. 4. Check dates, amounts, account names, contact names, and document references. Resolve the errors shown in the review before submitting. 5. Read **Results**, then open the relevant list and compare the imported records and totals with your source file. Start with a small, identifiable batch. If a job reports errors or partial results, inspect what was created before retrying the file. ## Example: import customers first [Open full-size screenshot ↗]() _Actual customer-import entry screen. No contact file was uploaded for this image. This workflow accepts spreadsheets; the bank-specific OFX/QFX/QBO formats belong to Bank transactions._ The customer template requires **Display Name**. **Customer type** accepts Business or Individual; if omitted or blank, the import uses Business. Review this column when your customers include individuals rather than companies. For example, import Willow Creek Property Management as a Business before preparing an invoice file that refers to it. Check the saved contact before continuing with invoices. A successful contact import does not import that customer’s unpaid invoices or payment history. ## Avoid double counting Do not import a customer’s unpaid invoices and also enter their combined amount as the customer’s opening balance. Apply the same rule to vendor bills and inventory. For bank activity, check overlapping date ranges if you also connect a feed. Match imported activity to existing payments rather than posting it as new income or expense. Finish by comparing the [financial reports]() with your previous records and [reconciling bank accounts](). If only part of a file imports, follow [recover a failed or partial import]() before retrying. Use the detailed walkthrough for [customers and vendors](), [items and opening stock](), [multi-line invoices](), or [multi-line bills](). Each includes a small fictional CSV example and the checks to make after import. --- Canonical page: https://bokeping.com/help/getting-started/recover-import/ Markdown page: https://bokeping.com/help/getting-started/recover-import.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Recover a failed or partial import Read import outcomes, correct only the missing records, and avoid duplicating successful rows. An import can create some records while leaving others behind. Read the final result before uploading the same file again. ## Identify the outcome | Message or result | What it means | Next step | | --- | --- | --- | | **Some rows will not be imported** before submission | The selected valid rows can proceed; the listed rows still have errors. | Cancel to fix them first, or deliberately import the valid subset and keep a list of the remainder. | | **Import finished with skipped rows** | Some records were created or skipped; others were not imported. | Compare Imported, duplicate/skipped, and Not imported counts. Retry only confirmed missing records. | | **Nothing was imported** with an all-or-nothing rollback message | That batch was rolled back. | Fix the reported problems and review the corrected batch again. | | **Imported — but some columns were not** | Rows were created, but unsupported column values were discarded. | Inspect those fields in the saved records. Do not reimport the whole file merely to add an unsupported column. | | A timeout or interrupted connection with no final result | The write outcome is unknown. | Inspect the destination list and import activity before retrying. A missing success message does not prove nothing was created. | The all-or-nothing statement applies only when that mode and rollback outcome are explicitly reported. It is not a blanket guarantee for every import route. ## Correct the missing records 1. Keep the original file and record the import time, resource type, and outcome counts. 2. Choose **Download error report (CSV)** when offered. For manual journals, use **Download not imported (Excel)** where available. 3. Read each row’s field and error reason. Fix the original source data: missing contacts/accounts, invalid dates, duplicate references, unbalanced journals, or other stated errors. 4. Prepare a separate file containing only records confirmed not to have been created. A CSV error report is a diagnostic report, not necessarily an upload-ready copy of your data. 5. For a multi-line invoice, bill, or journal, retain the complete document’s lines together. Do not retry an isolated error line as a new standalone document. 6. Review the new mapping and preview, submit the corrected batch, then compare the destination records and totals with your source. If the number not imported is larger than the itemized error list, the displayed list is incomplete. Reconcile against the original file and saved records; do not treat the short list as the complete retry set. ## Finish the reconciliation For a file of 20 records with 17 created and 3 not imported, verify those 17 in the destination before retrying the remaining 3. Deduplication behavior varies by resource and reference; do not assume uploading all 20 again is harmless. Check counts **and** key amounts/dates. For financial documents, compare [reports](); for bank activity, review duplicate date ranges and [match existing entries](). ## Related walkthrough Compare the [bank import preview example]() with your own Results. A preview marked Ready is not proof that rows were saved; verify the destination after submission. --- Canonical page: https://bokeping.com/help/getting-started/switch-midyear/ Markdown page: https://bokeping.com/help/getting-started/switch-midyear.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Start Bokeping in the middle of a year Choose a cutover date and avoid overlapping imports, opening balances, and bank activity. You do not need to start entering records on January 1. You do need a consistent boundary between the records in your previous system and the records you will maintain in Bokeping. ## Choose what to bring across Decide with your accountant whether you need detailed history or opening balances plus activity after a cutover date. For a July 1 start, opening balances typically represent the position at June 30, with new activity starting July 1. Prepare a Trial Balance, bank statements, unpaid invoices and bills, customer deposits, vendor advances, and inventory quantities and values at the same date. Deposits matter even when there is no open invoice yet. ## Set the boundary once 1. Create the correct company and review its [company settings](). 2. Map the old accounts to the Bokeping chart of accounts. 3. Follow [opening balances]() for amounts already in the old books. 4. Check the import workflow for each record type before preparing its file. Start with a small reviewed batch. 5. Align the bank-feed or file-import date range with the cutover so earlier activity is not posted twice. A full-history import and a summary opening balance can represent the same money. Do not combine them without identifying and removing the overlap. ## Decide how the full year will be reported Opening assets and liabilities do not automatically reproduce January–June revenue and expenses. Agree one reporting plan before loading a July 1 cutover: - **Detailed history:** migrate the reviewed historical records with their correct dates and no overlapping opening entries. - **Reviewed year-to-date summaries:** preserve the required income/expense accounts and periods through a supported, reviewed migration method. A single June 30 total does not reproduce January–May monthly reports or every cash-basis settlement. - **Separate pre- and post-cutover reports:** retain the old system’s January–June statements and combine them with Bokeping’s later results through the agreed reporting process. Do not treat all current-year income as prior-year retained earnings merely to make the Balance Sheet balance. Also preserve sales-tax liabilities, unsettled processor funds, customer advances, vendor prepayments, and outstanding bank items in the cutover schedules. ## Compare before continuing Compare the Balance Sheet and Trial Balance at the cutover date. Check unpaid customer and vendor balances separately, then reconcile the first bank statement in Bokeping. Complete the [opening-balance acceptance checklist]() before relying on the new reports. If you entered only opening balances, a full-year Profit and Loss may not contain the earlier year’s detailed activity. Keep the old reports and agree how to prepare year-to-date statements with your accountant. ## Keep the migration reversible while reviewing Retain original exports and record what each batch includes. A `.qbo` bank file contains bank activity, not a complete QuickBooks company. See [prepare records for import]() for current import boundaries. ## Related walkthrough Use the [illustrated company settings]() and [opening-stock fields]() when preparing the cutover. Neither screenshot is a completed company migration. --- Canonical page: https://bokeping.com/help/online-payments/accept-payments/ Markdown page: https://bokeping.com/help/online-payments/accept-payments.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Accept online invoice payments Connect a supported payment provider and understand what happens after a customer pays. **In Bokeping** Settings → Payment Methods Bokeping supports invoice payments through Stripe and Forte. Your provider handles payment processing; its fees and merchant agreement are separate from your Bokeping subscription. ## Before you start You need a supported provider account and permission to manage the company’s payment settings. Complete the provider’s onboarding and review its fees before taking live payments. ## Set up online collection 1. Open **Settings → Payment Methods** in the company that will receive payments. 2. Choose **Set it Up** beside Stripe or Forte and complete the setup shown for that provider. Each company can keep one provider connection at a time; see [provider setup and switching]() if another is already connected. 3. Confirm that the connection is active, uses the intended environment, and has **Offer on invoices** on. For Forte, review **Card** and **Bank account (eCheck)**; eCheck also requires merchant approval from Forte. 4. Open the invoice and review **Payment Options** before sending it. **Setup payment gateways** is the shortcut shown when setup is needed. 5. Check the customer-facing invoice link to confirm that the intended payment option is available. ## Fees still apply during a trial A Pro software trial does not waive transaction-processing fees. Check your provider agreement for the rates that apply to your account and payment methods. ## A payment is not the same as a payout A customer payment settles an invoice. A provider payout is the money later deposited into your bank account; it can combine payments and subtract fees or other adjustments. Check payment status before marking an invoice paid manually. Reconcile the provider’s payment and payout records with Bokeping and your bank activity. Avoid recording both the customer payment and the payout as separate sales. For a pending or failed payment, check the provider’s status and error details before asking the customer to try again. For bank payments such as eCheck, an accepted payment and available funds are different stages. A payment may be recorded before the provider funds it, and a bank payment can later be returned. Verify the provider’s funding or return status and the corresponding records before treating it as money received in your bank. Do not enter a duplicate manual receipt just because the payout has not arrived. If you temporarily stop collection, turn **Offer on invoices** off. This keeps the connection but prevents customers from paying through it, including pages they already opened. Follow [pause or switch providers]() before deleting a connection. Related: [Create and send an invoice]() and [review bank transactions](). If the bank deposit is lower than the customer payment, follow [payout differences]() before recording another receipt or fee. ## Recognize the provider setup [Open full-size screenshot ↗]() _The Demo company is not connected to either provider. This image shows where setup starts, not an enabled checkout. Processing fees are separate from the software trial._ Follow [provider setup]() for the connection and invoice controls. --- Canonical page: https://bokeping.com/help/online-payments/payout-differences/ Markdown page: https://bokeping.com/help/online-payments/payout-differences.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why is the bank payout smaller than the invoice payment? Reconcile processor clearing, fees, refunds, and net bank payouts without recording the sale twice. An invoice payment and a provider payout are different events. A customer can pay in full while the amount that reaches your bank is smaller. ## Reconcile one payout, not one invoice Download the provider’s breakdown for the specific payout. Match its payout reference, currency, destination bank, and settlement date. A payout can contain several receipts and adjustments from different days. | Payout component | Illustrative amount | | --- | --- | | Gross customer payments included | $1,000 | | Processing fees withheld | −$30 | | Customer refunds included | −$100 | | Reserve withheld | −$50 | | Previously held reserve released | +$20 | | **Expected bank deposit** | **$840** | These amounts are examples, not published Bokeping, Stripe, or Forte rates. Disputes and other adjustments may also appear. Only include the entries assigned to this payout; a provider’s full-day sales total may cover a different batch. ## Locate what is already in Bokeping 1. Review **Sales & Receivables → Payments Received**. Confirm the receipts exist, their gross amounts, invoice allocations, and deposit accounts. Do not add them again merely because the bank deposit is smaller. 2. Review the relevant account activity under **Accounting → Chart of Accounts**. Stripe and Forte integration receipts use a processor clearing account; that is different from receiving money directly into the bank. 3. Compare existing fees, refunds, settlement entries, and the provider breakdown. A recorded receipt does not, by itself, prove every payout component has been recorded. 4. Find the actual incoming row under **Banking → Bank transactions** and compare its net amount and date. Do not categorize that net payout as another sale. A processing fee withheld by the provider normally does not leave the customer owing the fee. ## Choose the right deposit workflow | Where the receipts were recorded | Next step | | --- | --- | | Undeposited Funds, with no withheld adjustments | Use [Bank Deposits]() to combine the selected receipts into the actual bank deposit. | | Processor clearing, with fees or other adjustments | Reconcile the clearing account to the provider breakdown and record only missing settlement components using an accountant-reviewed adjustment. | | Directly in the bank account | Check whether the bank movement is already recorded before adding a settlement or deposit. Resolve an incorrect original account through its supported correction workflow. | **Bank Deposits has no fee-deduction field.** Do not create a $100 deposit for a bank statement that shows $97 and invent a separate $3 bank withdrawal to make it fit. ## Simple clearing-account settlement example Assume a $100 customer receipt is already recorded in the correct processor clearing account. The provider has paid $97 to the bank and retained a $3 processing fee. None of that payout or fee has yet been recorded, and there are no refunds, reserves, tax adjustments, or currency differences. An accountant-reviewed settlement is: | Account | Debit | Credit | | --- | --- | --- | | Actual receiving bank | $97 | — | | Processing fee expense | $3 | — | | Same processor clearing account as the receipt | — | $100 | For this adjustment, use [Accounting → Manual Journals]() with the agreed settlement date and payout reference. Review account warnings and the existing ledger before posting. The journal records the movement that already occurred; it does not instruct the provider to transfer money. It also does not change the invoice’s paid amount or create new sales revenue. Then match the bank row to the corresponding existing $97 bank-side record when offered. If no eligible record is shown, leave the row for review and investigate its account, dates, posted status, or previous match. Do not categorize it again to force completion. This simple journal does not cover a payout with refunds, disputes, reserve movements, or already-recorded fees. Reconcile those components separately; a reserve still owed to you is not automatically a fee expense. Ask your accountant to confirm the entries, or [contact support]() if a required action or record is unavailable. ## Verify the result - The customer’s invoice reflects the gross payment received, with no false balance for provider fees. - The bank ledger includes the actual net deposit once. - Fees and refunds are recorded once, in their appropriate accounts and periods. - The remaining clearing balance agrees to unsettled payments, reserves, and timing differences. It need not be zero while money is still with the provider. - The bank statement reconciles without an invented deposit or withdrawal. For pending, failed, or disputed payments, confirm the provider’s status before requesting another payment or refund. Keep the payout and transaction references; never share full card or bank credentials. Processing fees remain separate from the [software plan or trial](). --- Canonical page: https://bokeping.com/help/products-inventory/ Markdown page: https://bokeping.com/help/products-inventory.md Text version of the public page. Check the canonical page for current terms and interactive features. # Products & Inventory Items, opening stock, and inventory quantities. 8 guides in this collection ## Items [### Create a product or service Set up the things you sell or buy, with the right item type.]()[### Import items and opening stock Map item types, sales and purchase flags, accounts, and opening quantities correctly.]()[### Understand FIFO, average cost, and inventory cost scope Check how inventory cost reaches your accounts and why the valuation method may be locked.]()[### Why does stock in Bokeping differ from my count? Check item type, dates, opening stock, and source documents before changing inventory quantity.]() ## Categories [### Organize items into categories Group products and services so you can find the right items without changing their accounting treatment.]() ## Warehouses [### Set up and review warehouses Understand warehouse activation, location records, and the checks needed before tracking stock by location.]() ## Transfer Orders [### Move stock between warehouses Create a transfer order and check the source and destination quantities.]() ## Inventory Adjustments [### Adjust inventory after a stock count Record a verified quantity difference and review its value and ledger impact before posting.]() ## More pages in this section - [Adjust inventory after a stock count](https://bokeping.com/help/products-inventory/adjust-inventory.md) - [Create a product or service](https://bokeping.com/help/products-inventory/create-item.md) - [Import items and opening stock](https://bokeping.com/help/products-inventory/import-items.md) - [Understand FIFO, average cost, and inventory cost scope](https://bokeping.com/help/products-inventory/inventory-costing.md) - [Organize items into categories](https://bokeping.com/help/products-inventory/item-categories.md) - [Why does stock in Bokeping differ from my count?](https://bokeping.com/help/products-inventory/stock-does-not-match.md) - [Move stock between warehouses](https://bokeping.com/help/products-inventory/transfer-stock.md) - [Set up and review warehouses](https://bokeping.com/help/products-inventory/warehouses.md) --- Canonical page: https://bokeping.com/help/products-inventory/adjust-inventory/ Markdown page: https://bokeping.com/help/products-inventory/adjust-inventory.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Adjust inventory after a stock count Record a verified quantity difference and review its value and ledger impact before posting. **In Bokeping** Products & Inventory → Inventory Adjustments Use an inventory adjustment for a verified stock difference, such as damaged or missing goods. First check for unrecorded purchases, sales, returns, and the wrong warehouse; an adjustment should not hide a missing transaction. ## Prepare the count Record the count date, item, location, counted quantity, and reason. Compare counts using the same point in time. See [stock does not match]() if the difference is unexplained. ## Record a quantity adjustment 1. Open **Products & Inventory → Inventory Adjustments** and start a new adjustment. 2. Choose **Quantity Adjustment**. Select the relevant item and any branch or warehouse fields shown. 3. Set **Date**, review **Adjustment No.**, and choose the appropriate adjustment **Account** with your accountant. 4. Review **Current Quantity**. Choose the direction and enter **Quantity to Add** or **Quantity to Remove** as the difference, not the final count. 5. For added stock, review **Unit Cost** where required. This is the cost per unit, not the selling price or the whole adjustment value. 6. Check **New Quantity on Hand**, enter a specific **Reason**, and review the ledger impact shown before choosing **Save** to post. **Save as draft** keeps a draft and does not complete the stock correction. 7. Review the resulting item quantity and Inventory Valuation report using the same date and location. ## Example: two damaged units Your verified records show 20 units and the usable physical count is 18. Remove **2**, not 18. The new quantity should be 18. Review the cost calculated by the system and the adjustment account; do not assume the retail price is the inventory loss. ## Review the preview before posting [Open full-size screenshot ↗]() _Filled Demo preview: remove 2 from the form’s displayed current quantity of 15, leaving 13. The selected adjustment account is Cost of Goods Sold for illustration; use the account approved for your count difference. The form was canceled and no stock was changed._ Scroll to **Journal Entry Preview** to check the debit and credit before saving. If its starting quantity or value differs from the item report at the same date and scope, stop and investigate; do not post an adjustment merely to force the numbers to agree. An empty preview is not a zero-value adjustment. ## Quantity and value are different corrections **Value Adjustment** changes inventory value; **Quantity and Value Adjustment** changes both. Do not use them solely to fix a quantity count. Value-affecting modes require a single item; remove extra item rows before switching from a multi-item quantity adjustment. If the date is locked, valuation cannot load, or the adjustment is blocked, resolve the displayed cause before proceeding. Do not repeatedly save another adjustment for the same count. --- Canonical page: https://bokeping.com/help/products-inventory/create-item/ Markdown page: https://bokeping.com/help/products-inventory/create-item.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Create a product or service Set up the things you sell or buy, with the right item type. **In Bokeping** Products & Inventory → Items Items let you reuse descriptions, prices, and accounting settings on sales and purchase documents. **Where to go:** **Products & Inventory → Items → New**. ## Choose the item type | Type | Use it for | | --- | --- | | **Service** | Work you provide, such as consulting. | | **Non-Inventory** | A product whose stock quantity you do not track in Bokeping. | | **Inventory** | A product whose quantity and inventory value you need to track. | Inventory features depend on the company’s plan and your permissions. ## Set up the item 1. Choose **Item Type** and enter **Item Name**. Add **Item Code** and **Category** if useful. 2. Under **Sales Information**, enable **I sell this item to a customer** when appropriate. Review **Sales price**, **Income Account**, tax rate, and **Sales description**. 3. Under **Purchase Information**, enable **I purchase this item from a vendor** when appropriate. Review **Cost Price**, the **Expense Account** or **COGS Account**, tax rate, and **Purchase description**. 4. Use **Internal note** for information that should stay inside Bokeping. 5. For an Inventory item, complete **Inventory Information** as described below. 6. Choose **Save** and check the item before selecting it on a document. The sales description fills customer-facing lines on invoices, estimates, and receipts. The purchase description fills purchase-document lines. Internal notes are not printed on customer or vendor documents. ### Example: a service you sell For **Monthly Property Maintenance**, choose **Service**, enter code **SVC-MAINT**, and set a $500 sales price with **Service Income**. In this example, **I purchase this item from a vendor** is off because the company sells its own service rather than buying that service for resale. [Open full-size screenshot ↗]() _This service was saved in the Demo company and appears in Items as an active sales item. Saving an item creates a reusable record; it does not create an invoice or earn $500 of revenue._ ## Inventory information - **Inventory Account:** the asset account that holds the stock’s value. - **Opening quantity:** units already on hand at your chosen starting date. Leave blank to start at zero. - **Opening unit cost:** the cost of one unit, not the total stock value. If left blank, the form uses Cost Price. - **As of date:** the date for the opening stock. - **Reorder point:** the quantity at or below which the item is considered low stock. - **Reorder quantity:** the suggested amount to reorder. For example, 10 units at an opening unit cost of $8 represent $80 of stock. Do not enter $80 as the unit cost. [Open full-size screenshot ↗]() _Filled example for an HVAC filter: 10 units × $8 per unit = $80 opening value. This form was not saved. Use your counted quantity, supported cost, and actual starting date._ ## Check before using the item Confirm the type, sales and purchase settings, accounts, and prices. For inventory, compare the opening quantity and value with your source records. Do not record the same opening stock again through another purchase or adjustment. Related: [Prepare your opening balances]() and [create an invoice](). ## Related walkthrough Organize items with [categories](). If tracking stock by location, review [warehouse activation]() before enabling it. For a catalog migration, use [import items and opening stock](). Review [inventory costing and cost scope]() before entering opening inventory. --- Canonical page: https://bokeping.com/help/products-inventory/import-items/ Markdown page: https://bokeping.com/help/products-inventory/import-items.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Import items and opening stock Map item types, sales and purchase flags, accounts, and opening quantities correctly. **In Bokeping** Products & Inventory → Items Import the item catalog before documents that reference it. An item name alone does not define its accounting type, sales/purchase availability, or opening stock. **Where to go:** **Products & Inventory → Items → Import**. ## Prepare the columns | Field | Preparation | | --- | --- | | Type | Required: inventory, service, or non-inventory. Do not use inventory for a service. | | Name / Code | Name is required. Use stable, distinct names and codes that later documents can match. | | Sellable / Purchasable | Set explicit true/false values. Omitted flags default to false in this import workflow. | | Sell Price / Cost Price | Per-unit prices, not extended totals. Review currency and decimal precision. | | Sales and purchase accounts | Match existing account names or codes, and verify any default supplied in the preview. | | Inventory account | Relevant to inventory-tracked items; use the intended inventory asset account. | | Category | Match an existing category by name. Create the category first if needed. | A service or non-inventory purchase uses an appropriate expense/cost account; an inventory sale needs the intended cost-of-goods-sold treatment. Do not choose an account solely because its name is similar. ## Example: a sellable service [Download the service-item CSV example](). It describes **Demo Maintenance Visit**, code **DEMO-SVC-101**, sellable **true**, purchasable **false**, and a $150 selling price. It deliberately contains no opening stock. This is a mapping example, not a completed import test. Download the current in-app template for the full field set, then review the sales-account default in the preview before committing. Replace the example before importing real records. ## Include opening stock only once For an inventory item, opening quantity, unit cost, and date work together. For 10 units valued at $8 each, enter quantity **10** and unit cost **8**, not 80. Use the actual migration cutoff date. If warehouses are enabled, provide the correct **Opening Warehouse** name or code for stocked rows. Do not assume all stock belongs to the primary warehouse. Leave the opening-stock fields blank for service/non-inventory items and for inventory that will be brought in through another method. Opening stock can create a posted inventory adjustment and affect Inventory Asset and Opening Balance Equity. Do not also import the same stock as an adjustment, purchase, or journal. Review [opening balances]() first. ## Import and verify 1. Download the current template and replace its samples. 2. Upload the file, map each field, and review defaults and warnings in the preview. 3. Verify item type, sales/purchase flags, accounts, prices, category, and opening-stock fields for each selected row. 4. Complete the import only when those choices are correct, then read **Results**. 5. Open a saved item and confirm it appears in the appropriate invoice or purchase selector. 6. If opening stock was included, run [Inventory Valuation]() at the cutoff and compare quantity and value with your source. ## Common errors **Imported but unavailable on an invoice or bill:** check Sellable/Purchasable, active status, item type, and company context. **Account/category not found:** match the existing name/code or set up the missing record first. **Stock row rejected:** check the quantity, cost basis, date, and required warehouse together. Inspect partial results before retrying; another upload is not automatically an update. --- Canonical page: https://bokeping.com/help/products-inventory/inventory-costing/ Markdown page: https://bokeping.com/help/products-inventory/inventory-costing.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Understand FIFO, average cost, and inventory cost scope Check how inventory cost reaches your accounts and why the valuation method may be locked. **In Bokeping** Settings → Products & Services Your inventory selling price and inventory cost serve different purposes. Selling price helps calculate revenue; inventory cost determines the stock value carried forward and the cost recognized when stock is sold. **Where to go:** **Settings → Products & Services**. The page heading is **Items**. ## Check the method before entering stock 1. Review **Inventory valuation method**: **Moving weighted average (AVG)** or **First in, first out (FIFO)**. 2. Review **Inventory cost scope**: **Company-wide (one cost pool per item)** or **Per warehouse**. 3. Review the income, cost of goods sold, operating expense, and inventory asset account defaults. 4. If you are setting up new books, agree these choices with the person responsible for inventory accounting before recording stock activity. 5. After an authorized change, save and reopen the page to confirm the settings. Review affected item defaults separately; changing a default is not a correction to an old transaction. [Open full-size screenshot ↗]() _The Demo company’s method is locked because inventory transactions exist. This is a read-only example; no costing setting was changed._ ## Example: the same stock, different cost allocation Assume you buy 10 identical units at $8 and another 10 at $12, then sell 5. There are no other movements or costs. | Method | Cost of the 5 units sold | Value of the 15 units remaining | | --- | --- | --- | | FIFO | 5 × $8 = $40 | 5 × $8 + 10 × $12 = $160 | | Moving weighted average | 5 × $10 = $50 | 15 × $10 = $150 | Both begin with $200 of stock and end with 15 units. AVG recalculates the moving average as stock comes in; it is not an average of selling prices. This example does not include returns, backdated changes, or stock shortages. ## Method and scope are separate decisions **Method** determines which costs are assigned to outgoing units. **Scope** determines whether locations share an item’s cost pool. A company-wide pool can give a different result from separate warehouse pools when locations acquire the same item at different costs. Enabling warehouse locations does not by itself establish that the cost scope changed. Check the saved scope and the [warehouse setup](). ## Why a setting is locked Once inventory transactions exist, the valuation method can be locked. Do not delete legitimate history or change opening balances to unlock it. Existing companies need an accountant-assisted migration to change cost scope; a normal settings save is not a substitute for that process. The account defaults may still be editable while the method is locked. **Cost of goods sold account** is for inventory sold; **Operating expense account** is for service and non-inventory purchases. Review the specific item’s accounts before posting a purchase or sale. ## Investigate a cost that looks wrong Run [Inventory Valuation]() at the same date and scope. Compare the quantity, original purchase/opening cost, returns, adjustments, and transaction dates. A later or backdated source change may need a cost correction; do not overwrite a selling price to fix inventory value. Keep the source document and its related accounting adjustments together during review. --- Canonical page: https://bokeping.com/help/products-inventory/item-categories/ Markdown page: https://bokeping.com/help/products-inventory/item-categories.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Organize items into categories Group products and services so you can find the right items without changing their accounting treatment. **In Bokeping** Products & Inventory → Categories Use categories to organize reusable items, such as maintenance services, materials, and delivery charges. An item category is different from an income, expense, or inventory account. **Where to go:** **Products & Inventory → Categories**. ## Create a category 1. Check the existing category names first. Reuse an appropriate category instead of creating a slightly different duplicate. 2. Choose **New Category**. 3. Enter **Category Name** and a short **Description** explaining what belongs in the group. 4. Choose **Save**, then confirm the category appears in the list. 5. Open an item through **Products & Inventory → Items**, choose the category in its **Category** field, and save the item. [Open full-size screenshot ↗]() _Filled Demo example, canceled without saving. “Maintenance Services” describes a group of items; it does not create income or post a sale._ ## Example: one group, several services Place **Monthly Property Maintenance** and **Seasonal Property Inspection** in the same category when that helps your team find them. Each item still keeps its own description, price, sales/purchase settings, and accounting accounts. ## Check the result In the category list, use the item-count link to view items in that category. Confirm the expected items are included and check the category on each item if the count looks wrong. Creating the category alone does not automatically assign your existing items to it. Renaming a category is an organizational change. It is not a way to reclassify past sales, correct inventory value, or change tax treatment. Review those settings on the item and the affected source documents. --- Canonical page: https://bokeping.com/help/products-inventory/stock-does-not-match/ Markdown page: https://bokeping.com/help/products-inventory/stock-does-not-match.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why does stock in Bokeping differ from my count? Check item type, dates, opening stock, and source documents before changing inventory quantity. **In Bokeping** Products & Inventory → Items A stock difference can come from a missing transaction, the wrong date or location, an opening quantity error, or a real physical loss. Find which one applies before adjusting the books. ## Compare the same stock at the same time 1. Open **Products & Inventory → Items** and confirm the exact item and item code. 2. Check that it is an **Inventory** item. Service and Non-Inventory items do not represent tracked stock quantities in the same way. 3. Compare the physical count date with the dates of purchases, sales, returns, and adjustments. Include the same location or warehouse scope where applicable. 4. Review whether the relevant documents are posted, draft, or voided. 5. Check the opening quantity, opening unit cost, and **As of date** against the original records. If the books started with 10 units and later include a purchase of the same opening 10 units, the starting stock may have been counted twice. ## Quantity and value answer different questions Ten units at $8 each have an $80 inventory value. A physical count verifies the number of units; it does not establish the correct unit cost. A quantity that agrees can still have an incorrect value. Review **Reports → Inventory Valuation** with the same date and item scope. Trace unexpected values to the original purchases or opening stock rather than overwriting the item price. [Open full-size screenshot ↗]() _An unsaved illustration of opening stock: quantity 10 and unit cost $8 imply $80. Check the original opening records before adding an adjustment; a selling price is not an inventory cost._ ## If a stock transaction is blocked Read the message and check the transaction date, available stock at that date, item setup, and location. Stock available today does not necessarily mean it was available on an earlier sale date. Correct a missing or misdated source document when that is the cause. For genuine damage, shrinkage, or a count correction, review the inventory-adjustment workflow and its accounting effect before posting. Do not insert a fictitious purchase to remove an error. Related: [Create a product or service]() and [prepare opening balances](). --- Canonical page: https://bokeping.com/help/products-inventory/transfer-stock/ Markdown page: https://bokeping.com/help/products-inventory/transfer-stock.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Move stock between warehouses Create a transfer order and check the source and destination quantities. **In Bokeping** Products & Inventory → Transfer Orders A warehouse transfer moves an inventory item between locations in the same company. It does not record a customer sale or a purchase from a supplier. **Where to go:** **Products & Inventory → Transfer Orders**. This entry is available after warehouses are enabled and when your access allows it. Review [warehouse activation]() first; activation cannot simply be switched off afterward. ## Before you transfer Confirm the actual movement date, source and destination warehouses, item, and quantity. The locations must differ. Check available stock at the movement date, not just today’s total, and confirm that the selected item is tracked inventory. ## Create and complete a transfer 1. Create a new transfer order and review its number, date, reference, and source/destination locations. 2. Select the inventory items and quantities that actually move. Review any displayed cost information; do not use a selling price as a replacement for inventory cost. 3. Use **Save as Draft** while preparing the document. A draft does not complete the stock movement. 4. When ready, review **Save & Complete Transfer** and confirm the intended source and destination before submitting. 5. Open the saved transfer and check its completed status. Review both locations’ item activity and the company total. The current new-transfer form completes the source-out and destination-in together. It does not offer a normal separate dispatch-then-receive process. Do not describe a new draft as stock already in transit or create a second transfer to represent receipt. ## Example: move two units | Location | Before | After a completed 2-unit transfer | | --- | --- | --- | | Main Stockroom | 10 | 8 | | Service Depot | 5 | 7 | | Company total | 15 | 15 | The company quantity stays 15. Check costs using the configured [cost scope](); warehouse location tracking and warehouse cost pools are separate settings. ## Correct the right stage | Transfer state | Action to review | | --- | --- | | Draft | Edit or delete the draft when permitted. | | An existing in-transit record | Review **Cancel transfer** and its effect; this can occur on older records even though new entry uses one-step completion. | | Completed | Review **Void transfer**, related stock activity, dates, and any restrictions before reversing it. | | Voided | Treat the record as historical. Do not assume it can be edited back into an active transfer. | An available button is not a guarantee that all downstream stock or period checks will pass. Resolve the displayed blocker and keep the audit trail. Do not create a sale/purchase pair or a stock adjustment just to hide a failed transfer. If one warehouse looks wrong, compare **Inventory Item Details** and [Inventory Valuation]() at the same date and location before entering another movement. --- Canonical page: https://bokeping.com/help/products-inventory/warehouses/ Markdown page: https://bokeping.com/help/products-inventory/warehouses.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Set up and review warehouses Understand warehouse activation, location records, and the checks needed before tracking stock by location. **In Bokeping** Products & Inventory → Warehouses Warehouses separate stock by location. Use them when you need to distinguish a main stockroom from another storage location; a category groups items, while a warehouse identifies where stock is held. **Where to go:** **Products & Inventory → Warehouses**. Availability depends on the company’s enabled features and your access. ## Before activating **The activation dialog warns that Multiple Warehouses cannot be disabled after activation.** Review the decision with the person responsible for inventory and accounting before confirming. The app creates a Primary Warehouse from the company address and treats existing activity as belonging to the primary location. Check **Settings → Company** first. Preserve the current inventory quantity and valuation reports so you can compare them after setup. [Open full-size screenshot ↗]() _Actual activation preview in the Demo company. Activation was canceled; this screenshot does not demonstrate completed warehouse activation or stock movement._ ## Activate and add locations 1. Choose **Activate Warehouses** to review the warning and primary address. 2. Confirm only when the primary location and inventory setup are ready. 3. After activation, review the primary warehouse before creating another location. 4. Use the new-warehouse action and enter **Warehouse Name**, a useful **Code**, and the actual location/contact details. Add internal **Notes** if needed. 5. Review **Make this the default warehouse** before saving. This pre-fills new inventory transactions; it does not prove stock physically moved. 6. Confirm the saved location in the warehouse list and check its active/default status. ## Example: Main Stockroom and Service Depot Use codes such as **MAIN** and **DEPOT** to distinguish two actual locations. Ten filters in MAIN and five in DEPOT mean fifteen in total. Moving two filters between them should change the location quantities to eight and seven, with the company total still fifteen. Creating or renaming a warehouse does not move those filters. Use the supported stock-transfer workflow for a real movement, retaining its source, destination, date, and quantities. Do not use a new sale or purchase to imitate an internal movement. ## Check quantities and value Compare stock by item, date, and warehouse as well as the company total. If the app shows a costing/setup requirement, resolve it before relying on valuation. An inactive warehouse is hidden from item-entry choices while historical data is preserved; inactivity does not dispose of remaining stock. If you cannot find a location, check the company, active/inactive filters, feature availability, and permissions. For unexplained quantities, follow [stock does not match]() before posting adjustments. Once warehouse locations are available, use [Transfer Orders]() to move stock. Review the actual completion action before assuming there is a separate shipment and receipt step. --- Canonical page: https://bokeping.com/help/purchases/ Markdown page: https://bokeping.com/help/purchases.md Text version of the public page. Check the canonical page for current terms and interactive features. # Purchases & Expenses Bills, payments made, and everyday business expenses. 10 guides in this collection ## Bills [### Enter a vendor bill Record a supplier invoice that your business still needs to pay.]()[### Import bills with item or expense lines Group bill lines, match vendors and accounts, and verify the resulting payables.]()[### Should I enter a bill or an expense? Choose a record for an unpaid purchase, an immediate payment, or a payment against an existing bill.]() ## Payments Made [### Record a bill payment Allocate an actual vendor payment to bills and verify what remains unpaid.]()[### Pay a vendor bill in installments Track the amount actually paid and the bill balance still due without creating duplicate expenses.]()[### Pay a vendor before receiving the bill Record an advance once, then apply it from the bill without rewriting the original bank payment.]() ## Expenses [### Record an expense Record a purchase you have paid for without creating an unpaid bill.]()[### Record a business cost paid personally Separate the original business cost from reimbursing the owner so the expense is counted once.]() ## Vendor Credits [### Record a vendor credit or refund Separate returned goods, price allowances, bill credits, and cash refunded by a supplier.]() ## Purchase Orders [### Create a purchase order and convert it to a bill Track an order, convert the quantities being billed, and review the resulting draft bill.]() ## More pages in this section - [Should I enter a bill or an expense?](https://bokeping.com/help/purchases/bill-or-expense.md) - [Create a purchase order and convert it to a bill](https://bokeping.com/help/purchases/create-purchase-order.md) - [Enter a vendor bill](https://bokeping.com/help/purchases/enter-bill.md) - [Import bills with item or expense lines](https://bokeping.com/help/purchases/import-bills.md) - [Record a business cost paid personally](https://bokeping.com/help/purchases/owner-reimbursements.md) - [Pay a vendor bill in installments](https://bokeping.com/help/purchases/partial-bill-payments.md) - [Record a bill payment](https://bokeping.com/help/purchases/pay-bill.md) - [Record an expense](https://bokeping.com/help/purchases/record-expense.md) - [Record a vendor credit or refund](https://bokeping.com/help/purchases/vendor-credits-refunds.md) - [Pay a vendor before receiving the bill](https://bokeping.com/help/purchases/vendor-prepayments.md) --- Canonical page: https://bokeping.com/help/purchases/bill-or-expense/ Markdown page: https://bokeping.com/help/purchases/bill-or-expense.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Should I enter a bill or an expense? Choose a record for an unpaid purchase, an immediate payment, or a payment against an existing bill. Start with two questions: has the purchase already been recorded, and has it been paid? ## Choose the right starting point | Situation | Use | | --- | --- | | A supplier sends an invoice due next month. | A bill to track what you owe. | | You buy supplies and pay immediately, with no existing bill. | An expense for the purchase and payment. | | You pay a supplier invoice already entered as a bill. | A payment against that bill. | | A bank row arrives for a payment already recorded. | Match to the existing record. | A bill and an expense are not two stages every purchase must pass through. Recording both for the same purchase can double the cost while leaving the bill unpaid. ## Example: the same $120 purchase If the supplier gives you 30 days to pay, [enter a $120 bill]() first. When you pay it, record the bill payment and confirm its open balance reaches zero. If you pay $120 with a business card at checkout and have not recorded a bill, [record an expense]() with that card as the payment account. Match the later card-feed row to the expense. ## Already entered both? Compare the vendor reference, dates, amounts, and linked bank activity. Determine which record should represent the purchase and whether either is paid, matched, or reconciled. Correct the extra record through its permitted workflow; simply excluding a bank-feed row does not resolve two posted purchase records. ## Check the result There should be one purchase, a payment linked to it where needed, and the correct remaining payable. Buying inventory or a long-term asset also requires the right account treatment; a cash payment does not make every purchase an immediate operating expense. --- Canonical page: https://bokeping.com/help/purchases/create-purchase-order/ Markdown page: https://bokeping.com/help/purchases/create-purchase-order.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Create a purchase order and convert it to a bill Track an order, convert the quantities being billed, and review the resulting draft bill. **In Bokeping** Purchases & Expenses → Purchase Orders A purchase order records what you order from a vendor. Opening or sending it does not post an expense, create an accounts payable balance, or pay the vendor. ## Prepare the order 1. Open **Purchases & Expenses → Purchase Orders** and create a new order. 2. Select the vendor. Review the order number, order date, expected delivery date, and reference. 3. Add the items/services, quantities, rates, and tax. Review the vendor-facing notes and total. 4. Choose **Save as Draft** while preparing it, or **Save & Open** when ready to manage the order. 5. Review the saved order before sending it. An open order and an order actually sent to the vendor are separate states. ## Read the order before saving [Open full-size screenshot ↗]() _Filled preview for Evergreen Maintenance Supply using an existing Demo inventory item. Ten units at $8 total $80, with no tax selected in this illustration. The save actions are available. The form was canceled without saving or sending._ For an order of ten units at $8 each, select the actual purchasable inventory item, review its description and tax, and confirm the $80 pre-tax total. Do not use a service item merely to bypass a missing inventory setup. ## Convert the part being billed 1. Open the eligible purchase order and choose **Convert to Bill**. 2. Review **Lines to convert**. Enter **Qty to convert** for each line being billed, or choose **Convert all remaining** when appropriate. 3. Choose **Create draft bill**. The quantity cannot exceed the remaining quantity on the order. 4. Open the draft bill, compare it with the vendor’s invoice, and review the bill number, dates, prices, tax, and quantities. 5. Post/open the bill only after checking it. Then use [Payments Made]() when recording its payment. | Example | Order quantity | Converted to bills | Still available to convert | | --- | --- | --- | --- | | Order 10 units; first vendor invoice is for 4 | 10 | 4 | 6 | | Later convert the remaining 6 | 10 | 10 | 0 | These are order-to-bill quantities, not a claim that an independent goods-receipt workflow has occurred. Check inventory from the posted transactions that actually affect it. ## Change or finish the order **Close Remaining** closes the unconverted remainder when you will not buy it. It does not void bills already created. A closed order can be reopened when permitted. Cancellation is restricted once quantities have been converted; draft deletion and open-order actions have different rules. If **Convert to Bill** is unavailable, check that the order is open, has remaining quantity, and you have permission. Do not create both a converted bill and a separate manual bill for the same vendor invoice. --- Canonical page: https://bokeping.com/help/purchases/enter-bill/ Markdown page: https://bokeping.com/help/purchases/enter-bill.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Enter a vendor bill Record a supplier invoice that your business still needs to pay. **In Bokeping** Purchases & Expenses → Bills A bill records money you owe a vendor. If you have already paid for a purchase and do not need to track a payable, [record an expense]() instead. **Where to go:** **Purchases & Expenses → Bills → New Bill**. ## Before you start Have the vendor’s invoice, bill date, due date, and line-item details. Search existing bills and references to avoid recording the same supplier document twice. ## Enter the bill 1. Select **Vendor Name**. 2. Review **Bill No.**, the bill’s unique number in Bokeping. Put the vendor’s invoice number in **Reference No.** so you can find the original document later. 3. Enter **Bill Date**, **Due Date**, and **Payment terms**. 4. Under **Line items**, choose **By category** for a purchase recorded directly to an account, or **By item** for a product or service in your item list. Use the guidance below to choose. 5. Check **Amounts are**, discounts, and the total against the vendor’s invoice. Review any inventory or landed-cost treatment before posting. 6. Add the vendor’s note in **Vendor Memo** if useful. **Memo** is internal context for your team. 7. Choose **Save as Draft** if it still needs work, or **Save & Open** when ready to record the bill. 8. Review the saved bill’s status and **Open Balance**. The whole-document **Discount (allowance)** does not change item costs or the tax base. Use the appropriate line discount for a discount that reduces a line’s cost and taxable amount, and verify the resulting total. ## Choose category or item entry | Your purchase | Entry method | What to select | | --- | --- | --- | | Office consumables, rent, or another purchase recorded directly to an account | **By category** | The appropriate expense, cost, or asset account. You do not need to create a product first. | | A product or service already set up in your item list | **By item** | The item, then its quantity and rate. | | Goods whose stock quantity and value you track | **By item** | The inventory item. Selecting an inventory asset account alone does not identify the stock item or quantity to receive. | For example, Cedar & Pine receives a $240 bill for office consumables: 1. Set **Enter line items by → By category**. 2. Choose **Office Expenses & Supplies** in **Account**. Your company may use a different account name. 3. Add a description, enter **Quantity** of 1 and **Rate** of $240, and review any applicable tax. 4. With no tax, discount, or adjustment in this example, confirm **Total** is $240. [Open full-size screenshot ↗]() _Fictional US demo. This example assumes no tax or adjustments; use the amounts and tax treatment on your actual supplier document._ ## Check the saved bill - A bill saved with **Save as Draft** remains **Draft**. Finish and post it before treating it as an open payable. - For an unpaid, posted $240 bill, verify the bill total and **Open Balance** are both $240. - If you already paid an advance, keep the full bill amount and [apply the existing prepayment](). Do not reduce the bill total or record the bank payment again. ## Record its payment separately When a bill is paid, record the payment against the bill. Recording a bill payment in your books is not, by itself, an instruction to your bank to send money. Use **Purchases & Expenses → Payments Made** to review vendor payments. When bank activity arrives, match it to the recorded payment instead of categorizing another expense and leaving the bill unpaid. ## If the amount looks wrong Compare quantities, rates, discounts, and tax with the vendor’s document. Confirm whether the bill is still a draft and check for duplicates with the same reference before entering it again. Not sure which record to use? See [bill or expense](). For installments, see [partial bill payments](). If the purchase began with an order, [convert the purchase order to a draft bill]() instead of entering it twice. For a supplier reduction or refund, use [vendor credits](). For a spreadsheet of existing bills, use [the bill-import walkthrough](), including its multi-line grouping example. --- Canonical page: https://bokeping.com/help/purchases/import-bills/ Markdown page: https://bokeping.com/help/purchases/import-bills.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Import bills with item or expense lines Group bill lines, match vendors and accounts, and verify the resulting payables. **In Bokeping** Purchases & Expenses → Bills Use one row per bill line and repeat the same **Bill No.** for all lines of one bill. A vendor’s bill can contain multiple costs; it should not become a separate payable for every spreadsheet row. **Where to go:** **Purchases & Expenses → Bills → Import**. ## Prepare the file Map **Bill No., Vendor, Bill Date, Rate, and Quantity**. Use the current template for optional fields such as Due Date, Payment Terms, Reference No., Vendor Memo, Internal Note, tax, and discounts. Repeat document-level values consistently within one bill. Vendor names match vendor Display Names; an unmatched name can create a new vendor. Check spelling first. Item names/codes must match the catalog. A category-based cost line instead needs the appropriate existing **Cost Account**, plus description, rate, and quantity. Do not use an expense-only line for goods that need item-level stock tracking. ## Example: one $120 office-supplies bill [Download the bill CSV example](). | Bill No. | Cost | Quantity | Rate | | --- | --- | --- | --- | | DEMO-IMPORT-BILL-101 | Office materials | 1 | $100 | | DEMO-IMPORT-BILL-101 | Delivery on those materials | 1 | $20 | Both rows use one fictional vendor and the same dates. The example maps **Cost Account** to **Office Expenses & Supplies**, an account in the Demo chart. Replace it with the exact appropriate account in your company. The expected bill total is $120 before tax/discount; this example is a file-format illustration, not a completed import test. ## Map, review, and verify 1. Download the current in-app template and prepare a small batch. 2. Upload it and explicitly map Bill No. so its rows group correctly. 3. Check the matched vendor and each line’s item or cost account, quantity, rate, tax, and discount. 4. Review due dates and payment terms. Keep **Vendor Memo** and **Internal Note** in their intended fields. 5. Resolve errors, confirm the number of grouped bills, and complete the import. 6. Read **Results**, then open the saved bills and check their lines, totals, currency, dates, and **Draft/Open** status. 7. Review/open drafts through the normal bill workflow when appropriate. Confirm posted/open payables in [A/P Aging](), using the same cutoff as the source records. ## Prevent duplicate liabilities and stock Do not import a vendor’s open bills and also enter their full value as that vendor’s opening payable. Do not import historical inventory purchases on top of opening stock that already includes them. A successful bill import does not record an actual payment or automatically settle the bank row. If some bills fail, identify the already-created bills before retrying. Keep all lines of each corrected bill together and preserve the original vendor reference. See [recover a partial import](). --- Canonical page: https://bokeping.com/help/purchases/owner-reimbursements/ Markdown page: https://bokeping.com/help/purchases/owner-reimbursements.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Record a business cost paid personally Separate the original business cost from reimbursing the owner so the expense is counted once. **In Bokeping** Accounting → Manual Journals; Banking → Bank transactions When you pay a business cost personally and the company owes you reimbursement, record **one business cost and one amount owed to you**. The later reimbursement clears that amount owed; it is not a second expense. The account treatment depends on the entity and arrangement. Confirm whether this is a reimbursement payable, owner contribution, shareholder loan, or payroll-related payment before posting. The example below assumes an approved $60 business subscription that will be reimbursed, with no separate tax adjustment. ## 1\. Record the original cost Keep the receipt, business purpose, and proof that personal funds paid it. Check that the expense or vendor bill is not already in Bokeping. Have your accountant select or create an appropriate liability account, for example **Due to Owner**, in [Chart of Accounts](). The name is illustrative, not a required built-in account. Use **Accounting → Manual Journals** for the reviewed original entry: | Account | Debit | Credit | | --- | --- | --- | | Appropriate subscription expense | $60 | — | | Due to Owner | — | $60 | Set the actual business date, receipt reference, and a clear memo. Review equal totals before **Save and Close**; this posts the journal. Do not credit the company’s checking account here, because company cash did not pay the original purchase. ## 2\. Record the reimbursement once When the company actually reimburses $60, the accounting effect is: | Account | Debit | Credit | | --- | --- | --- | | Due to Owner | $60 | — | | Business checking | — | $60 | If the payment is not yet in the books and arrives in **Banking → Bank transactions**, categorize that outgoing row to the reviewed reimbursement liability account, with the receipt/reference in its memo, then review and post it. If the reimbursement was already entered through another workflow, match the bank activity to the existing record where supported; do not categorize it again as a new expense. Recording this in Bokeping does not send the money. Do not select an ordinary expense category for the reimbursement after recording the original cost. ## 3\. Check the result Profit and Loss should contain the $60 subscription cost once. After reimbursement, the related Due to Owner balance should be zero and business checking should be $60 lower. Before reimbursement, the $60 liability remains; company cash is unchanged by the original personally paid cost. For a partial $40 reimbursement, $20 remains payable. Keep each payment linked by reference to the original receipt so the outstanding amount can be explained. ## If the cost already exists Stop before adding the first journal again. Review the original bill/expense, its payment account, and any existing reimbursement balance with your accountant. A bill needing settlement, inventory purchase, payroll item, or personal withdrawal may need a different workflow. Do not connect a personal account as company checking just to make this example fit. --- Canonical page: https://bokeping.com/help/purchases/partial-bill-payments/ Markdown page: https://bokeping.com/help/purchases/partial-bill-payments.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Pay a vendor bill in installments Track the amount actually paid and the bill balance still due without creating duplicate expenses. **In Bokeping** Purchases & Expenses → Payments Made For a $1,000 vendor bill paid in two installments of $400 and $600, keep one bill and record each actual payment against it. ## Before recording a payment Open the bill in **Purchases & Expenses → Bills**. Check the vendor, reference, original amount, existing payments, and **Open Balance**. Confirm the payment has actually been made through your bank or payment method. Recording a bill payment in Bokeping documents the event; it does not by itself instruct your bank to send money. ## Record only the installment 1. Open **Purchases & Expenses → Payments Made** and start a new payment for the vendor. 2. Enter the actual **Payment Date** and **Payment Account**, with $400 in **Full Amount**. 3. Under **Bills to pay**, enter $400 in the $1,000 bill’s **Payment Amount**. 4. Check **Applied to bills** is $400 and **Excess (unapplied prepayment)** is $0. 5. Choose **Save**, then check the bill’s **Open Balance** is $600. See [record a bill payment]() for the complete form and a multi-bill example. When the second payment occurs, record the additional $600 with its actual date and reference. Use **Purchases & Expenses → Payments Made** to review the resulting payment records. Do not reduce the bill total to $400 or create a new expense for the installment. Both would misrepresent the original purchase. ## If a payment covers several bills Use the vendor’s remittance information to allocate the payment to the correct bills. Compare the sum of allocations with the amount that left the bank. Check each bill’s remaining balance afterward rather than assuming every selected bill was paid in full. ## If the vendor statement disagrees Check for unapplied payments, credits, missing bills, and different statement dates. An amount paid before any bill exists is a vendor advance; do not invent a bill or an ordinary expense simply to absorb it. Follow [vendor prepayments]() to leave the advance unapplied, then allocate it when the bill arrives. When bank activity arrives, [match it to the recorded payment](). Review **A/P Aging Summary** to confirm what remains due as of the date you need. ## Related walkthrough The [Payments Made walkthrough]() shows where Full Amount and the per-bill allocations belong. Save one payment per actual money movement, then check each bill’s remaining amount. --- Canonical page: https://bokeping.com/help/purchases/pay-bill/ Markdown page: https://bokeping.com/help/purchases/pay-bill.md Source updated: 2026-09-27 Text version of the public page. Check the canonical page for current terms and interactive features. # Record a bill payment Allocate an actual vendor payment to bills and verify what remains unpaid. **In Bokeping** Purchases & Expenses → Payments Made Record a bill payment after money has actually been paid through your bank or payment method. This bookkeeping action does not instruct the bank to send money. ## Before you begin Check the vendor’s bills, existing payments, and open balances. Have the payment date, account, amount, and bank reference ready. If the purchase was already recorded as a direct expense, do not also create a bill payment for it. ## Allocate the payment 1. Open **Purchases & Expenses → Payments Made** and start a new payment. 2. Select **Vendor Name**, **Payment Date**, and **Payment Account**. Review **Payment No.**. 3. Enter the total money paid in **Full Amount**, then add **Payment Method** and **Reference No.**. 4. Under **Bills to pay**, identify each bill using its number and **Available to apply**. Enter the portion paid in each row’s **Payment Amount**. 5. Review **Applied to bills**, **Excess (unapplied prepayment)**, and **Total paid**. For a payment fully allocated to bills, excess should be $0. 6. Choose **Save** and review any confirmation. Check both the payment record and the bills’ remaining balances. [Open full-size screenshot ↗]() ## Example: one payment, two bills These are illustrative amounts with no fees or adjustments. A $900 bank payment pays a $500 bill in full and $400 of a $700 bill. | Check | Expected amount | | --- | --- | | Full Amount / Total paid | $900 | | Applied to bills | $900 | | Excess | $0 | | First bill remaining | $0 | | Second bill remaining | $300 | When bank activity arrives, [match the $900 withdrawal]() to this payment. Do not enter another $900 expense. ## When the totals differ An excess can be a genuine [vendor prepayment]() or a mistaken allocation. Do not change the cash amount just to hide the difference. Record only real, supported adjustments with the appropriate account; a discount, fee, and advance are different events. --- Canonical page: https://bokeping.com/help/purchases/record-expense/ Markdown page: https://bokeping.com/help/purchases/record-expense.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Record an expense Record a purchase you have paid for without creating an unpaid bill. **In Bokeping** Purchases & Expenses → Expenses Use an expense for a paid business purchase, such as supplies paid for with a business card. Use a bill when you need to track an amount still owed to a vendor. **Where to go:** **Purchases & Expenses → Expenses → New**. ## Before you start Check whether the purchase already exists as a bill payment or has been posted from Banking. Keep the receipt so you can verify the amount and business purpose. ## Record the purchase 1. Enter **Payment Date**, the date the purchase was paid or charged to the card. Do not replace it with the later bank-clearing date merely because the feed arrives later. 2. Choose **Payment Account**, the bank, card, or other supported account that paid for the purchase. 3. Select **Vendor** if available. This is optional in the form, but it helps with vendor reports and applicable contractor tracking. 4. Review **Expense No.** and put an external receipt or bank reference in **Reference No.**. 5. In **Line items**, use **By expense account** for a category-based expense. Select **Expense Account**, amount, description, and applicable tax for each line. 6. Add a receipt in **Attachments** if needed. Use **Memo** for internal context, and a line **Description** to explain the individual cost. 7. Compare the total with the receipt. Choose **Save** to record the expense, or **Save as Draft** to finish later. ## Payment account versus expense account For $50 of office supplies paid with your business card, the **Payment Account** is the credit card account. The **Expense Account** describes the supplies expense. [Open full-size screenshot ↗]() _This example was saved as Draft, EXP-000001, for $50. A draft lets you review the account choices before posting; it does not establish that a real card charge occurred._ The card purchase should not also reduce your checking account at the time of purchase. Paying the card bill later is a separate movement between accounts, not a second supplies expense. ## Check the result Review the saved expense’s status, date, amount, and payment account. When the matching bank or card activity arrives, match it to the existing record. See [review bank transactions](). If you are unsure whether a purchase is an operating expense, inventory, or a long-term asset, confirm the account treatment with your accountant before posting it. --- Canonical page: https://bokeping.com/help/purchases/vendor-credits-refunds/ Markdown page: https://bokeping.com/help/purchases/vendor-credits-refunds.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Record a vendor credit or refund Separate returned goods, price allowances, bill credits, and cash refunded by a supplier. **In Bokeping** Purchases & Expenses → Vendor Credits Use a vendor credit when the supplier reduces a purchase you already recorded. Use a [vendor advance]() for money paid before a bill exists. A refund and an application to a bill are different ways to use an available credit. ## Choose what happened | Choice on the credit form | When to use it | | --- | --- | | **Returning items to supplier** | Goods physically leave your stock. Review the item, quantity, and inventory effect. | | **Price reduction — keeping the items** | The supplier reduces the price and you retain the goods. Do not record a stock return. | | **Refund for services or fees** | The credit concerns services or fees, with no goods returned. | [Open full-size screenshot ↗]() _The default is Returning items to supplier. Review this choice deliberately: a price allowance or service refund should not be treated as goods leaving stock. No credit was posted._ ## Record and review the credit 1. Open **Purchases & Expenses → Vendor Credits** and create a vendor credit. 2. Select the vendor, review the credit date/number, and retain the supplier’s credit reference. 3. Choose the credit kind above. Under **Enter line items by**, choose **By item** or **By category** to match the purchase being corrected. 4. Enter the credited lines and review the tax treatment and total against the supplier’s document. 5. Save a draft if it is incomplete. Review and post the credit before applying or refunding it. Confirm its remaining available amount. For inventory, do not use an arbitrary expense category to imitate a return. Check stock quantities and value after a physical return. ## Apply it to a bill Open the posted credit and choose **Apply to Bills**. Review the eligible bills for the same vendor, allocation amounts, and application date, then save the application. The destination bill also has **Apply credits** for eligible sources. With a $500 unpaid bill and a $100 applied credit, the bill should have $400 due and the credit should have $0 available. The application does not send or receive cash. Never also reduce the bill by $100 manually for the same credit. ## Record money the supplier refunded If the supplier sends money back instead, open the credit and choose **Refund** for the still-available amount. Review **Refund Date**, **Deposit to Account**, **Amount**, **Reference No.**, and **Description** before saving. A $100 refund increases the selected bank/cash account by $100, or reduces a credit-card liability if returned to that card, and consumes $100 of the credit. It is not new sales revenue. Match the actual bank/card refund to the saved record. **Recording a refund does not request or initiate the supplier’s money transfer.** Do not both apply and refund the same $100. If no credit remains, inspect previous applications/refunds before creating another credit. --- Canonical page: https://bokeping.com/help/purchases/vendor-prepayments/ Markdown page: https://bokeping.com/help/purchases/vendor-prepayments.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Pay a vendor before receiving the bill Record an advance once, then apply it from the bill without rewriting the original bank payment. **In Bokeping** Purchases & Expenses → Payments Made You pay a supplier $300 before receiving a $1,000 bill. Record the $300 once as an unapplied prepayment. Later, use the bill’s **Apply credits** action so $700 remains due. ## Record the advance 1. Check **Purchases & Expenses → Payments Made** for an existing payment. 2. Start a new payment. Select **Vendor Name**, the actual **Payment Date**, and **Payment Account**. 3. Enter $300 in **Full Amount** and add the payment method and reference. 4. Leave **Bills to pay** allocations at zero for this future purchase. Check that unrelated open bills have not received prefilled allocations. 5. Confirm **Applied to bills** is $0, **Excess (unapplied prepayment)** is $300, and **Total paid** is $300. 6. Choose **Save**, review the unapplied-prepayment confirmation, then choose **Save payment**. Bokeping records the unapplied amount in **Vendor Prepayments**, an asset account. It is distinct from a purchase-related Vendor Credit. Check that asset separately from Accounts Payable until the advance is applied; do not assume an open bill has already been reduced. If your form or confirmation still says **negative A/P** or suggests editing the payment later, those hints use older wording. Check the saved payment’s **GL Entries** for **Vendor Prepayments**, then use the bill’s **Apply credits** action below. Do not change the original payment to follow that older prompt. ## Apply the advance from the bill 1. [Enter and post the bill]() for the same vendor and the full purchase amount: $1,000 in this example. 2. In **Purchases & Expenses → Bills**, open the bill row’s actions and choose **Apply credits**. 3. Select the original payment by its **Source**, **Transaction No.**, and date. Enter $300 in **Credits to apply**. 4. Review the [application-date controls](). Leave **Set Applied on Date** on and enter the intended **Credits applied date**. The original payment date remains unchanged. 5. Check **Amount to credit** is $300 and **Balance after apply** is $700. Choose **Apply credits**. 6. Verify the bill has $700 due and the payment no longer has the $300 available. The original $300 bank withdrawal should remain a single transaction on its original date. [Open full-size screenshot ↗]() _Fictional US demo: the source appears as **Excess payment**. Use the date of your actual application; the September 28 date shown is only an example._ Do not edit the original payment as the routine way to apply a later advance. The dedicated action can preserve the original bank movement even when an earlier period is closed; the current application must still pass its own date and eligibility checks. ## Cross-month example Illustrative accrual-basis amounts, with no tax, fees, other vendor balances, or adjustments: | Event | Cash movement | Vendor position to check | | --- | --- | --- | | August 20: pay $300 in advance | $300 out in August | $300 Vendor Prepayments asset; A/P $0 | | September 10: post the $1,000 bill | No new payment | Bill open and A/P $1,000; Vendor Prepayments still $300 | | September 10: apply the advance | No new payment | Bill open and A/P $700; Vendor Prepayments $0 | For an ordinary operating-expense bill, the separately tested cash-basis report recognizes the allocated expense in the later application month, while accrual reporting follows the bill date. This report behavior does not determine tax treatment. Application changes which bill is settled; it does not create another expense or another bank payment. Whether the bill records an expense, inventory, or a prepaid asset depends on the purchase itself. ## If the source is missing or the date is blocked Check that the bill is posted and unpaid, the vendor matches, and the advance was not already applied, refunded, voided, or deleted. Payments with adjustments may be ineligible. Check the source row’s date and the **Set Applied on Date** setting before requesting a period reopening. If a specific historical application date is required, follow [date guidance]() rather than changing original documents. For a purchase-related supplier credit/refund, see [vendor credits and refunds](). Do not create a purchase credit merely to reverse an unused advance; its source is different. When bank activity arrives, match the original withdrawal to the existing payment once. See [vendor balance differences]() for the final reconciliation. --- Canonical page: https://bokeping.com/help/reports/ Markdown page: https://bokeping.com/help/reports.md Text version of the public page. Check the canonical page for current terms and interactive features. # Reports Financial statements, outstanding balances, and report differences. 9 guides in this collection ## Sales Tax Liability Summary [### Record a sales tax payment Record a remittance against Sales Tax Payable and reconcile it with the tax report and bank.]() ## Financial statements [### Read your financial statements Find the report that answers your business question.]()[### Why is my profit different from my bank balance? Separate earnings from loans, owner funding, transfers, and the timing of customer and vendor payments.]() ## A/R Aging Summary [### Run and reconcile A/R Aging Summary Read overdue customer balances and distinguish unapplied payments from the Balance Sheet receivable.]()[### Why does a paid invoice still appear overdue? Check receipt allocations and reporting dates before recording the customer payment again.]() ## A/P Aging Summary [### Run and reconcile A/P Aging Summary Review bills by due date and distinguish vendor credits from supplier advances.]()[### Why does a vendor balance differ from the statement? Check missing bills, payments, advances, and report dates before changing your payable balance.]() ## Inventory Valuation [### Run and reconcile Inventory Valuation Check stock quantities and carrying cost, drill into item movements, and compare with the ledger.]() ## 1099 Contractor Report [### Review the 1099 Contractor Report Check contractor details, included payments, exclusions, and year-end exports.]() ## More pages in this section - [Review the 1099 Contractor Report](https://bokeping.com/help/reports/1099-contractors.md) - [Run and reconcile A/P Aging Summary](https://bokeping.com/help/reports/ap-aging.md) - [Run and reconcile A/R Aging Summary](https://bokeping.com/help/reports/ar-aging.md) - [Read your financial statements](https://bokeping.com/help/reports/financial-statements.md) - [Run and reconcile Inventory Valuation](https://bokeping.com/help/reports/inventory-valuation.md) - [Why does a paid invoice still appear overdue?](https://bokeping.com/help/reports/paid-invoice-still-overdue.md) - [Why is my profit different from my bank balance?](https://bokeping.com/help/reports/profit-versus-cash.md) - [Why does a vendor balance differ from the statement?](https://bokeping.com/help/reports/vendor-balance-differences.md) --- Canonical page: https://bokeping.com/help/reports/1099-contractors/ Markdown page: https://bokeping.com/help/reports/1099-contractors.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Review the 1099 Contractor Report Check contractor details, included payments, exclusions, and year-end exports. **In Bokeping** Reports → 1099 Contractor Report Use this report to review contractor payment information for a selected tax year. Generating or exporting a report does not submit a return to the IRS or deliver a recipient copy. **Where to go:** **Reports → 1099 Contractor Report**. ## Prepare the vendor records In **Contacts → Vendors**, review **Track Payments for 1099**, the contractor/form classification, legal name, address, tax classification, and Tax ID against the contractor’s information. Keep the W-9 status current. Do not put a full EIN or SSN in a public screenshot or support message. A checkbox or threshold alone does not establish the correct tax treatment. Have the person preparing your information returns review the classifications and current-year requirements. ## Review the year and summary 1. Select the tax year, not merely the current month or company fiscal year. 2. Read the threshold shown for that year. Do not reuse a prior year’s threshold without checking it. 3. Use **Summary** to review contractor totals. Clear filters when a vendor seems to be missing. 4. Use the available action/status filters to find missing information, then open the vendor record to correct the underlying details. 5. Compare the report with actual payments. An unpaid bill is not the same as a payment made during that year. [Open full-size screenshot ↗]() _No reportable vendors are shown in this Demo view. An empty summary is not proof that all contractor information is complete._ ## Read the status labels carefully | Label or state | How to use it | | --- | --- | | Missing tax information | Review the vendor’s source documents and saved fields. | | On file / Verified | These describe information recorded in Bokeping. “Verified” can reflect a received W-9 and stored Tax ID; it is not an IRS TIN-match confirmation. | | Ready to file | A software filter for recorded information and amounts, not certification that a return is accurate or filed. | | No vendors / no results | Check the year, filters, contractor flag, payment dates, and threshold. The current summary may omit below-threshold vendors. | ## Trace the payments Open **Transaction Detail** to review the dates, source documents, references, accounts, and amounts behind the report. Rows flagged **Excluded — 1099-K** identify payments the report separates from included contractor payments, such as credit-card payments. For example, a contractor’s total purchases can differ from included report payments because some bills are unpaid or some payments were made by card. Do not add excluded card amounts back just to make the report equal all purchases. Investigate the payment method and actual source record first. ## Export and check the output Use the report’s available export or print controls. Confirm the company, year, totals, vendor information, and intended output before sharing it with the preparer. Treat exported contractor information as private. A PDF, spreadsheet, or status label does not establish that filing or recipient delivery occurred. If a vendor is missing despite expected payments, compare that vendor’s payment history with the report year, contractor flag, filters, and exclusions. Keep the document references when contacting support; redact full tax identifiers. --- Canonical page: https://bokeping.com/help/reports/ap-aging/ Markdown page: https://bokeping.com/help/reports/ap-aging.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Run and reconcile A/P Aging Summary Review bills by due date and distinguish vendor credits from supplier advances. **In Bokeping** Reports → A/P Aging Summary A/P Aging shows what is owed to vendors at a selected cutoff, grouped by due date. A supplier statement may include an advance or other activity that does not belong in the A/P control account. ## Run the report 1. Open **Reports → A/P Aging Summary**. The heading is **Payable Aging Summary**. 2. Set **As Date** and review **Aging periods**. The default overdue buckets are 1–30, 31–60, 61–90, and 91+ days, with a separate **Current / Not Due** column. 3. Open **More actions** to choose **Filter Vendors** or **Specific Vendors**. Clear a specific-vendor selection before comparing a company-wide total. 4. Review the displayed cutoff and use **Refresh report data** after source corrections. 5. Use **Export report** or **Print report** after verifying the filters. Scroll horizontally to see all columns on a narrow screen. [Open full-size screenshot ↗]() _This view is filtered to one fictional Demo supplier. It is not the whole-company payable total; no bill or payment was changed._ ## Example: a partly paid bill A $1,000 bill due October 15 has a $300 payment applied September 20. At September 30, its remaining $700 is **Current / Not Due**. At October 31, the same unpaid balance would be 16 days overdue. A payment dated November 1 must not reduce the October 31 snapshot. Click a vendor name or linked amount to open **Vendor Transactions**. Check that report’s date range and payable view before comparing figures; the link does not necessarily preserve the aging cutoff. ## Tie the report to the books Compare with the accrual Balance Sheet’s Accounts Payable at the same date and scope. Posted vendor credits can reduce A/P even before they are applied to a particular bill. A supplier advance recorded as an asset is different: it should not be treated as a second expense or casually netted against unrelated bills. Review any separate advance/excess-payment reconciliation information shown in your report. Use [vendor balance differences]() when the vendor’s net relationship balance differs from A/P. ## Before paying an overdue balance Open the bill and check for payments, advances available to apply, credits, disputes, and duplicate documents. An old balance is not proof that another payment is needed. If a payment exists but is unapplied or has a later application date, review that allocation rather than entering a duplicate bank payment. --- Canonical page: https://bokeping.com/help/reports/ar-aging/ Markdown page: https://bokeping.com/help/reports/ar-aging.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Run and reconcile A/R Aging Summary Read overdue customer balances and distinguish unapplied payments from the Balance Sheet receivable. **In Bokeping** Reports → A/R Aging Summary A/R Aging is a snapshot of customer balances at a selected date, arranged by how overdue they are. It is not a list of all revenue earned during a month. ## Run the report 1. Open **Reports → A/R Aging Summary**. The report heading is **Receivable Aging Summary**. 2. Set **As Date** to the cutoff you want to review. 3. Review **Aging periods**. The usual setup is 30-day intervals and four overdue buckets: **1–30**, **31–60**, **61–90**, and **91+**. **Current / Not Due** is separate. 4. Open **More actions** for customer filters. Clear **Specific Customers** when checking the whole company, and review whether zero-balance customers are excluded. 5. Read the date displayed above the report. Use **Refresh report data** after correcting source records; check the filters again before exporting or printing. [Open full-size screenshot ↗]() _The Demo customer has an unapplied $350 payment and no remaining invoice balance in this snapshot. Scroll horizontally in the app to see the final Total column._ ## Read the aging buckets A posted $1,000 invoice due August 31 with a $400 payment applied September 15 has $600 outstanding on September 30, in the 1–30 days overdue bucket. If that payment is dated October 1 instead, it should not reduce the September 30 snapshot. This example assumes no other credits or adjustments. Click a customer name or linked amount to inspect **Customer Transactions**. Recheck that report’s date range: the link may carry the customer selection without the aging cutoff. Review the original invoice, payment, and credit-application dates rather than comparing only today’s invoice status. ## Reconcile the right total Unapplied customer payments can reduce the net customer total while belonging to a separate customer-credit liability in the books. When shown, use the report’s **Unapplied customer payments (add back)** and **Accounts Receivable (Balance Sheet)** rows to understand the bridge. For example, a customer with only a $350 unapplied payment can show **−$350** in customer balances. Adding back that $350 gives **$0 A/R**. This is not an instruction to create a $350 invoice or journal just to eliminate the negative line. Compare the **Accounts Receivable (Balance Sheet)** amount with the accrual Balance Sheet at the same date, company, currency presentation, and scope. Open credit memos affecting A/R are different from unapplied cash held as customer credit. Review the source records before combining them. ## Investigate a difference Check drafts versus posted documents, later-dated payments, unapplied receipts, credit application/release dates, write-offs, and direct A/R adjustments. Clear filters and inspect the affected customer’s transactions. If a paid invoice still appears, use [this diagnosis]() before recording another receipt. --- Canonical page: https://bokeping.com/help/reports/financial-statements/ Markdown page: https://bokeping.com/help/reports/financial-statements.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Read your financial statements Find the report that answers your business question. **In Bokeping** Reports Open **Reports** to choose a report for your business question. A report summarizes the records in the selected company; it does not independently verify that every transaction is correct. ## Choose a report | Your question | Report in the sidebar | What to check | | --- | --- | --- | | Did the business make a profit? | **Profit and Loss** | Income, costs, and expenses over a date range. | | What do we own and owe? | **Balance Sheet** | Assets, liabilities, and equity as of a date. | | Where did cash come from and go? | **Statement of Cash Flows** | Cash movements over a period. | | Who still owes us? | **A/R Aging Summary** | Unpaid customer balances and how overdue they are. | | What do we still owe vendors? | **A/P Aging Summary** | Unpaid vendor balances and due dates. | | Which transactions explain an account balance? | **General Ledger** | Entries in a particular account and period. | | Do debit and credit totals agree? | **Trial Balance** | Account balances at the selected date. | | What is our stock worth? | **Inventory Valuation** | Recorded quantities and inventory values. | | What entries make up a journal posting? | **Journal** | Debits, credits, dates, and document references. | | What activity belongs to one customer or vendor? | **Customer Transactions** or **Vendor Transactions** | Sales/purchases, settlements, and adjustments in the selected period. | | What is each contact’s balance? | **Customer Balance Summary** or **Vendor Balance Summary** | Contact totals; compare advances and credits separately from aging. | | What did we sell or buy by item? | **Sales by Item** or **Purchases by Item** | Item-level activity; these do not replace the complete financial statements. | | What changed an item’s stock? | **Inventory Item Details** | Source activity for the same item, dates, and location scope. | | What sales tax needs review? | **Sales Tax Liability Summary** | Taxable sales, collected tax, payments, and remaining liability. | | Which contractor amounts need year-end review? | **1099 Contractor Report** | Contractor data and eligible payment information; viewing a report is not filing a tax form. | On the Reports landing page, **Profit/Loss Report** opens the report titled **Profit and Loss**; **Balance Sheet Report** opens **Balance Sheet**. ## Run a Profit and Loss report 1. Open **Reports → Profit and Loss**. 2. Choose **Report period**, or enter **From** and **To** dates. 3. Under **Accounting method** beside the period controls, choose **Cash** or **Accrual** for the question you are answering. When the toolbar is condensed, look under **More actions** for the same setting. 4. Confirm the displayed date range and the basis printed below the report. Use **Refresh report data** when you need to fetch the latest records. 5. Read income, cost of goods sold, operating expenses, and net income together. 6. Select a linked account amount to open its **General Ledger** detail and investigate the transactions behind the total. For a Balance Sheet, pay attention to the as-of date. It represents a position at a point in time, rather than profit earned over a range. [Open full-size screenshot ↗]() _Start with the company, date range, and accounting method. Blue account amounts open the supporting General Ledger. These are the Demo company’s records at capture time, not a target result for your books._ ## Compare or share results Use **Compare to** on Profit and Loss when you want a comparison period. Keep the accounting basis consistent across periods. Use **Export report** or **Print report** in the report toolbar. Review the company, dates, and basis on the output before sharing it; report formats and controls can differ by report. ## Why profit and bank balance differ Profit includes business income and expenses under the selected accounting basis. Your bank balance also reflects activity such as loans, owner contributions, transfers, and timing differences. A profitable month does not necessarily mean the bank balance increased by the same amount. ## If a total looks wrong Check the selected company, dates, and accounting method first. Then look for drafts, duplicate entries, opening balances counted twice, or transactions posted to the wrong account. Follow linked amounts to the source records before making an adjustment. Related: [Cash vs. accrual accounting]() and [reconcile a bank account](). Investigate [profit versus cash]() or [a paid invoice that still appears overdue](). For operational balances, follow the dedicated [A/R Aging](), [A/P Aging](), and [Inventory Valuation]() walkthroughs. Check their cutoff and scope before comparing totals with financial statements. --- Canonical page: https://bokeping.com/help/reports/inventory-valuation/ Markdown page: https://bokeping.com/help/reports/inventory-valuation.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Run and reconcile Inventory Valuation Check stock quantities and carrying cost, drill into item movements, and compare with the ledger. **In Bokeping** Reports → Inventory Valuation Inventory Valuation measures the cost carried in stock at a cutoff date. It is not the retail selling value, a physical count, or the amount paid to suppliers during a month. ## Run the report 1. Open **Reports → Inventory Valuation** and set **As Date**. 2. Open **More actions** to review the item filter and selected items. Options include all items, items with transactions, nonzero balances, and active items. 3. If enabled for your company, review branch/warehouse selections and **Group by warehouse**. Clear location filters when comparing with a company-wide account total. 4. Read the report date and scope. Use **Refresh report data** after source changes. 5. Review each item’s quantity, cost, and total value. Open a linked item or amount to inspect **Inventory Item Details** and confirm the cutoff there. 6. Export or print only after checking that the selection includes the stock you intend to reconcile. [Open full-size screenshot ↗]() _Read-only report snapshot of an existing Demo test item. This illustrates the report columns, not a completed reconciliation to the stock count or ledger._ ## Understand the amount If 15 units remain at an applicable carrying cost of $10 each, their value is $150, even if the selling price is $25. Under FIFO, multiple cost layers can contribute to that $150; a displayed average/unit amount is not a claim that every layer has that cost. See [FIFO, moving average, and cost scope]() before comparing locations or changing accounting assumptions. ## Reconcile in two stages | Check | Compare | Common causes of differences | | --- | --- | --- | | Quantity | Item movements and a physical count at the same cutoff and location. | Missing purchases/sales, returns, transfers, duplicate entries, drafts, or a count taken at a different time. | | Value | Valuation total and the relevant inventory asset accounts in the ledger at the same cutoff. | Direct journals, wrong item accounts, opening-stock duplication, cost corrections, backdated activity, or different report filters. | If items use multiple inventory asset accounts, compare the combined relevant accounts rather than only one default account. Service and non-inventory items are not inventory stock merely because they have a purchase cost. ## Investigate a discrepancy Pick one affected item and follow its opening balance, purchases, sales, returns, and adjustments in date order. For warehouse differences, check both ends of a transfer and the company’s cost scope. A backdated change may affect later costing, so verify the resulting reports after the correction. Do not post a balancing journal simply to force the ledger to equal this report: a journal alone does not repair item quantities. Use the appropriate source correction or [inventory adjustment]() after the cause is understood. --- Canonical page: https://bokeping.com/help/reports/paid-invoice-still-overdue/ Markdown page: https://bokeping.com/help/reports/paid-invoice-still-overdue.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why does a paid invoice still appear overdue? Check receipt allocations and reporting dates before recording the customer payment again. **In Bokeping** Reports → A/R Aging Summary A payment in the bank does not always mean it has been applied to the right invoice. An aging report can also intentionally show an invoice as unpaid at an earlier date. ## Check the report date first Open **Reports → A/R Aging Summary** and confirm the company and reporting date. If an invoice was unpaid on August 31 and paid on September 5, an August 31 report can correctly show it outstanding. Compare a report as of the payment or application date when checking the later settlement. A current invoice balance and a historical aging balance answer different questions. ## Trace the payment 1. Open the invoice and check its customer, amount, and payment or credit history. 2. Open **Sales & Receivables → Payments Received** and locate the receipt by reference, date, and amount. 3. Check **Applied to** and **Unapplied Amount**. The receipt may belong to another customer, have been allocated to a different invoice, or remain unapplied. 4. For an available deposit, follow [apply a customer deposit]() rather than entering another receipt. 5. Rerun the report after the correction and check the relevant reporting date. ## Check the remaining amount A $400 payment against a $1,000 invoice leaves $600 outstanding. A customer promise to pay or a pending provider payment is not the same as a completed receipt. If a processor paid the bank net of fees, compare the customer’s gross payment with the invoice. The [payout difference]() may be fees rather than an unpaid customer balance. [Open full-size screenshot ↗]() _This invoice was partially paid at capture time: $500 less $350 leaves $150 due. Use the saved payment history and the report’s as-of date to distinguish partial payment from a missing allocation._ ## If the figures still disagree Record the invoice and payment references, dates, amounts, and report filters. [Contact support]() with those details after removing sensitive information. Do not create a balancing credit or a second payment to hide an unexplained difference. --- Canonical page: https://bokeping.com/help/reports/profit-versus-cash/ Markdown page: https://bokeping.com/help/reports/profit-versus-cash.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why is my profit different from my bank balance? Separate earnings from loans, owner funding, transfers, and the timing of customer and vendor payments. **In Bokeping** Reports Profit measures income minus costs and expenses under the selected accounting method. A bank balance measures money in one account at a point in time. They should not be expected to be the same. ## Common reasons for the difference | Event | Why cash and profit differ | | --- | --- | | You invoice $1,000 and the customer has not paid. | Accrual income can be recognized before cash arrives, subject to the sale’s earning conditions. | | The business receives a $5,000 loan. | Cash increases alongside a liability; borrowed principal is not sales income. | | An owner contributes $2,000. | Cash increases without a new customer sale. | | You move $500 from checking to savings. | One bank account falls while another rises; the transfer itself is not an expense. | | You pay a credit card balance. | Purchases may already be recorded; paying the liability is not another purchase. | | You buy inventory or equipment. | The payment and recognition of cost may occur at different times. | A customer deposit can also arrive before the sale is earned. See [customer deposits]() rather than treating every incoming bank row as income. ## Compare the right reports 1. Open **Reports → Profit and Loss** and check the period and **Accounting method**. 2. Review **Balance Sheet** at the end of that period for cash, receivables, liabilities, and equity. 3. Use **Statement of Cash Flows** to investigate sources and uses of cash. 4. Follow linked balances to the underlying transactions and check large or unexpected movements. Do not compare one month’s profit with the lifetime balance of a bank account and assume the difference is missing income. ## When to investigate an error A real error may be duplicate sales from bank categorization, an owner contribution coded as revenue, missing fees, or an incorrect payment date. Correct the original classification or transaction link; do not add an entry just to make cash equal profit. Related: [Cash vs. accrual]() and [read your financial statements](). --- Canonical page: https://bokeping.com/help/reports/vendor-balance-differences/ Markdown page: https://bokeping.com/help/reports/vendor-balance-differences.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why does a vendor balance differ from the statement? Check missing bills, payments, advances, and report dates before changing your payable balance. **In Bokeping** Reports → A/P Aging Summary A vendor statement and Bokeping may use different dates or include different documents. Start with the same vendor and statement cutoff; do not enter a balancing expense simply to make totals agree. ## Compare the same period Open **Reports → A/P Aging Summary** and review the report date. Compare it with the vendor’s statement date. Inspect the vendor’s bills, payments, and credits for the same period, including opening balances from a migration. ## Trace the difference | Difference | What to check | | --- | --- | | A bill is still outstanding after payment | The payment exists but may not be allocated to that bill. | | The vendor owes you money | Look for an unapplied advance or credit before recording another payment. | | Bokeping is higher by exactly one bill | Check for a duplicate bill or a duplicated vendor opening balance. | | The vendor statement is higher | Look for a missing bill or a payment the vendor has not received/allocated yet. | | Totals changed after an earlier close | Review backdated edits and the report date with your accountant. | ## Example: $1,000 bill and $300 advance Before allocation, the $1,000 bill can remain open while a separate $300 unapplied prepayment exists. After you [allocate the original advance](), the bill should have $700 remaining. Before allocation, A/P can remain $1,000 while $300 is held separately in the Vendor Prepayments asset account. After application, A/P is $700 and that advance is consumed. Compare the prepayment schedule separately rather than forcing the open-bill total to show a net figure before application. [Open full-size screenshot ↗]() _This is the Demo company’s $300 advance application to a $1,000 bill. The application was saved and the $700 remaining balance was verified in the bill._ ## Finish the check Re-run the report after correcting the verified source record. Keep the vendor’s statement and your list of differences. Compare the A/P control account with supporting vendor balances using consistent dates; journal-only changes may not explain individual vendor documents. --- Canonical page: https://bokeping.com/help/sales-tax/invoice-tax-looks-wrong/ Markdown page: https://bokeping.com/help/sales-tax/invoice-tax-looks-wrong.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why is the sales tax on an invoice unexpected? Check exemptions, tax-inclusive pricing, line discounts, and rates before changing tax settings. **In Bokeping** Settings → Tax Settings → Tax Rates Start with the invoice inputs. Changing a tax rate used by other documents can create a wider problem without explaining this invoice. ## Check these in order 1. Confirm the customer’s details and whether **Exempt from sales tax** applies. Keep the exemption evidence required for the sale. 2. Review which items or services are taxable and the rate selected on each line. 3. Check **Amounts Are**: prices including tax and prices excluding tax produce different totals. 4. Review line discounts. A line discount affects its tax base; the whole-invoice discount and adjustment change the total without changing the tax in the same way. 5. Compare the calculated tax and total with the intended sale before sending the invoice. ## Example: a price that includes tax At an illustrative 10% rate, $100 before tax produces $10 tax and a $110 total. A $110 tax-inclusive amount contains $100 before tax and $10 tax. Selecting the wrong price mode changes what the customer pays. The 10% rate is only an arithmetic example. Use the rate and taxability that apply to the actual sale, based on the relevant authority or your tax professional. ## If tax is zero Check customer exemption, item tax settings, and the selected rate before assuming the calculation failed. A zero-tax transaction can be intentional, but it should have a supported reason. ## If the invoice was already sent or paid Review its status and payment links before correcting it. Do not add a second invoice or an arbitrary fee to hide the tax difference. Agree any credit or correction with your accountant and communicate the revised document to the customer when needed. After correcting the records, review **Reports → Sales Tax Liability Summary** for the relevant period. Bokeping’s records do not themselves register your business, file the return, or remit tax. See [set up and review sales tax](). ## Related walkthrough The [tax setup screenshot]() shows the rate fields. Review an existing invoice’s own line settings before changing a shared tax rate. --- Canonical page: https://bokeping.com/help/sales-tax/record-tax-payment/ Markdown page: https://bokeping.com/help/sales-tax/record-tax-payment.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Record a sales tax payment Record a remittance against Sales Tax Payable and reconcile it with the tax report and bank. **In Bokeping** Reports → Sales Tax Liability Summary Use **Record tax payment** to record sales tax already paid to the tax authority. This records the remittance in your books; it does not file a return or send money. ## Before you record anything Have the payment confirmation, actual payment date, amount, and paying account ready. Check whether this remittance is already in your books. | What happened? | Next step | | --- | --- | | You paid the tax authority, but have not recorded it in Bokeping | Follow the steps below. | | The payment is already recorded and the bank withdrawal has arrived | Match the withdrawal to the existing entry where an eligible match is offered. | | You have not paid the authority yet | Pay through the authority’s payment process first. This form only updates your books. | | You entered the same payment twice or selected the wrong account | [Review the record before correcting it](). | ## Review the liability first Open **Reports → Sales Tax Liability Summary**. Select the relevant period and reporting basis, then review the loaded report. Confirm the amount actually remitted against the filed return/payment confirmation. Tax collected during a period and the remaining balance owed can differ because of previous payments and adjustments. ## Record the remittance 1. In the loaded report, choose **Record tax payment**. You need permission to create sales tax payments. 2. In **Pay from**, select the bank, cash, or credit card account used for the payment. 3. Enter the actual **Payment date** and **Amount**. The form suggests the report’s balance owed; change it if you paid a different amount. 4. Add **Memo**, such as the authority, filing period, and confirmation reference. 5. Review and choose **Record payment**. This posts the bookkeeping entry immediately. Check the success message before trying again. If the amount exceeds the displayed positive balance owed, the dialog asks you to review the overpayment. Confirm the period and prior payments before proceeding; a debit tax balance may represent an advance, not an error to hide. [Open full-size screenshot ↗]() _Unsaved example: $300 from Checking Account. The Demo report had no tax due; these entries only illustrate the fields. The form was canceled, and no payment was recorded or sent._ ## Check the result | Example, no other movements | Before | After a $300 bank remittance | | --- | --- | --- | | Sales Tax Payable | $500 owed | $200 owed | | Bank account | Existing balance | $300 lower | | New tax expense from this remittance | — | $0 | 1. Refresh or reopen **Sales Tax Liability Summary**. When saved payments exist and you have permission to view them, the **Tax payments** section lists their date, number, paying account, and amount. 2. Locate your payment and check the account activity. A bank or cash remittance reduces Sales Tax Payable and the paying account; a credit card remittance increases the card liability instead of reducing a bank balance immediately. 3. Check the report’s dates. A payment after the selected period end will not reduce a balance shown at that earlier date. 4. When the bank withdrawal arrives, match it to the existing bookkeeping record where an eligible match is offered. Do not categorize it again as a new expense. ## Correct a mistaken record **Void corrects the bookkeeping record. It does not cancel a real payment to the authority or request a refund.** 1. Reopen the report and find the payment under **Tax payments**. Check its date, number, account, and amount against the payment confirmation. 2. If it is an incorrect or duplicate bookkeeping entry, choose **Void** on that row. You need permission to void sales tax payments. 3. Review the confirmation, then choose **Void payment** only for the entry you intend to reverse. 4. Confirm that the row remains visible as **Voided** and review the reversing entry in the account activity. If the real payment still needs a correct record, enter it once and check the result again. The reversal retains the original entry’s accounting date, so it can affect reports for that period. For a closed or reconciled period, follow the company’s [correction and period-close process]() with your accountant before proceeding. Do not use a new date merely to get around a restriction. ## If something does not look right | What you see | What to do | | --- | --- | | No **Record tax payment** or **Void** action | Check the report has loaded and ask the company administrator to review your [permissions](). | | A success message, but an old report balance | Refresh or reopen the report and inspect **Tax payments** before entering anything again. | | An error or uncertain save result | Check the existing payment list and account activity first. A slow refresh does not prove the save failed. | | An amount above the displayed balance owed | Compare the authority’s confirmation, selected period, and prior payments. Record the actual remittance only after understanding the difference. | | A closed-period or reconciliation restriction | Stop and use the company’s correction process; do not force a balancing expense or duplicate payment. | --- Canonical page: https://bokeping.com/help/sales-tax/set-up-sales-tax/ Markdown page: https://bokeping.com/help/sales-tax/set-up-sales-tax.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Set up and review sales tax Use tax rates on transactions and review your sales tax liability. **In Bokeping** Settings → Tax Settings → Tax Rates Bokeping helps you record sales tax on supported transactions and review the liability. Recording sales tax does not register your business with a state or file a tax return. ## Before you start Confirm where you need to collect tax and which rates apply to your sales. Use your state or local tax authority’s guidance or your tax professional for those decisions. Sales tax features also depend on your company’s plan and permissions. ## Set up and check tax 1. Open **Settings → Tax Settings → Tax Rates** and review existing rates before adding another one. 2. Choose **New tax rate**. Enter a clear **Name**, a **Code**, and the correct **Rate (%)**. Review **Applies to** so the rate is available for the intended sales or purchase documents. Review **Compound Tax** and **Non-Recoverable Tax** with your tax professional before enabling either. 3. When entering a taxable transaction, select the applicable rate and inspect the calculated tax. 4. Verify the customer’s details, taxable items, and document total before saving or sending. 5. Open **Reports → Sales Tax Liability Summary** and select the relevant reporting period. [Open full-size screenshot ↗]() _8.25% is an illustrative entry, not a recommended rate for any state or city. The form was not saved. Enter the rate that applies to the actual sale after confirming the relevant jurisdiction and taxability._ ## Check tax on an invoice Review the line’s tax rate and whether **Amounts Are** includes or excludes tax. A customer marked **Exempt from sales tax** can change the result even if you selected a tax rate on the line. Tax is calculated on the line amount after its line discount. The whole-invoice discount and adjustment change the total, not the tax. Check the calculated tax before sending the document. ## Review before filing Compare the report with your sales records and any adjustments for the period. Check that the reporting dates and tax treatment match the return you are preparing. Do not assume a rate applies to every customer or every item. If a transaction’s tax is wrong, check its inputs before changing a rate that other documents use. Related: [Create an invoice]() and [understand financial reports](). After paying the authority separately, [record the sales tax payment]() against the liability. To select rates from customer locations, see [location-based tax rules](). A rate and a location rule are separate settings. --- Canonical page: https://bokeping.com/help/sales-tax/tax-rules/ Markdown page: https://bokeping.com/help/sales-tax/tax-rules.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Set up location-based sales tax rules Map customer locations to a sales tax rate and check which rule wins. **In Bokeping** Settings → Tax Settings → Tax Rules A tax rate supplies a percentage. A tax rule maps a location to an existing rate. Create rules only for the locations and treatment your business has confirmed; a rule does not register your business or determine your legal collection obligations. **Where to go:** **Settings → Tax Settings → Tax Rules**. ## Before you start Create or review the [sales tax rate]() first. A rule needs an active rate that applies to sales. Have the location details you intend to match, and check the customer’s billing address: the customer tax-rule lookup uses that address. ## Create a rule 1. Review the existing rules to avoid overlapping duplicates, then choose **New Tax Rule**. 2. Enter a clear **Name** and the two-letter **Country Code**, such as **US**. 3. Fill **State/Province**, **City**, and **ZIP Code** only to the extent the rule should be restricted. For a US state, use its standard two-letter code. 4. Select the intended **Tax Rate**. If it is missing, check whether the rate is inactive or restricted to purchases. 5. Set **Priority** only when you need to resolve equally specific matches. Choose **Active** or **Inactive** under **Status**. 6. Choose **Create**, or save an existing rule’s changes. Confirm the location, rate, priority, and status in the list. [Open full-size screenshot ↗]() _The blank form shows the location-to-rate setup. No tax rule was created for this illustration._ ## Understand which rule wins The most specific matching rule wins: **ZIP → city → state → country**. All restrictions supplied on the rule must match. A larger Priority breaks a tie between equally specific matching rules; it does not make a country rule outrank a matching ZIP rule. | Example configuration | Expected selection | | --- | --- | | A state rule and a more specific matching ZIP rule | The ZIP rule. | | Two rules for the same location with priorities 1 and 5 | The matching rule with priority 5. | | An inactive ZIP rule and an active matching state rule | The active state rule. | Avoid equally specific duplicates with the same priority. Make the intended rule unambiguous rather than relying on an incidental ordering. ## Verify on a new document Start a new draft invoice for the intended customer. Review the customer’s billing address, exemption status, line tax rates, tax-inclusive/exclusive setting, discounts, and total. Test another relevant location before relying on a broad rule. Do not send the test document merely to check a tax calculation. A configuration change is not proof that an existing saved invoice has been recalculated. Review existing documents individually before making an authorized correction. ## If the result is unexpected Check the address spelling and state code, rule status and specificity, and whether the selected rate remains active and usable for sales. A missing or unusable rate is a configuration problem. An address that fails to match is not evidence that the sale is legally tax-free. Also check exemptions and item defaults using [unexpected invoice tax](). --- Canonical page: https://bokeping.com/help/sales/ Markdown page: https://bokeping.com/help/sales.md Text version of the public page. Check the canonical page for current terms and interactive features. # Sales & Receivables Invoices, payments received, and customer credits. 12 guides in this collection ## Invoices [### Create and send an invoice Bill a customer and check the document before sending it.]()[### Import invoices with multiple line items Group lines by invoice number and verify customer, dates, taxes, and saved status.]()[### Write off an uncollectible invoice balance Record a genuine bad debt without inventing a payment or confusing it with a sales return.]()[### Fix an invoice email that was not sent Check delivery separately from posting and retry the existing invoice without creating a duplicate.]() ## Payments Received [### Record a customer payment Apply money received to one or more invoices and check any remaining customer credit.]()[### Refund an unapplied customer payment Return a deposit or overpayment and check the remaining credit without duplicating the refund.]()[### Record a partial payment or customer overpayment Allocate the money actually received and check what is still owed or available as credit.]()[### Handle a customer deposit before invoicing Check the current entry limitation, understand customer advances, and apply an existing receipt to an invoice.]() ## Sales Receipts [### Record a sale paid immediately Use a sales receipt for an immediate sale without duplicating an invoice or payment.]() ## Estimates [### Create an estimate and turn it into an invoice Quote work, record the customer’s decision, and invoice an accepted estimate.]() ## Credit Memos [### Credit and refund an invoiced sale Reduce a posted sale, distinguish cash refunds from credits, and check inventory and customer balances.]()[### Decide between a customer credit and a refund Distinguish a reduction in a sale, unapplied money, and an actual repayment to the customer.]() ## More pages in this section - [Add a customer](https://bokeping.com/help/sales/add-customer.md) - [Create an estimate and turn it into an invoice](https://bokeping.com/help/sales/create-estimate.md) - [Create and send an invoice](https://bokeping.com/help/sales/create-invoice.md) - [Record a sale paid immediately](https://bokeping.com/help/sales/create-sales-receipt.md) - [Decide between a customer credit and a refund](https://bokeping.com/help/sales/credits-and-refunds.md) - [Handle a customer deposit before invoicing](https://bokeping.com/help/sales/customer-deposits.md) - [Import invoices with multiple line items](https://bokeping.com/help/sales/import-invoices.md) - [Fix an invoice email that was not sent](https://bokeping.com/help/sales/invoice-email-failed.md) - [Record a partial payment or customer overpayment](https://bokeping.com/help/sales/partial-and-excess-payments.md) - [Record a customer payment](https://bokeping.com/help/sales/record-payment.md) - [Credit and refund an invoiced sale](https://bokeping.com/help/sales/refund-paid-invoice.md) - [Refund an unapplied customer payment](https://bokeping.com/help/sales/refund-unapplied-payment.md) - [Write off an uncollectible invoice balance](https://bokeping.com/help/sales/write-off-invoice.md) --- Canonical page: https://bokeping.com/help/sales/add-customer/ Markdown page: https://bokeping.com/help/sales/add-customer.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Add a customer Keep customer details ready for invoices and other sales records. **In Bokeping** Contacts → Customers A customer record keeps the details used on sales documents together. Search for an existing record before adding another one. **Where to go:** **Contacts → Customers → New**. ## Enter customer details 1. Choose **Business** or **Individual** under **Customer Type**. 2. Enter the name information and select or enter the required **Display Name**. This is how you will identify the customer in your books. 3. Add **Customer Email** if you will email invoices, plus any relevant phone or website details. 4. Review the **Financial** section. The customer uses the company’s base currency. Select **Exempt from sales tax** only when that treatment applies to this customer. 5. Complete **Billing Address** and **Shipping Address** as needed. Use **Same as billing address** when they are identical. 6. Choose **Save** and review the saved record before using it on an invoice. [Open full-size screenshot ↗]() _This is an unsaved fictional example. The display name identifies the customer on documents. Leave Opening Balance empty for a new customer who owes nothing; [billing@example.com]() is a demonstration address, not a real recipient._ ## If the customer already owes you money **Opening Balance** and **Opening Balance At** describe money outstanding at your starting date. If you will import the customer’s unpaid invoices, do not also enter that same amount here. See [prepare your opening balances]() before bringing old balances across. ## Check before invoicing Confirm the display name, email, billing address, and tax treatment. A tax-exempt customer can affect tax even when a line has a rate selected, so review the invoice total before sending. If you cannot find an existing customer, check the list’s search and **Inactive** switch before creating a duplicate. Next: [Create and send an invoice](). Moving a customer list from another system? Use [the contact-import walkthrough]() to review matching names and opening balances. --- Canonical page: https://bokeping.com/help/sales/create-estimate/ Markdown page: https://bokeping.com/help/sales/create-estimate.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Create an estimate and turn it into an invoice Quote work, record the customer’s decision, and invoice an accepted estimate. **In Bokeping** Sales & Receivables → Estimates An estimate proposes a sale. It does not record a payment or create an accounts receivable balance. Use an invoice when you are ready to bill the customer. ## Create the estimate 1. Open **Sales & Receivables → Estimates** and create a new estimate. 2. Select **Customer**. Review **Estimate No.**, **Estimate Date**, **Expiration Date**, and any **Reference No.**. 3. Add each **Product/Service**, quantity, rate, discount, and tax. Check whether amounts are inclusive or exclusive of tax. 4. Add **Customer Note** and **Terms & Conditions** for the customer. **Memo** is internal to your team. 5. Review the total. Choose **Save as Draft** while preparing the quote; review the saved estimate before sending it to the customer. _Actual product form. The suggested document number is unsaved; the screenshot contains no customer records._ ## Record the decision and invoice | Stage | Next action | | --- | --- | | Draft | Review and send the estimate, or use **Mark as sent** if you already delivered it separately. Marking it sent does not send an email. | | Sent | Record **Mark as accepted** or **Mark as rejected** based on the customer’s actual decision. | | Accepted | Choose **Convert to Invoice**. Review the new invoice’s dates, lines, tax, and total before saving/posting it. | | Expired | Review the expired quote and revise it before continuing. Acceptance/conversion actions are not available in every status. | | Converted | Review the resulting invoice rather than creating a second invoice for the same sale. | Conversion opens a prefilled invoice form; opening that form is not the same as saving an invoice. Check the resulting invoice and estimate status after saving. ## If money arrives before the invoice Use [customer deposits]() for an advance. Do not make a second sale just to record the money. Later, apply the existing payment to the invoice. If an action is missing, check the estimate’s status and your [permissions](). Accepted and converted estimates have restrictions; an edit to an already sent quote should be agreed with the customer. --- Canonical page: https://bokeping.com/help/sales/create-invoice/ Markdown page: https://bokeping.com/help/sales/create-invoice.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Create and send an invoice Bill a customer and check the document before sending it. **In Bokeping** Sales & Receivables → Invoices Create an invoice when a customer owes you for a sale. Saving a draft, issuing an invoice, sending it, and receiving payment are separate actions. **Where to go:** **Sales & Receivables → Invoices → New Invoice**. ## Before you start Check the selected company and the customer’s details. Have the sale date, payment terms, descriptions, prices, and applicable tax ready. [Add the customer]() first if they are not already in your books. ## Enter the invoice 1. Select **Customer** and review the **Bill to** details. 2. Check **Invoice No.**, **Invoice Date**, **Due Date**, and **Payment terms**. The invoice number is the document’s unique number; **Reference No.** is for an external reference such as the customer’s purchase order. 3. Under **Line items**, choose **Product/Service** or enter a description for a service line. Add **Quantity**, **Rate**, and any line tax or discount. 4. Check **Amounts Are** so you know whether prices include tax. 5. Review the subtotal, tax, and total. Tax is calculated per line after its line discount. The whole-invoice discount and adjustment change the total, not the tax. 6. Complete the customer-facing notes and any internal memo, then choose the appropriate save action. ## Choose what happens next | Action | Use it when | | --- | --- | | **Save as Draft** | You need to finish or review the document later. | | **Save and close** | The invoice is ready to save, without using the email-review flow. | | **More send options → Review and send** | You are ready to review the recipient and email before sending. | | **More send options → Save & New** | You want to save this invoice and begin another. | In the sending flow, check the recipient and message before confirming delivery. Afterward, return to the invoice list and review **Status** and **Balance due**. An unpaid invoice is not evidence that an email has or has not been delivered. ## Check the saved invoice Open the invoice from the list. For a $500 maintenance-service invoice with no payment yet, check **Invoice total $500**, **Received $0**, and **Balance due $500**. The activity should show that it was posted and is awaiting payment. [Open full-size screenshot ↗]() _This fictional invoice was saved without sending an email. Posting, sending, and receiving payment are separate steps._ ## What the customer can see - **Customer message** appears on the invoice PDF under Notes; it is not the email message. - **Customer terms & conditions** appears on the PDF. Use **Payment terms** for when payment is due. - **Memo** is internal and is not shown on the customer document or email. Preview the document before sending, especially after changing your branding or customer details. ## Receive payment Use **Payment Options** on the invoice to select a configured online payment method. If none is configured, **Setup payment gateways** leads to the setup flow. See [accept online payments](). When payment is already recorded, match the incoming bank activity to that payment rather than adding new sales income. If you cannot save or send, check the validation message, required fields, customer email, and transaction date. A closed period, plan limit, or role restriction may prevent the action. Customer paid early or in installments? See [customer deposits](), [partial payments and overpayments](), and [credits and refunds](). Need to quote first? [Create an estimate](). For a new sale paid immediately with no invoice, use a [sales receipt](). If saving succeeds but delivery fails, [retry the existing invoice email](). To change reusable notes, numbering, or branding, see [Document Defaults]() and [document/email templates](). --- Canonical page: https://bokeping.com/help/sales/create-sales-receipt/ Markdown page: https://bokeping.com/help/sales/create-sales-receipt.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Record a sale paid immediately Use a sales receipt for an immediate sale without duplicating an invoice or payment. **In Bokeping** Sales & Receivables → Sales Receipts Use a **Sales Receipt** when the sale and payment happen together and no invoice already represents that sale. | Situation | Use | | --- | --- | | Customer pays for a new sale immediately | Sales Receipt. | | Customer pays an existing invoice | [Payments Received](). | | Customer pays before the future sale is invoiced | [Customer deposit](). | | A processor already recorded the sale/payment | Review the existing record and match the bank activity. | ## Enter the sales receipt 1. Open **Sales & Receivables → Sales Receipts → New Sales Receipt**. 2. Select **Customer**, review **Receipt No.**, and enter the actual **Receipt Date**. 3. Choose **Deposit Account** for where the money belongs. Use Undeposited Funds for receipts awaiting a combined deposit; use the appropriate clearing account when a processor still holds the funds. 4. Select **Payment Method** and add **Reference No.** for the receipt, POS order, or processor transaction. 5. Enter the sold **Product/Service**, quantity, rate, discount, and tax. Review the total. 6. Use **Save as Draft** for unfinished work. **Save** posts a new sales receipt; verify the posted status after saving. _Actual empty form; the suggested receipt number has not been saved._ ## Check the result A posted $200 service sale with no tax or fees records $200 in the selected deposit account and $200 of sales income, without leaving an unpaid invoice. Inventory sales also affect stock and cost of sales according to the item’s setup. Match the bank deposit to the existing receipt or [combined deposit](). Do not record another invoice, payment, or income category for the same sale. Choosing **Credit Card** as a payment method records how the customer paid. It does not itself charge a card or waive [processing fees](). --- Canonical page: https://bokeping.com/help/sales/credits-and-refunds/ Markdown page: https://bokeping.com/help/sales/credits-and-refunds.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Decide between a customer credit and a refund Distinguish a reduction in a sale, unapplied money, and an actual repayment to the customer. A credit changes what the customer owes or can use later. A refund returns money. They are related, but they are not interchangeable. ## Start with the original transaction | Situation | What to review | | --- | --- | | A $300 deposit is returned before invoicing. | The unapplied balance on the original payment. | | A customer paid $550 for a $500 invoice. | The $50 unapplied surplus, not another $50 sale. | | Goods on an invoice were returned or the price was reduced. | A credit memo against the original sale, including any tax and inventory effects. | | An invoice is unpaid and the customer cancels. | The invoice’s status and permitted correction action; no cash refund is needed if no money was received. | Open the original invoice and **Payments Received** first. Identify the amount already applied, any available credit, and any previous refund. ## Return an unapplied deposit or overpayment Open the payment in **Sales & Receivables → Payments Received**. A **Refund** action is available when there is a refundable unapplied amount and your permissions allow it. Follow [refund an unapplied customer payment]() for the refund date, account, amount, and final balance checks. If the deposit has already been applied to an invoice, it is no longer fully available as unapplied money. Review the invoice and its applications before deciding how to correct the sale or reverse the application. Do not create a second receipt or unrelated credit to force a refund through. ## Reduce an invoiced sale Use **Sales & Receivables → Credit Memos** to review the credit-document workflow. A credit memo should reflect the original customer, items or services, tax treatment, and reason for the reduction. Apply an available credit through the invoice’s **Apply credits** action when appropriate. A returned inventory item also needs the correct stock treatment. Confirm the actual goods returned rather than assuming a financial credit alone explains the physical stock movement. Follow [credit and refund an invoiced sale]() for the credit memo, return-to-stock choice, full or partial refund, and expected balance checks. ## Check the money separately Recording a bookkeeping refund is not proof that a payment provider or your bank has sent the money. Confirm the refund in the system that processes it, retain its reference, and record it only once in the books. Fees and provider timing can affect what appears on the statement. Afterward, compare the invoice balance, remaining customer credit, and bank or provider refund. For a dispute or chargeback, review the provider’s case rather than also issuing a separate refund without checking its status. If the invoice is valid but cannot be collected, review [writing off an invoice]() instead of inventing a payment. --- Canonical page: https://bokeping.com/help/sales/customer-deposits/ Markdown page: https://bokeping.com/help/sales/customer-deposits.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Handle a customer deposit before invoicing Check the current entry limitation, understand customer advances, and apply an existing receipt to an invoice. **In Bokeping** Sales & Receivables → Payments Received A customer pays $300 toward a future $1,000 sale. The advance should be recorded once and kept separate from earned sales until the appropriate invoice exists. Applying an existing $300 receipt to that invoice leaves $700 remaining. The current payment form blocks a receipt with no invoice allocation. If you see **“Enter a payment amount on at least one invoice row.”**, the receipt has not been saved. See [what to do below](). The later application steps are for an **existing unapplied receipt**, not a workaround for that blocked form. ## Choose the right treatment first | What the money represents | Which route to use | | --- | --- | | An advance toward a future invoice | Use this guide. | | Payment for an existing invoice | [Record and allocate a customer payment](). | | An accidental overpayment | Keep only the excess unapplied; [apply or refund it](). | | A refundable security deposit that is not payment for a sale | Agree a separate liability workflow before entering it. Do not assume it should eventually become invoice revenue. | | A retainer or amount described as nonrefundable | Check the agreement and what has been earned. The label alone does not determine revenue or tax timing. | | Money held in trust or on another party’s behalf | This ordinary sales-advance guide does not establish a trust-accounting workflow. | The steps below assume an ordinary business advance for a future sale. They do not decide when the business has earned revenue or owes sales tax. ## Record the money received First check **Payments Received** for an existing receipt, including online payments. Do not record the same money twice. In the current **Sales & Receivables → Payments Received → Record Payment** form, entering $300 in **Amount Received** while leaving all **Invoices to pay** allocations at zero is blocked on save. A displayed **Unapplied Amount** of $300 is only a form preview; it does not mean a receipt was created. If no invoice exists, retain the bank reference, receipt date, amount, and customer details, and [contact support]() to confirm the available entry path. Do not create a fictitious invoice or allocate the deposit to an unrelated sale to get past validation. Have your accountant confirm any alternative posting so the receipt is neither omitted nor counted twice. If a genuine invoice already exists for the money received, use [record a customer payment]() instead. A successfully saved unapplied receipt is held in a liability account named **Unapplied Customer Payments** by default. A company may have renamed it. It is not a second sales invoice or an ordinary credit memo. ## Apply it to the invoice Start here only if the original receipt is already saved and has an available unapplied amount. 1. When the sale should be invoiced, [create the invoice]() for the same customer and the full sale: $1,000 in this example. 2. In the invoice’s actions, choose **Apply credits**. 3. Find the original receipt by **Source**, **Transaction No.**, and **Transaction date**. Enter $300 in **Credits to apply**. 4. Review the [application-date controls]() before submitting, especially if the receipt predates the invoice or belongs to a closed month. 5. Check **Amount to credit** is $300 and **Balance after apply** is $700, then choose **Apply credits**. 6. Confirm the invoice has $700 due and the receipt has $0 unapplied. Applying the deposit does not receive another $300. ## Check a cross-month example These illustrative **accrual-basis** amounts assume no tax, fees, opening balances, or other transactions, and that the work is earned and invoiced in September. | Event | Cash received so far | Unapplied-payment liability | A/R | Revenue earned so far | | --- | --- | --- | --- | --- | | August 20: receive the advance | $300 | $300 | $0 | $0 | | September 10: earn the sale and post the $1,000 invoice, before applying | $300 | $300 | $1,000 | $1,000 | | September 10: apply the existing $300 | $300 | $0 | $700 | $1,000 | Compare the August 31 and September 30 Balance Sheets, the customer’s invoice/payment detail, and the relevant Profit and Loss periods. The last two rows do not create new bank receipts. If an invoice is issued before the sale is earned, this example’s revenue timing does not apply; review deferred revenue separately. ## Check the cash-basis view separately For the same no-tax, no-fee service example, Bokeping’s cash-basis report recognizes the applied amount in the application month. This behavior was checked with an isolated test company using an August 20 receipt and September 10 invoice/application. | Profit and Loss basis | August income | September income | | --- | --- | --- | | Accrual | $0 | $1,000 | | Cash | $0 | $300 | The $300 bank receipt remains dated August 20 in both cases. The unallocated advance is held separately until applied; changing the report basis does not create a second receipt. Both months’ Trial Balance and Balance Sheet were also checked for balance. **This is Bokeping’s reporting behavior for this specific workflow, not a tax-return rule.** Advance-payment tax treatment can differ. Keep the actual receipt date and have your accountant review any tax-reporting adjustments. See [cash versus accrual](). ## Match the bank activity and handle cancellations Match the incoming bank row to the existing receipt, or to the eventual [bank deposit]() when Undeposited Funds was used. Do not categorize it as another sale. For money still unapplied, follow [refund an unapplied payment](). For a sale already invoiced and paid, use [credit and refund an invoiced sale](). Check the company, customer, prior applications, refunds, and document status if the available credit is missing. --- Canonical page: https://bokeping.com/help/sales/import-invoices/ Markdown page: https://bokeping.com/help/sales/import-invoices.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Import invoices with multiple line items Group lines by invoice number and verify customer, dates, taxes, and saved status. **In Bokeping** Sales & Receivables → Invoices Use one spreadsheet row per invoice line. Repeat the same **Invoice No.** on all lines that belong to the same invoice. Do not use a separate header file and line-items file for this import. **Where to go:** **Sales & Receivables → Invoices → Import**. ## Prepare document and line fields **Invoice No., Customer, Invoice Date, Due Date, Rate, and Quantity** are required mappings in the current import. Keep document-level values consistent across lines of the same invoice. Dates in the example below use YYYY-MM-DD; match the format chosen in the importer. | Field level | Examples | Rule | | --- | --- | --- | | Whole invoice | Number, customer, invoice/due dates, payment terms, message, internal note. | Repeat consistently within that invoice’s rows. | | Individual line | Item, description, rate, quantity, line discount, tax. | Supply the values for that line only. | Customer names are matched to customer Display Names. An unmatched name can create a new customer, so a typo can create an unintended contact. Review your customer list first. Catalog item names/codes must resolve correctly; do not use a made-up item name to request automatic item creation. For an intentional non-catalog service line, leave Item blank and supply its description, rate, and quantity. Review the resulting income account. This is not appropriate for a stock sale that needs inventory tracking. ## Example: two lines, one $350 invoice [Download the invoice CSV example](). | Invoice No. | Description | Quantity | Rate | Line total | | --- | --- | --- | --- | --- | | DEMO-IMPORT-INV-101 | Maintenance visit | 2 | $150 | $300 | | DEMO-IMPORT-INV-101 | Additional inspection | 1 | $50 | $50 | Both rows use the same fictional customer and dates. They should represent **one invoice with two lines**, totaling $350 before any tax or discount. The example uses non-catalog service lines and has not been committed as an import test. Replace its identifiers and verify the mapping before use. ## Review and complete the import 1. Download the current template and prepare a small, identifiable batch. 2. Upload it and map **Invoice No.** explicitly. Do not leave the grouping key blank. 3. Review the grouped documents, required fields, matched customers/items, date formats, tax-inclusive/exclusive choice, line tax, and discounts. 4. Keep customer-facing messages and terms separate from **Internal Note**. 5. Resolve preview errors and check how many invoices will be created, not just how many spreadsheet rows exist. 6. Complete the import, read **Results**, then open each invoice in the small batch and verify its lines, total, currency, due date, and **Draft/Posted** status. 7. Only posted documents belong in the relevant receivable/report comparison. Review and post drafts through the normal invoice workflow when appropriate; an import-success message is not proof of accounting or email delivery. ## Avoid migration duplicates Do not import these invoices on top of a customer opening balance containing the same receivable. Do not invent payments to make imported totals look paid: migrate and allocate actual payments separately under the agreed cutover plan. If a batch partly succeeds, use the result’s invoice number to find all related source lines. Resolve the failed documents and inspect existing invoices before retrying. Changing the number just to bypass a duplicate warning can create a duplicate sale. --- Canonical page: https://bokeping.com/help/sales/invoice-email-failed/ Markdown page: https://bokeping.com/help/sales/invoice-email-failed.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Fix an invoice email that was not sent Check delivery separately from posting and retry the existing invoice without creating a duplicate. **In Bokeping** Sales & Receivables → Invoices An invoice can be saved or posted even if its email fails. **“Invoice saved. Email not sent.” means you should find and retry the existing invoice, not create another one.** Posting, email delivery, and payment are separate states. ## Check before retrying 1. Open **Sales & Receivables → Invoices** and find the invoice by number and customer. 2. Open it and check its total, posting status, and balance. Review the delivery/activity information and the last attempted send, if shown. 3. Confirm the recipient address with the customer’s record. Check for typos, outdated contacts, or an unintended recipient in the email form. 4. Read any error message. If the failure points to email configuration or service availability, resolve that first; repeated clicks do not fix the cause. | What you see | What it establishes | | --- | --- | | Draft | The invoice has not been posted. Review the posting effect before using a send action. | | Posted / Unpaid | An accounting receivable exists; this is not proof that the customer received an email. | | Not sent / Email failed | Delivery did not complete through this workflow. Keep the existing invoice and investigate. | | Marked as sent | Someone marked delivery manually. This does not prove Bokeping sent an email. | | Email sent | The app recorded a successful send. It does not prove the recipient read it or that their mail system placed it in the inbox. | ## Resend the existing invoice Open the invoice’s email/send action, review the recipient, subject, message, and attachments, then send when the content is correct. If the original save succeeded but delivery failed, the retry should use that same invoice number. Confirm the success message and updated delivery information after the attempt. Before resending a draft, review whether the selected action also posts it. Before resending a paid, credited, or voided invoice, make sure the customer-facing document and message accurately describe its current status. ## If the customer still cannot find it Ask them to check spam, quarantine, and their approved-sender rules using the expected company name and invoice number. Check your recorded recipient and send time before another attempt. If needed, download the correct invoice PDF and deliver it through your approved channel; a manual **Mark as sent** action records your action, not an email from Bokeping. For a support request, keep the invoice number, time, error message, and browser details. Redact private invoice content and addresses from public screenshots. Do not paste passwords or email-provider credentials. ## Confirm that the books did not duplicate Search the invoice list for the customer and amount. A retry must not create a second sale or payment. The balance should change only when a separate accounting action occurs, such as a payment or credit. If duplicates already exist, review their posting and settlement history before using the [transaction correction guidance](). --- Canonical page: https://bokeping.com/help/sales/partial-and-excess-payments/ Markdown page: https://bokeping.com/help/sales/partial-and-excess-payments.md Source updated: 2026-10-08 Text version of the public page. Check the canonical page for current terms and interactive features. # Record a partial payment or customer overpayment Allocate the money actually received and check what is still owed or available as credit. **In Bokeping** Sales & Receivables → Payments Received A payment does not have to equal an invoice total. Record the amount that actually arrived, then decide how much applies to each invoice. ## A customer pays only part of an invoice For Cedar & Pine’s $500 maintenance-service invoice with a $350 payment: 1. Open **Sales & Receivables → Payments Received → Record Payment**. 2. Select the customer, payment date, and deposit account. Enter $350 in **Amount Received**. 3. Find the correct invoice under **Invoices to pay** and enter $350 in **Payment Amount** for that row. Check other rows so none receive an unintended allocation. 4. Verify **Amount Applied** is $350 and **Unapplied Amount** is $0, then save. 5. Open the invoice and confirm its remaining balance is $150. [Open full-size screenshot ↗]() _The invoice still shows the original $500 sale. The receipt changes what remains due, not the amount of the sale._ When the remaining $150 arrives, record a separate payment with its actual date. Do not change the original $350 receipt into a $500 receipt. After both payments cover the full $500 invoice, use the [paid-in-full invoice template and completed example]() if the customer needs a standalone copy showing both payments and the zero balance. The downloads do not update your Bokeping records. ## A customer pays too much If a customer sends $550 for a $500 invoice, record $550 received and allocate $500 to the invoice. Review the $50 **Unapplied Amount** and the confirmation before saving. The extra $50 remains customer credit. It can be applied to a later invoice or handled through the appropriate [refund workflow](). Do not increase the sale or invent a fee just to absorb the difference. ## One payment covers several invoices Use one payment for the actual bank receipt, with a separate allocation to each intended invoice. A $900 receipt can pay a $500 invoice and $400 of another invoice. Total allocations must not exceed the amount received or the invoices’ outstanding amounts. ## Check before recording another payment A successful online payment may already have created a record. Check **Payments Received** and the invoice’s payment history before entering a manual receipt. A payment processor’s net payout can be lower than the customer payment because of fees; that is [a payout difference](), not necessarily a customer underpayment. Related: [Customer deposits]() and [review bank transactions](). --- Canonical page: https://bokeping.com/help/sales/record-payment/ Markdown page: https://bokeping.com/help/sales/record-payment.md Source updated: 2026-10-08 Text version of the public page. Check the canonical page for current terms and interactive features. # Record a customer payment Apply money received to one or more invoices and check any remaining customer credit. **In Bokeping** Sales & Receivables → Payments Received Use this workflow when a customer has already paid you. Recording a receipt documents the payment; it does not charge a card or collect money from the customer. ## Before you begin Have the customer, payment date, actual amount received, deposit account, and payment reference ready. Check **Payments Received** for an existing receipt, including one created by an online payment, before adding another. ## Record and allocate the receipt 1. Open **Sales & Receivables → Payments Received → Record Payment**. 2. Select **Customer**, the actual **Payment Date**, and **Deposit Account**. 3. Enter the total in **Amount Received**. Add **Payment Method** and **Reference No.**. 4. In **Invoices to pay**, enter the allocation in **Payment Amount** beside each invoice the customer intended to pay. Review any prefilled amounts. 5. Compare **Amount Applied** with **Amount Received**. **Unapplied Amount** is money left for this customer after the allocations. 6. Choose **Save** and read any unapplied-payment confirmation before proceeding. [Open full-size screenshot ↗]() _Cedar & Pine demo: the customer paid $350 toward a $500 invoice. **Amount Due** shows the invoice balance before this payment is saved._ ## Check the result For an illustrative $500 invoice and a $350 receipt, apply $350 to that invoice. The invoice should still have $150 due, and this receipt should have $0 unapplied. Do not change the invoice total to $350. Open the saved invoice and check **Invoice activity** for the $350 receipt and its payment number. In **Payments Received**, confirm **Applied to** points to the intended invoice and **Unapplied Amount** is $0. See the [partial-payment example]() for the resulting invoice view. For $550 received against the same $500 invoice, apply $500 and leave $50 unapplied. Follow [partial and excess payments]() for the next decision. When the bank feed arrives, [match it to the existing record]() instead of categorizing it as another sale. If you used a holding account, match the eventual deposit to the bank-deposit record as appropriate. Once the customer’s payments cover the full invoice, you can share a clear record of the completed payment. See the free [paid-in-full invoice template and example]() for Excel, Word, and printable PDF formats, plus the differences from Bokeping’s own invoice and payment documents. ## If the invoice is missing Check the company, customer, invoice status, and remaining balance. Already-paid invoices do not need another allocation. If no invoice exists yet, read the [current customer-deposit limitation]() before trying to save an unallocated receipt. --- Canonical page: https://bokeping.com/help/sales/refund-paid-invoice/ Markdown page: https://bokeping.com/help/sales/refund-paid-invoice.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Credit and refund an invoiced sale Reduce a posted sale, distinguish cash refunds from credits, and check inventory and customer balances. **In Bokeping** Sales & Receivables → Credit Memos A credit memo reduces a sale or gives the customer a credit. A refund records money returned. Choose the route that matches the original transaction before creating either one. ## Choose the route | Situation | Route | | --- | --- | | Deposit or overpayment still unapplied | [Refund the original unapplied payment](); do not reduce a sale that never occurred. | | Unpaid invoice needs a reduction | Create a credit memo and apply it to the remaining invoice balance. No cash refund is needed for money never received. | | Fully paid sale is partly or fully returned | Create the appropriate credit memo, then refund its available credit or leave it on account by agreement. | | Partly paid sale is canceled | Separate the unpaid balance to be credited from cash actually received and potentially refundable. | | Provider already reversed a payment or opened a dispute | Review its status and existing Bokeping records first; a second manual refund may duplicate the reversal. | ## Create the credit memo 1. Open the original invoice. Where available, use **Create Credit Memo from Invoice** so the new credit retains its source relationship. Otherwise start from **Sales & Receivables → Credit Memos → New**, retaining the original invoice reference. 2. Check **Customer**, **Credit Memo No.**, **Credit Memo Date**, **Reason**, and **Reference No.**. 3. Review every copied line. Keep only the quantities/amounts being credited, with the appropriate tax and discount treatment. A partial return should not credit the whole invoice. 4. For inventory, review **Return items to stock** when shown. Turn it on only when the relevant units should actually return to tracked stock. A price allowance without returned goods should not increase stock. 5. Review the total. **Save** posts the credit; **Save as Draft** does not make it available for application or refund. 6. Inspect the saved credit before proceeding. If an optional **Apply to invoice** action fails after saving, inspect both records before retrying; do not create a second credit memo. For returned stock, starting from the original invoice preserves the sale’s cost relationship. A standalone return may use a different cost basis. Review the stock and cost impact instead of also recording a separate inventory increase for the same return. ## Example: a $100 service allowance [Open full-size screenshot ↗]() _A filled, unsaved service example. The original item price was $500; the credit line was changed to the $100 allowance. No goods are being returned, and no credit or refund was posted._ A service allowance reduces the sale by the agreed amount. If goods are involved, review the source invoice and stock-return choice instead of copying this no-inventory example. ## Reduce an unpaid balance Use **Apply Credit to Invoice** on a posted credit with an available balance, or **Apply credits** on the destination invoice. Apply only the intended amount and review the date and resulting invoice balance. If a credit should stay available for a cash refund, do not spend that same amount against another invoice. ## Record the cash refund 1. Confirm the actual refund through the bank/provider workflow and check whether Bokeping already recorded it automatically. 2. For a refund that still needs a bookkeeping record, open the posted credit memo with available credit and choose **Refund Credit Memo**. 3. Review **Refund date**, **From account**, and **Amount** against the repayment. Add its **Reference No.** and **Description**. 4. Choose **Refund** to save, then verify the remaining credit and cash account. This form records the bookkeeping event; it does not prove a provider has sent money. ## Worked checks These are illustrative accrual examples with no tax, fees, or inventory costs. | Original situation | Credit and refund | Expected result | | --- | --- | --- | | $500 service invoice paid in full; $100 allowance refunded | $100 credit memo; $100 cash refund | Net sale $400, net cash retained $400, no remaining customer credit | | $1,000 service invoice with $400 paid; entire sale canceled | $1,000 credit memo; $600 applied to the outstanding invoice; $400 refunded | Original invoice due $0, credit remaining $0, net sale and cash retained $0 | The original receipt remains part of the audit trail. Do not delete a genuine historical payment to represent a later refund. With tax, stock, processor fees, or prior credits, reconcile those components separately before considering the return complete. --- Canonical page: https://bokeping.com/help/sales/refund-unapplied-payment/ Markdown page: https://bokeping.com/help/sales/refund-unapplied-payment.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Refund an unapplied customer payment Return a deposit or overpayment and check the remaining credit without duplicating the refund. **In Bokeping** Sales & Receivables → Payments Received Use this guide for money still unapplied on a customer payment, such as an unused deposit or accidental overpayment. For a reduction of an invoiced sale, start with [credits and refunds](). ## Check before refunding Confirm the original receipt, customer, refundable unapplied amount, and any previous refund. If a payment provider has already refunded it or a dispute is open, check that status first. Recording the bookkeeping refund does not by itself prove the bank or provider sent money. ## Record the refund 1. Open the payment in **Sales & Receivables → Payments Received**. 2. Choose **Refund** when it is available. The action depends on refundable unapplied money and your permissions. 3. Review **Refund date**, **From account**, and **Amount** against the actual repayment. Do not exceed the remaining refundable amount. 4. Add **Reference No.** and **Description** so the refund can be matched to the bank or provider record. 5. Choose **Refund** in the form to save the bookkeeping record. 6. Check the remaining customer credit and the refund record. Keep evidence of the actual repayment separately. The current shared refund form can be headed **Refund Credit Memo** even when opened from a payment’s **Refund** action. Start from the correct original payment and verify its available amount; the heading is not an instruction to create a new credit memo. ## Recognize the refund form [Open full-size screenshot ↗]() _Opened from a Demo receipt with $350 unapplied. The amount was changed to $50 for illustration; From account is still unselected. The form was closed without saving or returning money._ For that example, a successfully recorded $50 refund would leave $300 unapplied, assuming no other applications or refunds. Always compare with the original receipt; do not assume the form’s starting amount is the amount you intend to return. ## Example: return only the extra $50 A customer paid $550 for a $500 invoice. The invoice has $500 applied and is settled; the payment has $50 unapplied. Refund only the extra $50. Afterward, the invoice should remain settled and the refundable surplus should be $0. If the full deposit has already been applied, it is not available as unapplied money. Review the invoice and its credit/application history rather than creating another receipt to force a refund. ## If the action is missing Check whether the surplus was already used or refunded, then check [permissions]() and [transaction restrictions](). For a provider failure, retain the provider reference and contact support without including card numbers or credentials. --- Canonical page: https://bokeping.com/help/sales/write-off-invoice/ Markdown page: https://bokeping.com/help/sales/write-off-invoice.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Write off an uncollectible invoice balance Record a genuine bad debt without inventing a payment or confusing it with a sales return. **In Bokeping** Sales & Receivables → Invoices Use **Write off balance** when a valid invoice balance is genuinely uncollectible. A price concession, returned sale, or incorrect invoice may instead need a credit memo or correction. ## Before writing it off Check that all real payments and credits are applied first. Confirm the remaining balance and the reason with the person responsible for the books. A write-off does not collect money or automatically establish a tax deduction. ## Record the write-off 1. Open **Sales & Receivables → Invoices** and select the eligible invoice’s **Write off balance** action. 2. Review **Date** and **Write-off amount** against the outstanding balance. 3. Choose the appropriate **Expense Account**, such as the company’s bad-debt expense account. 4. Enter a **Reason** that explains the decision and review before saving. 5. Check the resulting write-off status, invoice balance, receivables, and expense for that date. For a $1,000 invoice with $700 already paid, the remaining $300 is the amount to review for write-off. The original $700 payment stays in the books; the write-off is not another payment. ## If it is blocked or was a mistake Voided, already written-off, and fully settled invoices cannot use the same write-off action. A live credit memo raised against the invoice also blocks write-off; review whether that credit should settle the balance instead. A not-yet-overdue invoice shows an additional warning; that does not make it automatically appropriate to write off. A written-off invoice has restrictions on edits, voiding, and deletion. Use the available **Cancel write-off** action and review its result before making a correction. Respect the company’s closed periods rather than moving dates merely to bypass a lock. Review cash-basis and tax treatment separately with your accountant, particularly when the sale was never included in taxable income. --- Canonical page: https://bokeping.com/help/settings/ Markdown page: https://bokeping.com/help/settings.md Text version of the public page. Check the canonical page for current terms and interactive features. # Settings Company details, team access, tax settings, and payment methods. 11 guides in this collection ## Company [### Review your company settings Set your business details, fiscal year, report defaults, and document branding.]() ## Team & Access [### Invite your accountant or a team member Give the right person access to the right company.]()[### Maintain team roles and remove access Review member roles, invitation status, and external-accountant access without confusing them with ownership.]()[### Why can I view a page but not create or edit? Check the company, role, plan, document limits, and transaction state before changing access.]() ## Documents & templates [### Customize document and email templates Review branding previews, email variables, and the difference between a template and an actual send.]()[### Set invoice numbering, notes, and terms Choose numbering for new invoices and edit reusable document notes without changing old records.]() ## Tax Settings [### Set up and review sales tax Use tax rates on transactions and review your sales tax liability.]()[### Why is the sales tax on an invoice unexpected? Check exemptions, tax-inclusive pricing, line discounts, and rates before changing tax settings.]() ## Tax Rules [### Set up location-based sales tax rules Map customer locations to a sales tax rate and check which rule wins.]() ## Payment Methods [### Accept online invoice payments Connect a supported payment provider and understand what happens after a customer pays.]()[### Set up Stripe or Forte for your company Find the company payment configuration and understand provider-specific setup requirements.]() ## More pages in this section - [Set invoice numbering, notes, and terms](https://bokeping.com/help/settings/document-defaults.md) - [Customize document and email templates](https://bokeping.com/help/settings/document-templates.md) - [Set up Stripe or Forte for your company](https://bokeping.com/help/settings/payment-provider-setup.md) --- Canonical page: https://bokeping.com/help/settings/document-defaults/ Markdown page: https://bokeping.com/help/settings/document-defaults.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Set invoice numbering, notes, and terms Choose numbering for new invoices and edit reusable document notes without changing old records. **In Bokeping** Settings → Document Defaults Document defaults save repeated setup for future documents. They do not renumber existing invoices or prove that an old document has been updated. **Where to go:** **Settings → Document Defaults → Defaults**. ## Choose invoice numbering 1. Under **Invoice Numbering**, choose **Company-wide (default)** for one shared sequence, or **Per customer** for a fixed random prefix and separate sequence for each customer. 2. Select **Number increment**, from 1 through 9. An increment of 1 creates consecutive sequence numbers; an increment of 2 advances by two each time. 3. Review the example and choose **Save numbering settings**. 4. Start a new invoice to confirm the numbering behavior. Do not create or post dummy invoices in live books merely to reserve numbers. A new sequence starts at 1. Existing invoices **and existing drafts** keep their numbers. Switching methods does not reset either sequence, so it should not be used as a way to restart numbering. [Open full-size screenshot ↗]() _The Demo company uses the company-wide sequence with increment 1. Settings were inspected without changing them._ ## Set reusable notes and terms Under **Document types**, choose **Edit** beside Invoices, Estimates, Sales Receipts, or Credit Memos. Review the available customer-note/receipt-message and terms fields, save the intended text, and open a new document of that type to verify it. For example, a short invoice note could say “Thank you for choosing Cedar & Pine.” Keep payment instructions accurate and use your approved terms. A message that says “Net 30” is not a replacement for setting the actual payment terms and due date on an invoice. ## Choose the right setting | You want to change | Use | | --- | --- | | Numbering, default notes, or terms | Document Defaults. | | PDF colors, logo, or a document branding template | [Document Templates](). | | Email subject and message | Email Templates, covered in the same template guide. | | A single invoice’s date, recipient, or amount | The invoice itself. | ## Check before sending Review the new document’s number, due date, notes, terms, and PDF. Check for old bank instructions or wording that does not apply to this customer. Previously downloaded PDFs and emails already sent do not change when you save new defaults. --- Canonical page: https://bokeping.com/help/settings/document-templates/ Markdown page: https://bokeping.com/help/settings/document-templates.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Customize document and email templates Review branding previews, email variables, and the difference between a template and an actual send. **In Bokeping** Settings → Document Defaults A document template controls customer-facing presentation. An email template supplies a subject and message. Neither is a payment-provider connection, an accounting entry, or proof of delivery. ## Review a document template 1. Open **Settings → Document Defaults → Document Templates**. 2. Choose **Manage** for the document type. Invoices, Estimates, Sales Receipts, Credit Memos, Payments Received, and Purchase Orders have their own entries. 3. Open an existing template or use the creation action. For invoices, the empty-state action is **Create Invoice Branding**. 4. Enter a **Template Name** and review **Primary Color**, **Secondary Color**, and the company-logo controls available for that type. 5. Inspect the preview. Invoice branding offers **PDF Document**, **Payment Page**, and **Email Receipt** previews. Sample amounts and customer details are illustrations, not company transactions. 6. Save when ready. Reopen the relevant document and inspect the template actually selected there before exporting or sending it. Do not assume that creating a template changes every document or that all document types expose the same controls. A disabled **Content** tab does not offer an editable layout in that view. A payment method shown in branding still needs a working provider configuration. [Open full-size screenshot ↗]() _Cropped view of the real unsaved branding editor. The form was canceled; no branding settings or payment methods were changed._ ## Customize an email 1. Open **Settings → Document Defaults → Email Templates**. 2. Choose **Edit template** for the exact email type, such as **Invoice** or **Invoice Reminder**. These are separate templates. 3. Edit **Subject** and **Body (plain text)**. Use the **Available variables** chips to insert values at the cursor. 4. Keep the exact spelling and spaces in tokens such as `{Customer Name}`, `{Invoice Number}`, or `{Payment Link}`. Do not invent token names or replace a variable with one customer’s private information. 5. Use **Show preview** to check the message layout. This preview can still display tokens; it is not proof that a real recipient’s details or payment link have resolved. 6. Choose **Save**, then review the email form on the intended document before sending. Saving a template does not itself send a message. [Open full-size screenshot ↗]() _The default invoice email was viewed without editing or sending it. Variables remain visible in the editor._ ## If the output looks wrong - **An old logo or style appears:** check the document type and the template selected on the document, then generate a fresh PDF. - **A variable stays literal:** insert a supported chip from that email type; verify its spelling and spaces. Do not assume every type supports invoice variables. - **No usable payment option appears:** check [Payment Methods](), company/provider status, and the invoice’s eligibility. - **The email fails:** follow [invoice email recovery](). Changing a template is not a reason to recreate the invoice. Keep internal notes out of customer-facing notes, terms, and email text. Recheck the actual recipient and attachment every time sensitive billing information is sent. --- Canonical page: https://bokeping.com/help/settings/payment-provider-setup/ Markdown page: https://bokeping.com/help/settings/payment-provider-setup.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Set up Stripe or Forte for your company Find the company payment configuration and understand provider-specific setup requirements. **In Bokeping** Settings → Payment Methods Configure the provider belonging to the company that will receive payments. You need an appropriate provider account and permission to manage the company’s payment settings. Processing charges are separate from the Bokeping software trial. ## Choose the provider Open **Settings → Payment Methods**. Review the Stripe or Forte card and choose **Set it up** for an unconfigured provider. For an existing connection, confirm the intended company before editing it. [Open full-size screenshot ↗]() _This demo company has no payment provider connected. **Not set up** means the company cannot yet offer that provider on its invoices._ **One provider connection per company:** choose Stripe or Forte. If one is already configured, the other provider’s setup is unavailable. Switching **Offer on invoices** off keeps the existing connection, so it does not free the company to connect the other provider. ## Stripe: company API keys The company-key setup form contains: - **Environment**: Sandbox (test mode) or Production (live). - **Secret key** and **Publishable key**: credentials from the same Stripe account and environment. Review the form’s permissions guidance if using a restricted key. Choose **Save and enable** for initial setup. Bokeping attempts to configure the webhook when saving; inspect any error and the resulting connection status instead of assuming pasted keys were accepted. If your deployment presents a Stripe Connect authorization flow instead of API-key fields, follow that displayed flow for the intended Stripe account. The two setup methods are alternatives; do not configure a second provider account to work around a failed connection. ## Forte: account and webhook configuration The Forte setup form includes **Environment**, **API URL**, **Organization ID**, **Location ID**, **API Access ID**, **API Secure Key**, and **Webhook Secret**. Use the values supplied for your own Forte account and selected environment. Copy the exact webhook URL shown in Bokeping to Forte’s webhook settings, and follow the form’s event and secret instructions. The URL is read-only in Bokeping. Choose **Save and enable**, then check the resulting status and any validation message. After connecting Forte, review **Card** and **Bank account (eCheck)**. Customers can choose from the methods you turn on. Bank payments also require your Forte merchant account to be approved for eCheck; turning on the switch does not grant that approval. Keep at least one method on while Forte is offered on invoices. ## Pause collection or switch providers | What you want to do | Action | Effect | | --- | --- | --- | | Temporarily stop accepting new online payments | Turn **Offer on invoices** off and review the confirmation. | Customers cannot pay through that provider, including checkout pages already open. The connection and configuration are kept. | | Resume using the same connection | Turn **Offer on invoices** back on. | The provider can be offered again; check its status and the invoice’s Payment Options. | | Change from Stripe to Forte, or the reverse | Review the existing provider’s **More actions → Delete connection** confirmation before removing it, then set up the other provider. | Off alone is insufficient. Deleting a connection is not the reversible pause control. | Before deleting a connection, read the confirmation’s impact on unpaid invoices and confirm how customers will pay them afterward. Once the new provider is ready, review **Payment Options** on outstanding invoices and check their customer-facing payment pages. Do not assume existing invoices automatically offer the replacement. ## Before accepting live payments Check the company, provider account, environment, enabled payment options, and provider setup requirements. Sandbox configuration is not a live connection. Inspect any payment-sync warning before relying on automatic bookkeeping. A configured provider does not mean an invoice is paid. Verify individual payment status and reconcile gross receipts, fees, and net payouts using [payout differences](). Never send secret keys, card numbers, or webhook secrets in a support request or public screenshot. Share the provider name and a non-sensitive error description instead. --- Canonical page: https://bokeping.com/help/troubleshooting/ Markdown page: https://bokeping.com/help/troubleshooting.md Text version of the public page. Check the canonical page for current terms and interactive features. # Troubleshooting Find a problem and follow its guide in the relevant Bokeping module. ## Getting Started [### Recover a failed or partial import Read import outcomes, correct only the missing records, and avoid duplicating successful rows.]() ## Banking [### Bank transactions are not syncing Check connection status and missing activity before reconnecting or importing again.]()[### What to do when a bank transaction appears twice Separate duplicate feed rows from an existing accounting record before excluding or correcting anything.]()[### Why is the bank payout smaller than the invoice payment? Reconcile processor clearing, fees, refunds, and net bank payouts without recording the sale twice.]() ## Sales & Receivables [### Fix an invoice email that was not sent Check delivery separately from posting and retry the existing invoice without creating a duplicate.]() ## Products & Inventory [### Why does stock in Bokeping differ from my count? Check item type, dates, opening stock, and source documents before changing inventory quantity.]() ## Accounting [### Why can I not edit, delete, or void a transaction? Find the linked payment, bank match, reconciliation, or locked period that affects a correction.]() ## Reports [### Why is my profit different from my bank balance? Separate earnings from loans, owner funding, transfers, and the timing of customer and vendor payments.]()[### Why does a paid invoice still appear overdue? Check receipt allocations and reporting dates before recording the customer payment again.]()[### Why does a vendor balance differ from the statement? Check missing bills, payments, advances, and report dates before changing your payable balance.]() ## Settings [### Why is the sales tax on an invoice unexpected? Check exemptions, tax-inclusive pricing, line discounts, and rates before changing tax settings.]()[### Why can I view a page but not create or edit? Check the company, role, plan, document limits, and transaction state before changing access.]() ## More pages in this section - [Bank transactions are not syncing](https://bokeping.com/help/troubleshooting/bank-not-syncing.md) - [Why can I not edit, delete, or void a transaction?](https://bokeping.com/help/troubleshooting/cannot-change-transaction.md) --- Canonical page: https://bokeping.com/help/troubleshooting/bank-not-syncing/ Markdown page: https://bokeping.com/help/troubleshooting/bank-not-syncing.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Bank transactions are not syncing Check connection status and missing activity before reconnecting or importing again. **In Bokeping** Banking → Bank transactions Missing activity does not always mean a bank connection has failed. Start by identifying the account and the exact dates that are missing. ## Check these first 1. Confirm that you are in the correct company and bank account. 2. Check the date filters and the **Pending**, **Posted**, and **Excluded** tabs. Activity may already be present in another state. 3. Look for a connection error or a request to reauthenticate with your bank. 4. If prompted, complete the bank’s verification flow. Allow the connection window if the browser blocked it. 5. Compare the missing dates with the bank’s own records. A pending bank transaction may not yet be available in the feed. ## Check whether the account is connected In **Banking → Bank transactions**, select the account card and review its connection status. An account labeled **Manual** or showing a last upload is not proof of an active automatic feed. File imports do not create a bank connection. Use **Update** to request available connected-account updates, and follow any reconnect or authentication prompt. Repeated requests do not make bank-pending activity settle sooner. ## Avoid creating duplicates Do not repeatedly connect the same account or import the same date range while investigating. If you need a manual import to fill a gap, identify the missing range and review overlaps before posting anything. See [review bank transactions]() for the difference between matching, categorizing, and excluding a row. ## Still missing? [Contact support]() with the bank name, approximate missing date range, the last successful activity you can see, and the error message. Include a screenshot only after hiding account numbers and other sensitive information. Do not send your bank password or verification codes. Support does not need them to understand which step failed. --- Canonical page: https://bokeping.com/help/troubleshooting/cannot-change-transaction/ Markdown page: https://bokeping.com/help/troubleshooting/cannot-change-transaction.md Source updated: 2026-09-28 Text version of the public page. Check the canonical page for current terms and interactive features. # Why can I not edit, delete, or void a transaction? Find the linked payment, bank match, reconciliation, or locked period that affects a correction. A transaction can be restricted because other records depend on it. Editing, deleting, voiding, refunding, and reversing an application have different effects; choose the correction that matches what actually happened. ## Start with the message and record history Write down the document type, reference, status, date, and exact error. Check whether the issue affects one record or every record you try to change. | Possible cause | What to review | | --- | --- | | A payment or credit is applied. | The invoice or bill’s settlement history and the associated payment or credit. | | A payment is matched to bank activity. | The matching bank row and its accounting link. | | The transaction is marked cleared or reconciled. | The reconciliation draft or completed statement period; a cleared draft selection can also restrict changes. | | The date is in a locked period. | The company’s period controls and the accountant’s close process. | | Your role or plan restricts the action. | [Access and plan checks](). | ## Choose the correction deliberately For a typo on an editable draft, use the permitted edit action. For a completed event that needs to be reversed, review the relevant void, credit, refund, or reversal workflow and its downstream effect. Do not assume deleting a bill also safely undoes its payment, or that deleting a payment is equivalent to refunding a customer. Some applied or reconciled records cannot be deleted at all. ## Keep financial history intact Before unmatching, changing a settlement, or reopening a period, identify the effect on bank reconciliation, customer or vendor balances, and issued reports. Have the person responsible for the books review a prior-period correction. Do not change a transaction date to today merely to bypass a lock, or create an offsetting duplicate to suppress the message. ## Get help with a blocked correction [Contact support]() with the reference, attempted action, and error text. Explain the intended outcome—for example, “this receipt was entered twice”—so the appropriate correction can be identified. Hide account numbers and other sensitive information in screenshots. --- Canonical page: https://bokeping.com/pricing/ Markdown page: https://bokeping.com/pricing.md Text version of the public page. Check the canonical page for current terms and interactive features. Pricing # Bokeping Pricing & Plans Free gets your books started. Standard saves you time. Pro helps you manage a growing team. Prices in USD, per company · Each company is billed separately Monthly billing selected. Paid prices are billed monthly. 2 months free ↓ ## Start with Pro for free Your Pro trial runs through December 31, 2026 or 30 days from creating your first company, whichever is later. - No credit card required - No automatic charges Return to Free at trial end, or choose a paid plan. **Trial details** Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. Creating another company does not extend the trial. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. Nothing is charged automatically. ## Choose your Bokeping plan Every plan includes free accountant access — it never counts as a user. ### Free Get started $0/ month Free forever For owners doing their own books and businesses just getting started. One Pro trial per account, starting with your first company - 1 user - Import bank transactions (CSV) - 20 of each sales & purchase record / month - Track income, expenses & bills - Financial statements - Free accountant access [Start for free]() No credit card required Most Popular ### Standard Save time running your business $29/ month Billed monthly · or $290/year For most small businesses running day to day. One Pro trial per account, starting with your first company - Up to 3 users - Automatic bank feeds - Unlimited invoices, bills & expenses - Sales tax tracking - Inventory & purchase orders - Financial statements [Start with Standard]() No credit card required ### Pro Manage your growing team $59/ month Billed monthly · or $590/year For teams with more people, locations, and permissions to manage. One Pro trial per account, starting with your first company - Up to 10 users - Everything in Standard - Roles & permissions - Multiple stores & warehouses within one company - Advanced inventory - Priority support [Start with Pro]() No credit card required [Compare full plan features]() [See all costs]() · More than 10 users? [Talk to us]() Which plan fits? ## Start from how you work Three honest answers to “which one am I?” — and you can change your mind any time. [Free Just getting started, doing it yourself Import your bank’s CSV, record up to 20 of each kind of sale and purchase a month, and see your statements. Move up when the manual steps start costing you time. See Free]()[Standard Running your business day to day Bank feeds come in on their own, invoices, bills, and expenses are unlimited, and sales tax, inventory, and purchase orders are all included. Up to 3 users. See Standard]()[Pro A team with more to manage Up to 10 users, roles and permissions, multiple stores and warehouses within one company, and advanced inventory. Each company has its own subscription. See Pro]() Compare plans ## Compare all features Accountant access is free on every plan. Each company has its own subscription and is billed separately. A Pro subscription covers one company, including its stores and warehouses. Swipe to compare all three plans Compare features included in Free, Standard, and Pro. | Compare features | Free $0 [Start for free]() | Standard $29 / month [Start with Standard]() | Pro $59 / month [Start with Pro]() | | --- | --- | --- | --- | | Everyday accounting | | | | | Sales records Invoices, estimates, sales receipts, credit memos, payments received | 20 each / month | Unlimited | Unlimited | | Purchase records Bills, vendor credits, payments made, expenses | 20 each / month | Unlimited | Unlimited | | Financial statements | Included | Included | Included | | Sales tax | Not included | Included | Included | | CSV & QBO file import | Included | Included | Included | | Data export | Included | Included | Included | | Banking | | | | | Bank transactions | CSV import | Automatic bank feeds | Automatic bank feeds | | Bank reconciliation | Included | Included | Included | | Inventory & purchasing | | | | | Inventory | Not included | Basic | Advanced | | Purchase orders | Not included | Included | Included | | Multiple locations More than one store or warehouse within the same company | Not included | Not included | Included | | Team & support | | | | | Users | 1 | Up to 3 | Up to 10 | | Accountant access | Free | Free | Free | | Roles & permissions | Not included | Not included | Included | | Support | Email & chat | Email & chat | Priority email & chat | **Basic inventory** tracks what you bought, what you sold, what’s left, and your cost of goods sold. **Advanced inventory** adds stock across multiple warehouses and stores, and transfers between them. Billing ## Monthly and annual billing explained Bokeping monthly pricing is billed one month at a time. Bokeping annual pricing is paid for the full year up front. Prices are in USD per company, with a separate subscription for each company and the same features for either billing period. Each payment buys one month or one year of access. Canceling does not trigger a refund, and your paid plan stays active until the end of the period you’ve paid for. For a downgrade, we recommend buying the lower-priced plan after your current period ends; switching earlier takes effect immediately without carrying over your remaining time. See our [billing and cancellation terms](). Bokeping regular monthly and annual subscription prices per company. | Plan | Monthly billing | Annual billing | | --- | --- | --- | | Free | $0 per month | Free forever | | Standard | $29 per month | $290 / year $24.17 / month equivalent · 2 months free | | Pro | $59 per month | $590 / year $49.17 / month equivalent · 2 months free | What it actually costs ## The whole bill, not just the sticker Know what your subscription covers, and which services cost extra. Support Email and chat on every plan, answered by people within one business day. Pro gets priority in the queue. Users Users are included up to your plan’s limit. Accountant access is free on every plan — two external accountant logins that do not count toward that limit. Bank connections Automatic bank feeds are included from Standard up. CSV bank import is included on every plan. Accept online payments Accept invoice payments through Stripe or Forte. Transaction fees apply, including during the trial; rates depend on your provider. Moving in File import is included on every plan. Use CSV/XLSX for supported records, or QBO for bank and credit-card transactions. Leaving Export any time, with no exit fee. If you cancel a paid plan, access continues until your paid period ends, followed by twelve months of read-only access and export. You can also choose to continue on Free. Bokeping doesn’t run payroll or file taxes. **Worked example See a sample monthly bill Sample monthly total $147.40** ### A monthly bill after the trial period After its free Pro period ends, a small business chooses Standard with monthly billing. It invoices $8,000 in a month and takes half of it by card — $4,000 arriving as eight online payments. Their accountant is in the books, their bank feed is connected, and they imported last year’s history when they moved in. Here’s what that month costs: Standard subscription Monthly billing; annual billing is $290 up front — two months free $29.00 Stripe processing on $4,000 of card payments Illustrative rate of 2.9% of $4,000 = $116.00, plus $0.30 × 8 payments = $2.40 $118.40 Accountant access Free on every plan — two logins per business, outside the user count $0.00 Bank feeds Included with Standard $0.00 CSV & QBO import Included on every plan $0.00 Monthly total $147.40 Of the $147.40, $118.40 goes to Stripe, not to us. The Bokeping subscription is the $29.00 on the top line, and it’s the same $29.00 whether that month brings eight invoices or eighty. This example assumes a processing rate of 2.9% + $0.30 per payment; it is not a quote. Stripe publishes its own rates — check Stripe for the current number. Forte prices per merchant agreement, so a Forte-connected business pays whatever its own agreement says. FAQs ## Bokeping pricing FAQs **How does the free trial work?** Each account gets one Pro trial, starting when you create your first company. Registering an account alone does not start the trial. Your Pro trial runs through December 31, 2026 or 30 days from creating your first company, whichever is later. Other companies you create during that trial share the same end date. No credit card is required. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. Nothing is charged automatically. **Can I use the Pro trial with more than one company?** Yes. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. A company created later receives only the time remaining in that trial, not a new 30-day period. Creating or deleting companies does not restart or extend the trial. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. **Does joining someone else’s company use my trial?** No. An invitation gives you access under that company’s plan and does not start or use your own account’s trial. Your one-time Pro trial starts when you create your first company. **What happens to what I set up during the trial?** It all stays, and it stays visible — nothing is hidden or deleted when a company moves to Free. Features that Free doesn’t include become read-only: your inventory items and stock history, and the bank accounts you connected along with the transactions they already brought in, are still there to see, but you can’t update them until you choose a paid plan for that company. On Free you can keep bringing in bank activity by CSV import. **How much does Bokeping cost?** Free is $0. Standard is $29 a month and Pro is $59 a month, per company. Annual billing charges the year up front — $290 for Standard or $590 for Pro per company, about $24.17 or $49.17 a month — so you pay for ten months and get twelve. Each company chooses its own plan and is billed separately. The features are the same either way. **Does one Pro subscription cover all my companies?** Each company has its own subscription and is billed separately. A Pro subscription covers one company, including its stores and warehouses. You can manage several companies from one account and choose Free, Standard, or Pro separately for each. Buying Pro for one company does not upgrade your other companies. **Which plan do I need — Standard or Pro?** Most small businesses need Standard. It covers the day-to-day: automatic bank feeds, unlimited invoices, bills, and expenses, sales tax, inventory, purchase orders, and up to 3 users per company. Pro is for a company that needs more than three users, roles and permissions, or multiple stores or warehouses. Choose a plan separately for each company. Need more than 10 users in one company? Contact us. **What’s included in the Free plan?** Free includes 1 user, CSV bank import, bank reconciliation, financial statements, and free accountant access. You can create up to 20 of each kind of sales and purchase record every month, including 20 bills. Each record type has its own allowance. Standard and Pro remove these monthly limits; automatic bank feeds, sales tax, inventory, and purchase orders start with Standard. **Can I create bills on the Free plan?** Yes. You can create up to 20 bills a month on Free. Vendor credits, payments made, and expenses each have their own separate allowance of 20 a month, just like each sales record type. Using your bill allowance does not reduce any other allowance. Standard and Pro include unlimited bills and other sales and purchase records. Purchase orders are a separate feature included from Standard up. **Why doesn’t Free include automatic bank feeds?** On Free you can still bring in every transaction: download a CSV from your bank and import it. That works well when volume is low. Once you’re doing it every month, automatic bank feeds on Standard bring transactions in on their own — the upgrade is about saving that time, not unlocking bookkeeping. **Are there any fees beyond the subscription?** Only one, and it doesn’t go to Bokeping: if customers pay invoices online through Stripe or Forte, your provider charges its processing fee on each payment, at the rate in your agreement — during the free trial too. Automatic bank feeds, file import, and accountant access are included, and users are included up to each plan’s limit. **Is accountant access included?** Yes, free on every plan. Each business gets two external accountant logins that do not count toward your user limit, so inviting your CPA never forces an upgrade. This is access for your own accountant or bookkeeper; it does not include a professional’s bookkeeping or accounting services. **Do you charge per user?** No. Each company’s plan includes its own users: Free includes 1, Standard up to 3, and Pro up to 10. A user is anyone who signs in to work on that company’s books. External accountant access is included separately and does not count toward those limits. **How do the monthly limits on Free work?** Each kind of sales and purchase record has its own limit of 20 a month: invoices, estimates, sales receipts, credit memos, and payments received on the sales side; bills, vendor credits, payments made, and expenses on the purchase side. Hitting one limit doesn’t affect the others. Your books and history stay available, and the limit resets each month. Standard removes every cap, and reaching a limit never triggers a charge. **What happens if I cancel an annual plan?** Canceling an annual plan does not trigger a refund. Your plan stays active until the end of the period you’ve paid for. Monthly plans work the same way: you keep access until your paid month ends. **How do plan changes work?** Upgrades take effect after payment, with the unused paid value of your current plan converted into extra time on the new plan. To downgrade, we recommend purchasing the lower-priced plan after your current period ends. If you switch earlier, the new plan takes effect immediately and your remaining time does not carry over. Plan changes do not trigger cash refunds. **What happens to my data after I cancel?** If you cancel a paid plan, you keep access until your paid period ends. Your books then remain readable and exportable for twelve months, and you can choose to continue on Free. If you cancel Free or an unpaid trial, the read-only period starts immediately. There is no exit fee. **Can I import my existing records?** You can import supported customer, vendor, invoice, and bill records from separate CSV/XLSX files. Bank activity can come from CSV/XLSX or bank files such as .qbo. A .qbo file is not a full QuickBooks company export. Review each import and reconcile balances before completing your switch. File import is included on every plan. ## Ready to know your money? Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. No credit card required. After the trial, choose Free or a paid subscription separately for each company. [Start for free →]() --- Canonical page: https://bokeping.com/products/ Markdown page: https://bokeping.com/products.md Text version of the public page. Check the canonical page for current terms and interactive features. Products / Overview # One set of books. Every job it has to do. Invoicing, bills, banking, inventory, and reports — connected to a single ledger, so every number agrees with every other number. [Start for free]()[Why Bokeping]() [## Invoicing & Sales Professional invoices, estimates that convert, and payments that post themselves. - Invoices - Estimates - Customer Payments - Credit Notes Explore Invoicing & Sales]()[## Bills & Purchases Track what you owe, pay it on time, and know where every dollar went. - Bills - Purchase Orders - Vendor Credits - Expense Tracking Explore Bills & Purchases]()[## Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. - Bank Feeds - Smart Categorization - Reconciliation - Cash Flow Explore Banking]()[## Inventory Know what’s in stock, where it is, and what it really costs you. - Items & Pricing - Warehouses - Stock Adjustments - Cost of Goods Sold Explore Inventory]()[## Reports & Accounting Real double-entry books, readable statements, and numbers that tie out. - Financial Statements - General Ledger - Sales Tax Explore Reports & Accounting]() [Free accountant portal Invite your accountant or bookkeeper on any plan — they see clean, current books without a paid seat.]() [CSV & QBO import Use CSV/XLSX for supported lists and documents, and .qbo files for bank transactions. Review each import before posting.]() Invoicing < 1 min from new invoice to sent Banking 1 click to sort a bank transaction Reports To the penny statements that tie out Invoicing & SalesBills & PurchasesBankingInventoryReports & Accounting How it fits together ## Everything posts to one ledger An invoice, a bill, a bank transaction, a stock adjustment — each one lands in the same double-entry ledger the moment it happens. That’s why the dashboard, the bank, and the reports never disagree. You work Send an invoice, pay a bill, confirm a bank transaction. It posts Every action becomes a balanced ledger entry, automatically. You know Cash, profit, and what to do next — current, and in plain English. Morning to month-end ## The month closes because the mornings did Four ordinary moments. Each one takes minutes because the one before it already did the bookkeeping. 8:40 AM Coffee and the bank feed Six transactions arrived overnight, named and pre-sorted. Yesterday’s card payout already matched its invoice. You confirm the batch in four taps — the books are current before the first email. 12:15 PM An invoice over lunch The morning’s job wrapped, so the invoice goes out before you forget: customer, three line items, tax handled per line, send. It posts to the ledger the moment it leaves. Nothing to copy anywhere later. Friday, 3:00 PM The bills, before they bite One list shows what’s due in the next seven days, sorted by date. You schedule two payments and apply a vendor credit against a third. Nothing overdue, because nothing slipped past the list. Month-end The close that isn’t a project Reconciliation walks the statement to a $0.00 difference in minutes, because every day already agreed. Nobody “runs” the P&L; it was already true. Lock the period, and it stays locked. FAQs ## Before you dig in ### Which plan has which features? Free ($0) covers 20 a month of each kind of record — invoices, bills, expenses and the rest — plus real reports, with bank statements you upload as CSVs. Standard ($29/mo) lifts the limits and adds automatic read-only bank feeds, sales tax, inventory with cost of goods, and purchase orders for up to 3 users. Pro ($59/mo) adds up to 10 users, roles and permissions, multiple locations, and advanced inventory. Every plan — Free included — carries the same double-entry ledger and the same free accountant access. ### Can I start free and grow into a paid plan? Yes. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. Your history, contacts, and reports stay available. Each company chooses its own plan and is billed separately. ### How does my accountant get access? Invite them from settings and they get their own free login on any plan — no shared passwords, no extra seat to pay for. They see full double-entry books with an audit trail and can pull statements themselves. ### How do I get my existing data in? Import customers, vendors, items, invoices, and bills from separate CSV/XLSX files, mapping columns to the supported fields for each record type. Bank transaction import also accepts .qbo files, which contain bank or credit-card activity only. A .qbo file is not a complete QuickBooks company export. Review each preview and import result, then reconcile balances. File import is free on every plan, including Free. ### What does Bokeping deliberately not do? Payroll, CRM, project management, and tax filing. Each belongs to a specialist tool, and bolting them on shallowly is how the accounting underneath starts to rot. Bokeping keeps the books, and leaves the rest to the tools built for it. ## See it with your own numbers Start free, import your data, and poke around. No card, no sales call. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [Accounting Software for Small Businesses](https://bokeping.com/products/accounting-software.md) - [Bank Feeds & Reconciliation Software](https://bokeping.com/products/banking.md) - [Bank Feeds — Automatic Transaction Import](https://bokeping.com/products/banking/bank-feeds.md) - [Cash Flow Tracking & Runway for Small Business](https://bokeping.com/products/banking/cash-flow.md) - [Automatic Transaction Categorization](https://bokeping.com/products/banking/categorization.md) - [Bank Reconciliation Software](https://bokeping.com/products/banking/reconciliation.md) - [Accounts Payable & Bill Tracking Software](https://bokeping.com/products/bills.md) - [Bill Tracking & Accounts Payable Software](https://bokeping.com/products/bills/bill-tracking.md) - [Small Business Expense Tracking Software](https://bokeping.com/products/bills/expenses.md) - [Purchase Order Software for Small Business](https://bokeping.com/products/bills/purchase-orders.md) - [Vendor Credit Tracking Software](https://bokeping.com/products/bills/vendor-credits.md) - [Bookkeeping Software for Small Businesses](https://bokeping.com/products/bookkeeping-software.md) - [Bokeping vs QuickBooks & Xero — A Simpler Bookkeeping Choice](https://bokeping.com/products/compare.md) - [Bokeping vs FreshBooks: An Honest Comparison](https://bokeping.com/products/compare/freshbooks.md) - [Bokeping vs QuickBooks: Free Plans, Accountant Access & Pricing](https://bokeping.com/products/compare/quickbooks.md) - [Bokeping vs Wave: An Honest Comparison](https://bokeping.com/products/compare/wave.md) - [Bokeping vs Xero: An Honest Comparison](https://bokeping.com/products/compare/xero.md) - [Bokeping vs Zoho Books: An Honest Comparison](https://bokeping.com/products/compare/zoho-books.md) - [Inventory Management & COGS Tracking](https://bokeping.com/products/inventory.md) - [Cost of Goods Sold Tracking Software](https://bokeping.com/products/inventory/cost-of-goods-sold.md) - [Inventory Items & Pricing Management](https://bokeping.com/products/inventory/items.md) - [Stock Adjustment & Inventory Count Software](https://bokeping.com/products/inventory/stock-adjustments.md) - [Multi-Location Inventory Tracking](https://bokeping.com/products/inventory/warehouses.md) - [Invoicing Software for Small Businesses](https://bokeping.com/products/invoicing.md) - [Credit Note Software for Refunds & Returns](https://bokeping.com/products/invoicing/credit-notes.md) - [Accept Customer Payments Online](https://bokeping.com/products/invoicing/customer-payments.md) - [Estimate & Quote Software for Small Business](https://bokeping.com/products/invoicing/estimates.md) - [Invoice Software — Create & Send in a Minute](https://bokeping.com/products/invoicing/invoices.md) - [Financial Reporting & General Ledger Software](https://bokeping.com/products/reports.md) - [P&L, Balance Sheet & Cash Flow Statements](https://bokeping.com/products/reports/financial-statements.md) - [General Ledger Software with Drill-Down](https://bokeping.com/products/reports/general-ledger.md) - [Sales Tax Tracking & Reporting Software](https://bokeping.com/products/reports/sales-tax.md) - [Why Bokeping: Real Double-Entry Books, Read in Plain English](https://bokeping.com/products/why-bokeping.md) --- Canonical page: https://bokeping.com/products/accounting-software/ Markdown page: https://bokeping.com/products/accounting-software.md Text version of the public page. Check the canonical page for current terms and interactive features. Accounting Software # Accounting software that speaks your language. Invoicing, banking, inventory, and financial statements for US small businesses — plain English on the surface, a real double-entry ledger underneath, and a product that tells you what to do next. [Start for free]()[See pricing]() Getting started $0 the Free plan needs no card First invoice < 10 min from signup to sent Your statements To the penny built on a balanced ledger Books at a glance July 2026 Net income $19,220 Coming in vs going out Coming inGoing out Invoices paid on time 94% Reminders chase the rest, so you never write the awkward email. Real accounting ## A real ledger, without the ledger-speak Underneath every screen sits a true double-entry ledger: every transaction posts balanced, corrections leave a trail, and closed periods stay closed. On top, it reads like plain English — you see “coming in” and “going out,” while your accountant sees proper debits and credits. - Profit & Loss, Balance Sheet, and Cash Flow — always current - Cash or accrual basis, any date range - Drill from any report line to the source transaction - Debits equal credits on every entry, enforced [Explore reports & accounting]() Banking ## The bank feed does the data entry Connect your bank and cards through Plaid — a read-only, encrypted connection that can never move your money. Transactions arrive named, dated, and pre-sorted in plain words. You confirm in a tap, and reconciliation ends where it should: at a difference of $0.00. - Thousands of US banks and cards supported - Suggestions in plain language, not account codes - Duplicates detected and skipped automatically - Automatic feeds from Standard — the Free plan uploads CSV [Explore banking]() Invoicing ## Send an invoice. The books update themselves. Pick a customer, add your line items, hit send — tax math handled, reminders scheduled, and the whole thing posted to your books the moment it goes out. When the payment lands in your bank feed, it matches itself to the invoice. - Professional invoices in under a minute - Sales tax worked out line by line - Reminders chase the money so you don’t have to - Payments match to invoices automatically [Explore invoicing]() InvoicingBankingReportsInventoryInvoicingBankingReportsInventory Everything included ## One subscription, the whole back office No modules to bolt on, no “advanced accounting” upsell. Five areas of the job, one ledger, one price. [### Invoicing & Sales Invoices, estimates, customer payments, and credit notes — get paid without the chase. Learn more]()[### Bills & Purchases Every bill in one list, purchase orders in writing, and spending sorted as it happens. Learn more]()[### Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. Learn more]()[### Inventory Stock levels, warehouses, and cost of goods sold — margins that stop being a guess. Learn more]()[### Reports & Accounting Real double-entry books, readable statements, and sales tax. Learn more]() Just want the day-to-day handled — transactions in, sorted, matched against the bank? Bokeping also works as plain[bookkeeping software](): same ledger, lighter routine. Or read[why we built it this way](). FAQs ## Fair questions about accounting software ### What does accounting software actually do? It records every dollar that moves through your business — sales, purchases, bank activity — in one set of books, then turns those records into answers: what you earned, what you owe, what you’re owed, and how much cash you have. Bokeping does that on a real double-entry ledger, but talks to you in plain English instead of accounting jargon. ### Does Bokeping support both cash and accrual accounting? Yes. Every financial statement — Profit & Loss, Balance Sheet, Cash Flow — can be run on either a cash or accrual basis, for any date range. You don’t choose once and live with it; you toggle per report. ### Do I still need an accountant? For most owners, yes — for judgment, tax strategy, and year-end, not for data entry. Bokeping keeps the books current and clean so your accountant’s time goes to advice instead of cleanup. Accountant access is free on every plan, including Free. ### Can I switch from spreadsheets or another product? Yes. Customers, vendors, items, invoices, and bills use separate CSV/XLSX imports with supported fields. Bank activity can be imported from CSV/XLSX or bank files such as .qbo. A .qbo file contains bank or credit-card transactions only, not a full QuickBooks company. The switching guides under Solutions explain how to prepare files, review imports, and reconcile balances. ### How much does accounting software cost? Bokeping starts at $0: the Free plan includes 20 a month of each kind of record — invoices, bills, expenses and the rest — plus CSV bank import, with no card required. Paid plans are Standard at $29 and Pro at $59 per month — and your accountant is free on all of them. ### Is my financial data secure? Bank connections run through Plaid and are read-only — Bokeping can see transactions but can never move your money. Data is encrypted in transit and at rest, and every number in your books traces to a balanced ledger entry with a full audit trail. ## Watch your own Profit & Loss tie out Import your data free and run the statement today. No card required. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/banking/ Markdown page: https://bokeping.com/products/banking.md Text version of the public page. Check the canonical page for current terms and interactive features. Products / Banking # Your bank and your books, finally in sync. Connect your bank once. Transactions arrive named and sorted, you confirm them in taps, and reconciliation stops being a weekend project. [Start for free]()[See pricing]() Bank Feeds ## Transactions that walk in the door themselves Connect your bank and card accounts through Plaid — a read-only, encrypted connection your credentials never leave. Every deposit and withdrawal shows up in Bokeping, named and dated, usually before you’ve had coffee. And if a bank isn’t covered — or you’d rather not connect — CSV import brings in the same transactions, with duplicates screened out. - Thousands of US banks and cards supported - Read-only — Bokeping can never move your money - Duplicates detected and skipped automatically - CSV import for anything else [More about Bank Feeds]() Smart Categorization ## It learns your business, then does the sorting Bokeping recognizes the payees you see every week and suggests where each transaction belongs — in plain words, not account codes. You confirm in a tap; it gets smarter every time. The first week you’ll sort most things yourself; by the third, the utility bill, the fuel stop, and the Stripe payout are already filed where they went last time. - Suggestions in plain language, not account codes - Learns your regular payees and patterns - Confirm a whole batch in one go - Nothing posts until you say so [More about Smart Categorization]() Reconciliation ## The books match the bank. Provably. Work through the month statement by statement. Bokeping carries your beginning balance forward, matches what it can, and shows the difference shrinking to zero — so “done” actually means done. Uncleared items — the check that hasn’t hit yet — carry into next month instead of vanishing, and a locked period can’t quietly change behind you. - Beginning balance carried forward for you - Matched transactions checked off automatically - The difference on screen until it hits $0.00 - Locked periods stay reconciled [More about Reconciliation]() Cash Flow ## Cash today, and what’s coming One view answers the question that actually keeps you up: am I going to be okay? Cash on hand, what’s coming in, what’s going out, and how long the runway is — in numbers you can act on. It’s the difference between “the account says $22,940” and knowing that after Friday’s payroll and next week’s invoices, you’re still fine. - Cash on hand across every account - Coming in: invoices due to you - Going out: bills due from you - Runway, in months, not vibes [More about Cash Flow]() Bank FeedsSmart CategorizationReconciliationCash FlowBank FeedsSmart CategorizationReconciliationCash Flow ## Connect your bank in two minutes Read-only, encrypted, and reversible any time. Automatic feeds come with Standard; on Free you upload your bank’s CSV. [Start for free]() Keep exploring ## The rest of Bokeping [### Invoicing & Sales Professional invoices, estimates that convert, and payments that post themselves. Learn more]()[### Bills & Purchases Track what you owe, pay it on time, and know where every dollar went. Learn more]()[### Inventory Know what’s in stock, where it is, and what it really costs you. Learn more]()[### Reports & Accounting Real double-entry books, readable statements, and numbers that tie out. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [Bank Feeds — Automatic Transaction Import](https://bokeping.com/products/banking/bank-feeds.md) - [Cash Flow Tracking & Runway for Small Business](https://bokeping.com/products/banking/cash-flow.md) - [Automatic Transaction Categorization](https://bokeping.com/products/banking/categorization.md) - [Bank Reconciliation Software](https://bokeping.com/products/banking/reconciliation.md) --- Canonical page: https://bokeping.com/products/banking/bank-feeds/ Markdown page: https://bokeping.com/products/banking/bank-feeds.md Text version of the public page. Check the canonical page for current terms and interactive features. Banking / Bank Feeds # Your transactions type themselves in. Connect your bank once through Plaid — read-only and encrypted — and every deposit and withdrawal arrives in Bokeping named, dated, and ready to confirm. [Start for free]()[See pricing]() Read-only by design The Plaid connection can see transactions, never move money. Your bank credentials never touch Bokeping. Duplicates never double-post Import a CSV over a live feed and Bokeping detects the overlap — each transaction lands exactly once. CSV and QBO import A bank the feed doesn’t cover, or years of history? Import the file and it flows through the same review. Duplicates ## Imported twice? Posted once. The classic mess — a CSV that overlaps the live feed — just doesn’t happen here. Bokeping compares dates, amounts, and descriptions, skips what it already has, and tells you exactly what it skipped. Your balance stays right without a cleanup afternoon. - Overlapping imports detected row by row - Skipped rows reported, never silently dropped - Works across the feed, CSV files, and QBO files - Balances stay right without manual cleanup How it works 1 Connect your bank Pick your bank, sign in through Plaid’s secure window, choose the accounts. About two minutes. 2 Transactions arrive Deposits and withdrawals show up named and dated — usually before your first coffee, no typing. 3 Review and confirm Each transaction waits in For Review with a suggested category. Nothing posts until you say so. Bank FeedsSmart CategorizationReconciliationCash FlowBank FeedsSmart CategorizationReconciliationCash Flow FAQs ## Fair questions ### Is connecting my bank safe? The connection runs through Plaid, the same service most US financial apps use. It’s read-only and encrypted — Bokeping can see transactions but can never move money, and your bank login is never stored on our side. ### What if my bank isn’t supported? Import a CSV or QBO file from your bank’s website instead. The transactions flow through the same review screen, and duplicate detection means you can import freely without double-posting. Bank file import works on every plan, including Free — it’s the automatic Plaid feed that starts on Standard. ### Can I disconnect the feed later? Any time, with one click. Transactions already in your books stay put — disconnecting stops future syncs, it doesn’t erase history. ## Connect your bank in two minutes Read-only, encrypted, and reversible any time. Automatic feeds come with Standard; on Free you upload your bank’s CSV. [Start for free]() More in Banking ## It all posts to the same books [Everything in Banking]() [Smart Categorization Bokeping learns your payees and suggests where each transaction belongs — in plain words. Learn more]()[Reconciliation Work through the statement, watch the difference shrink, and finish at $0.00 — with proof, not a shrug. Learn more]()[Cash Flow Cash on hand, what’s coming in, what’s going out, and how many months of runway — one view, current every time you open it. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/banking/cash-flow/ Markdown page: https://bokeping.com/products/banking/cash-flow.md Text version of the public page. Check the canonical page for current terms and interactive features. Banking / Cash Flow # Know if you’re going to be okay. Cash on hand, what’s coming in, what’s going out, and how many months of runway — one view, current every time you open it. [Start for free]()[See pricing]() Every account, one number Checking, savings, cards — cash on hand totals across all of them, live from the feeds. What’s coming, what’s leaving Invoices due to you and bills due from you, laid side by side with dates. Runway in months At the current pace, how long the cash lasts. A number you can plan around, not a vibe. The next 30 days ## See the tight week before it arrives Because your invoices and bills carry due dates, Bokeping can lay the next month on a timeline — and show you the week where three bills land before the big invoice does. Seeing the crunch two weeks early is the difference between a phone call and a crisis. - Money in and money out on one timeline - Tight stretches flagged before they arrive - An overdue invoice moves the picture instantly - Built from your real invoices and bills — not estimates you maintain How it works 1 Keep working normally Send invoices, enter bills, confirm bank transactions. The cash view builds itself from those. 2 Open the cash view Cash on hand, coming in, going out, runway — current the moment you look, no report to run. 3 Act on the flags A tight week ahead? Chase the overdue invoice or slide a payment — while there’s still time to choose. Bank FeedsSmart CategorizationReconciliationCash FlowBank FeedsSmart CategorizationReconciliationCash Flow FAQs ## Fair questions ### Is this a forecast or my actual position? Both, clearly separated. Cash on hand is actual, live from your accounts; the next-30-days view projects from real invoices and bills with due dates — not from guesses you have to keep updating. ### What counts as “coming in”? Open invoices you’ve sent, organized by due date. It’s what customers owe you — which is also why chasing one overdue invoice visibly improves the picture. ### How current are the numbers? Bank balances refresh with each feed sync — typically daily — and invoices and bills update the moment you post them. There’s no “run the report” step; the view is current when you open it. ## Connect your bank in two minutes Read-only, encrypted, and reversible any time. Automatic feeds come with Standard; on Free you upload your bank’s CSV. [Start for free]() More in Banking ## It all posts to the same books [Everything in Banking]() [Bank Feeds Connect your bank once through Plaid — read-only and encrypted — and every deposit and withdrawal arrives in Bokeping named, dated, and ready to confirm. Learn more]()[Smart Categorization Bokeping learns your payees and suggests where each transaction belongs — in plain words. Learn more]()[Reconciliation Work through the statement, watch the difference shrink, and finish at $0.00 — with proof, not a shrug. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/banking/categorization/ Markdown page: https://bokeping.com/products/banking/categorization.md Text version of the public page. Check the canonical page for current terms and interactive features. Banking / Smart Categorization # It sorts. You just say yes. Bokeping learns your payees and suggests where each transaction belongs — in plain words. You confirm in a tap, and it gets smarter every time. [Start for free]()[See pricing]() Suggestions in plain words “Rent,” “Utilities,” “Fuel” — never account codes. The right accounts get posted underneath. It learns your patterns Correct a suggestion once and Bokeping remembers. Your regulars stop needing attention at all. You have the last word Nothing posts to your books until you confirm it. Suggestions are suggestions, not surprises. Teaching it once ## Correct it once, never again The first time a new payee shows up, you pick the category. From then on Bokeping suggests it — even when the amount changes — and shows how confident it is. Regulars like rent and utilities end up as a single confirm-all tap on Monday morning. - One correction teaches the pattern - Confidence shown, so you know when to look closer - Whole batches confirmed in one go - Deposits match to open invoices by amount and customer How it works 1 Open For Review New transactions wait there with suggestions attached — payee, category, and any invoice match. 2 Confirm or correct A tap accepts; a correction teaches. Batch-confirm the obvious ones together. 3 Posted, done Confirmed transactions post to your books in the right place, and the review list goes back to zero. Bank FeedsSmart CategorizationReconciliationCash FlowBank FeedsSmart CategorizationReconciliationCash Flow FAQs ## Fair questions ### Will it categorize things wrong on its own? It can suggest wrong — it can’t post wrong. Every transaction waits for your confirmation, and each suggestion shows its confidence so you know which ones deserve a second look. ### Can it match deposits to my invoices? Yes. When a deposit lines up with an open invoice by amount and customer, Bokeping proposes the match — confirm it and the invoice is marked paid, with the deposit posted as that payment. ### What about a deposit that covers several things? Split it. One deposit can divide across multiple invoices or categories, and Bokeping checks that the parts add up to the bank amount before anything posts. ## Connect your bank in two minutes Read-only, encrypted, and reversible any time. Automatic feeds come with Standard; on Free you upload your bank’s CSV. [Start for free]() More in Banking ## It all posts to the same books [Everything in Banking]() [Bank Feeds Connect your bank once through Plaid — read-only and encrypted — and every deposit and withdrawal arrives in Bokeping named, dated, and ready to confirm. Learn more]()[Reconciliation Work through the statement, watch the difference shrink, and finish at $0.00 — with proof, not a shrug. Learn more]()[Cash Flow Cash on hand, what’s coming in, what’s going out, and how many months of runway — one view, current every time you open it. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/banking/reconciliation/ Markdown page: https://bokeping.com/products/banking/reconciliation.md Text version of the public page. Check the canonical page for current terms and interactive features. Banking / Reconciliation # Match the bank, down to zero. Work through the statement, watch the difference shrink, and finish at $0.00 — with proof, not a shrug. [Start for free]()[See pricing]() Matches check themselves Transactions the feed already confirmed come pre-matched. You handle only the stragglers. Balances carry forward Each month starts from last month’s reconciled ending balance — no redoing, no drift. Done stays done Finish a month and it locks. Nothing edits a reconciled period behind your back. The last $192.20 ## The difference is a to-do list, not a mystery A difference isn’t a dead end — Bokeping lists exactly which transactions don’t line up. An uncleared check, a bank fee you never entered, a deposit that landed after the cutoff: handle each one and watch the number fall to $0.00, this month and every month after. - Unmatched items listed by name, not buried - Bank fees and interest added to your books in one tap - Uncleared checks carry into next month correctly - Finish at exactly $0.00 — no “close enough” How it works 1 Enter the statement Ending date and ending balance from your bank statement. The beginning balance is already there. 2 Confirm the matches Pre-matched transactions are checked off. Work the short list of exceptions. 3 Land on zero When the difference reads $0.00, finish the month. It locks, and next month starts from a clean number. Bank FeedsSmart CategorizationReconciliationCash FlowBank FeedsSmart CategorizationReconciliationCash Flow FAQs ## Fair questions ### What if the difference won’t go to zero? Bokeping shows exactly which transactions are unmatched, so the gap always has names on it — a missing fee, a duplicate, an uncleared check. Fix those items and the difference resolves; there’s no hunting through the whole month. ### How often should I reconcile? Monthly, when the bank statement arrives, is the standard rhythm. With the feed doing daily matching, most months are ten minutes of confirming rather than an afternoon of hunting. ### Can I undo a reconciliation if I find a mistake? You can reopen the most recent one, fix what you found, and finish again. The lock exists to stop accidental edits, not to trap you. ## Connect your bank in two minutes Read-only, encrypted, and reversible any time. Automatic feeds come with Standard; on Free you upload your bank’s CSV. [Start for free]() More in Banking ## It all posts to the same books [Everything in Banking]() [Bank Feeds Connect your bank once through Plaid — read-only and encrypted — and every deposit and withdrawal arrives in Bokeping named, dated, and ready to confirm. Learn more]()[Smart Categorization Bokeping learns your payees and suggests where each transaction belongs — in plain words. Learn more]()[Cash Flow Cash on hand, what’s coming in, what’s going out, and how many months of runway — one view, current every time you open it. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/bills/ Markdown page: https://bokeping.com/products/bills.md Text version of the public page. Check the canonical page for current terms and interactive features. Products / Bills & Purchases # Know what you owe. Pay it on time. Bills, purchase orders, and expenses in one place — so nothing slips, nothing surprises you, and every dollar lands in the right spot. [Start for free]()[See pricing]() Bills ## Every bill, one list, zero surprises Enter a bill once and Bokeping remembers who, how much, and when. See everything due this week at a glance, and record payments — full or partial — without touching a calculator. Pay $300 against a $486 bill and the remaining $186 stays on the list until it’s gone; nothing rounds away, nothing slips. - One list of everything you owe, sorted by due date - Partial payments tracked to the penny - Recurring bills remembered for you - Vendor history one click away [More about Bills]() Purchase Orders ## Order it in writing, receive it in one click Send a purchase order so both sides agree before money moves. When the goods arrive, convert it to a bill — quantities, prices, and stock all update together. And when a shipment lands short, receive what actually arrived: the open remainder stays on the order until it shows up or you close it. - Professional POs your vendors can act on - Convert to a bill when the order lands - Received stock flows into inventory - Open orders visible until they close [More about Purchase Orders]() Vendor Credits ## When a vendor owes you, don’t lose track Short shipment, damaged goods, a pricing fix — record a vendor credit and apply it against the next bill. It sits in plain sight until it’s used, not in someone’s memory. Three months later, when that vendor’s next bill arrives, the credit is right there waiting — apply it and pay only the difference. - Credits visible until fully applied - Apply to any open bill from that vendor - Returned stock adjusts inventory too - The audit trail keeps the whole story [More about Vendor Credits]() Expense Tracking ## Where the money goes, without the shoebox Card swipes and one-off costs get categorized as they happen — from the bank feed or in two taps. Come tax time, every deduction is already sorted. Because every month lands in the same plain-English categories, a creeping software bill gets caught in June — not discovered at year-end. - Expenses categorized in plain language - Pulls straight from your bank feed - See spending by category any month - Tax-time ready without the March panic [More about Expense Tracking]() BillsPurchase OrdersVendor CreditsExpense TrackingBillsPurchase OrdersVendor CreditsExpense Tracking ## Stop paying late fees Put every bill in one list and see what’s due before it’s due. Free to start. [Start for free]() Keep exploring ## The rest of Bokeping [### Invoicing & Sales Professional invoices, estimates that convert, and payments that post themselves. Learn more]()[### Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. Learn more]()[### Inventory Know what’s in stock, where it is, and what it really costs you. Learn more]()[### Reports & Accounting Real double-entry books, readable statements, and numbers that tie out. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [Bill Tracking & Accounts Payable Software](https://bokeping.com/products/bills/bill-tracking.md) - [Small Business Expense Tracking Software](https://bokeping.com/products/bills/expenses.md) - [Purchase Order Software for Small Business](https://bokeping.com/products/bills/purchase-orders.md) - [Vendor Credit Tracking Software](https://bokeping.com/products/bills/vendor-credits.md) --- Canonical page: https://bokeping.com/products/bills/bill-tracking/ Markdown page: https://bokeping.com/products/bills/bill-tracking.md Text version of the public page. Check the canonical page for current terms and interactive features. Bills & Purchases / Bills # Every bill in one honest list. Enter a bill once and Bokeping tracks who, how much, and when — so due dates stop being a memory game. [Start for free]()[See pricing]() Sorted by what’s due next The list opens on what’s due soonest, not what you entered last. Late fees stop being a line item. Partial payments tracked Pay half now and the bill shows exactly what’s left — to the penny, on both sides of the books. Recurring bills remembered Rent, utilities, subscriptions — set the schedule once and next month’s bill shows up on its own. Paying on time ## Friday’s payment run, done in two minutes Pick the bills that are due, mark how much you’re paying on each — full or partial — and record the run in one pass. Each vendor’s balance updates, each bill shows what’s left, and the bank side is ready to match when the payments clear your feed. - Pay several bills in one sitting - Partial amounts are fine — the remainder stays tracked - Vendor balances update the moment you record - Payments match against your bank feed when they clear How it works 1 Enter the bill Vendor, amount, due date — thirty seconds, once. Recurring bills only need it the first time. 2 Watch the list Bills sort by due date automatically, and reminders flag what’s coming before it’s late. 3 Record the payment Full or partial, check or transfer. The bill, the vendor balance, and your books all update together. BillsPurchase OrdersVendor CreditsExpense TrackingBillsPurchase OrdersVendor CreditsExpense Tracking FAQs ## Fair questions ### Does Bokeping pay the bills for me? No — you pay from your bank as usual, then record it here or let the bank feed match it when it clears. Bokeping is the system of record for what’s due and what’s been paid, so nothing slips. ### How do recurring bills work? Set the vendor, amount, and schedule once — monthly rent, quarterly insurance — and Bokeping creates each new bill automatically. If an amount changes, edit that one bill; the schedule keeps going. ### Can I see everything I owe one vendor? Yes. Every vendor has a page with open bills, payment history, and any credits — the whole relationship in one place before you pick up the phone about an invoice. ## Stop paying late fees Put every bill in one list and see what’s due before it’s due. Free to start. [Start for free]() More in Bills & Purchases ## It all posts to the same books [Everything in Bills & Purchases]() [Purchase Orders Send a purchase order both sides can agree on. Learn more]()[Vendor Credits Short shipments, damaged goods, price fixes — record a vendor credit and it stays in plain sight until it’s applied to a bill. Learn more]()[Expense Tracking Card swipes and one-off costs sorted into plain-language categories as they happen — so tax time is a report, not an archaeology dig. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/bills/expenses/ Markdown page: https://bokeping.com/products/bills/expenses.md Text version of the public page. Check the canonical page for current terms and interactive features. Bills & Purchases / Expense Tracking # See where the money actually goes. Card swipes and one-off costs sorted into plain-language categories as they happen — so tax time is a report, not an archaeology dig. [Start for free]()[See pricing]() Two taps, categorized Most expenses arrive from the bank feed with a category already suggested. Confirm and move on. Plain-language categories “Supplies,” “Rent,” “Software” — words you’d actually say, mapped to real accounts underneath. Deductions sorted all year Come tax time, spending is already grouped the way your accountant needs it. No March shoebox. Spending by category ## The category that’s creeping shows itself Because every expense lands in a category the day it happens, the month-over-month view is always ready. That’s how you catch the subscription stack quietly growing $128 a month — in June, while it’s one cancellation, not at year-end when it’s a budget line. - Spending by category, any month, no setup - Compare against last month or last year - Drill from a category to the actual transactions - One-off costs entered in two taps when there’s no feed How it works 1 Let the feed deliver Card and bank transactions arrive on their own, each with a suggested category attached. 2 Confirm the category One tap accepts the suggestion; pick a different one and Bokeping learns for next time. 3 Read the month Open spending by category to see where the money went — and drill into anything that looks off. BillsPurchase OrdersVendor CreditsExpense TrackingBillsPurchase OrdersVendor CreditsExpense Tracking FAQs ## Fair questions ### Do I need to keep paper receipts? Keep them for your tax records as your accountant advises — but the daily bookkeeping doesn’t depend on them. The bank feed captures the amount, date, and payee for every card and bank expense automatically. ### What about cash expenses? Enter them by hand in a few seconds — amount, category, date. They land in the same reports as everything else, so cash spending doesn’t become a blind spot. ### Can I split one expense across categories? Yes. A single card swipe at the hardware store can split between, say, Supplies and Repairs — each part posts to its own category, and the parts must add up to what the bank says. ## Stop paying late fees Put every bill in one list and see what’s due before it’s due. Free to start. [Start for free]() More in Bills & Purchases ## It all posts to the same books [Everything in Bills & Purchases]() [Bills Enter a bill once and Bokeping tracks who, how much, and when — so due dates stop being a memory game. Learn more]()[Purchase Orders Send a purchase order both sides can agree on. Learn more]()[Vendor Credits Short shipments, damaged goods, price fixes — record a vendor credit and it stays in plain sight until it’s applied to a bill. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/bills/purchase-orders/ Markdown page: https://bokeping.com/products/bills/purchase-orders.md Text version of the public page. Check the canonical page for current terms and interactive features. Bills & Purchases / Purchase Orders # Put the order in writing first. Send a purchase order both sides can agree on. When it arrives, one click turns it into a bill — and stock updates itself. [Start for free]()[See pricing]() Agreement before money A written PO means you and the vendor settled prices and quantities before anything shipped. PO to bill in one click When the goods land, convert — quantities, prices, and terms carry straight into the bill. Stock arrives with it Received items flow into inventory as you confirm them, so your counts are current the day the truck leaves. Partial deliveries ## Half the order shows up? Receive half. Vendors backorder; Bokeping doesn’t panic. Receive the 16 bags that actually arrived, bill for exactly that, and the PO stays open for the rest. Your inventory shows what’s really on the shelf, and the open balance keeps its own place on the list until it lands. - Receive part of an order, bill for exactly that part - The PO stays open until every line closes - Inventory reflects what arrived, not what was promised - Open orders sit in one list so nothing gets forgotten How it works 1 Build the PO Pick the vendor and the items — your catalog fills in costs. Send it straight from Bokeping. 2 Receive the delivery Check off what arrived, in full or in part. Quantities go into stock as you confirm them. 3 Convert to a bill One click creates the bill from what you received. Pay it on your terms like any other bill. BillsPurchase OrdersVendor CreditsExpense TrackingBillsPurchase OrdersVendor CreditsExpense Tracking FAQs ## Fair questions ### Do purchase orders affect my books? Not until goods arrive. A PO is a commitment, not a transaction — your ledger changes when you receive stock and create the bill, which keeps your expenses tied to what actually happened. ### What if the vendor’s invoice doesn’t match my PO? The converted bill starts from what you received, so a price or quantity mismatch is visible immediately. Adjust the bill to match their paper — or dispute it, with the PO as your evidence. ### Can I use POs without tracking inventory? Yes. POs work for services and non-stock purchases too — the put-it-in-writing and convert-to-bill flow is exactly the same; there’s simply no stock movement attached. ## Stop paying late fees Put every bill in one list and see what’s due before it’s due. Free to start. [Start for free]() More in Bills & Purchases ## It all posts to the same books [Everything in Bills & Purchases]() [Bills Enter a bill once and Bokeping tracks who, how much, and when — so due dates stop being a memory game. Learn more]()[Vendor Credits Short shipments, damaged goods, price fixes — record a vendor credit and it stays in plain sight until it’s applied to a bill. Learn more]()[Expense Tracking Card swipes and one-off costs sorted into plain-language categories as they happen — so tax time is a report, not an archaeology dig. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/bills/vendor-credits/ Markdown page: https://bokeping.com/products/bills/vendor-credits.md Text version of the public page. Check the canonical page for current terms and interactive features. Bills & Purchases / Vendor Credits # Money they owe you, on record. Short shipments, damaged goods, price fixes — record a vendor credit and it stays in plain sight until it’s applied to a bill. [Start for free]()[See pricing]() In sight, not in memory The credit sits on the vendor’s account and shows up every time you pay them, until it’s used up. Applies to any open bill Take it off the next bill or a specific one — the math and the paper trail handle themselves. Returns fix stock too Send goods back and the credit adjusts your inventory count and value along with the money. Using the credit ## The next bill already knows about it When you go to pay that vendor’s next bill, the open credit is right there — apply it and pay only the difference. No sticky note, no “didn’t they owe us something?” Every application is recorded against both the credit and the bill, so the story reads clean later. - Open credits surface automatically at payment time - Apply all of it or just part - The remainder stays on the vendor’s account - Both the bill and the credit keep the full history How it works 1 Record the credit Pick the vendor and note what went wrong — short shipment, damage, a price fix. Reference the original bill if there is one. 2 Let it wait in the open The credit shows on the vendor’s account and flags itself whenever you pay them. 3 Apply it to a bill Take it off the next payment. The bill drops by the credit, and both sides record the link. BillsPurchase OrdersVendor CreditsExpense TrackingBillsPurchase OrdersVendor CreditsExpense Tracking FAQs ## Fair questions ### What’s the difference between a vendor credit and a refund? A credit reduces what you’ll pay the vendor later; a refund is cash coming back now. Record whichever actually happened — and if the vendor sends money instead of credit, record the refund against it and the books stay straight. ### Do I have to use the whole credit at once? No. Apply part against one bill and the remainder stays open on the vendor’s account — visible, dated, and ready for the next bill. ### What if I returned inventory items? Record the return on the credit and the stock comes out of inventory at its cost, keeping quantity and value in step. The credit covers the money side in the same posting. ## Stop paying late fees Put every bill in one list and see what’s due before it’s due. Free to start. [Start for free]() More in Bills & Purchases ## It all posts to the same books [Everything in Bills & Purchases]() [Bills Enter a bill once and Bokeping tracks who, how much, and when — so due dates stop being a memory game. Learn more]()[Purchase Orders Send a purchase order both sides can agree on. Learn more]()[Expense Tracking Card swipes and one-off costs sorted into plain-language categories as they happen — so tax time is a report, not an archaeology dig. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/bookkeeping-software/ Markdown page: https://bokeping.com/products/bookkeeping-software.md Text version of the public page. Check the canonical page for current terms and interactive features. Bookkeeping software for small businesses # Bookkeeping without the double letters. Banking, invoices, expenses and reports in one place — simple enough to keep up with every week, proper enough for your accountant. We dropped the double letters, and the double work. Never the double-entry. [Start for free]() [See pricing]() Free plan, no card needed Accountant seat included Feed up to date Synced 8:41 AM Reconciled to $0.00 June closed Where the name comes from What we dropped Three letters — and the double work that came with them: retyping statements, checking them twice, and the spreadsheet you kept beside your books. What we kept Double-entry. Every transaction still posts as a balanced debit and credit, so what your accountant opens is a real set of books. A morning with the books ## Caught up before the coffee cools Feed up to date 01 Pour the coffee Yesterday’s deposits and card charges came in on the bank feed overnight. Nobody typed them. 11 sorted · 2 to review 02 Confirm what’s sorted Each transaction arrives with a suggested category in plain words. Confirm one, or a whole batch at once. INV-0197 paid 03 See who still owes you Open invoices and what’s past due sit in one list, and reminders go out without you writing them. June closed at $0.00 04 Read the month Profit & Loss, Balance Sheet and cash — current as of this morning, in numbers you can actually read. All in one place ## Banking, invoices, expenses and reports — on one ledger Each piece feeds the next. A paid invoice reconciles against the deposit it became; a categorized expense is already on the P&L. Nothing gets entered twice. Banking ## Your bank feed does the typing Connect your bank and card accounts once, through Plaid — read-only and encrypted, so Bokeping can see activity but never move money. Transactions arrive named and dated, Bokeping suggests where each one belongs, and nothing posts to the books until you confirm it. At month-end, reconcile until the difference reads $0.00. - Thousands of US banks and cards supported - Suggested categories in plain language, not account codes - Duplicates detected and skipped automatically - Automatic feeds from Standard — the Free plan uploads CSV [More on banking]() Invoices ## Invoices that post themselves Pick a customer, add your line items, send. Sales tax is worked out line by line, reminders go out on their own, and the moment a payment arrives it lands in your books — full, partial, or more than the invoice asked for. The money coming in is already bookkept. - Create and send in under a minute - Sales tax worked out line by line - Reminders go out on their own - Payments post straight to your books [More on invoicing]() Expenses & bills ## Every expense sorted the day it happens Card swipes and one-off costs are categorized as they come in from the bank feed, or entered by hand in a couple of taps. Bills you owe sit in one list with their due dates. Because every month lands in the same plain-English categories, a creeping cost shows up in June — not at year-end. - Expenses categorized in plain language - Bills and due dates in one list - Spending by category, any month - Deductions already sorted at tax time [More on bills & expenses]() Reports ## Reports that are already done Profit & Loss, Balance Sheet and Cash Flow build themselves from the ledger as you work, so there’s no “run the report and pray” moment. Switch between cash and accrual, compare against last month, and export a clean copy for your accountant or the bank. - Profit & Loss, Balance Sheet, Cash Flow Statement - Any date range, cash or accrual basis - Compare against last month or last year - Clean exports for your accountant or lender [More on reports]() Less of the double work ## Everything you used to do twice, done once ### No double typing The bank feed brings transactions in, so you never copy a statement into your books by hand. ### No double-checking Reconciliation ticks off what matches and shows the difference until it reads $0.00. ### No second spreadsheet Invoices, bills and stock post to the same ledger, so there’s nothing to keep “on the side.” ### No second seat to pay for Invite your accountant or bookkeeper free, on every plan — including Free. And more on the same ledger Need the fuller picture? See Bokeping as [accounting software](). - [Estimates]() - [Bills]() - [Purchase orders]() - [Inventory]() - [Sales tax]() - [Accountant access]() FAQs ## Fair questions about bookkeeping software ### What’s the difference between bookkeeping and accounting software? Bookkeeping is the day-to-day recording: capturing transactions, categorizing them, reconciling against the bank. Accounting is what those records become — statements, tax positions, decisions. Bokeping does both on one ledger, so the bookkeeping you do each week is the accounting your accountant reads at year-end. Nothing gets re-entered. ### You dropped the double letters. Did you drop double-entry too? No — that one stays. Underneath the plain English, every transaction posts as a balanced debit and credit on a real double-entry ledger, corrections stay traceable, and periods can be locked. What we dropped is the double work: retyping statements, checking them twice, and keeping a spreadsheet beside the books. ### Do I still need a bookkeeper? The weekly loop — confirm the feed, then reconcile once a month — takes most owners minutes, and plenty handle it themselves. If you already work with a bookkeeper, their access is free on every plan, and they arrive to find books that are current instead of a quarter behind. ### What if I’m months behind on my books? Import the backlog instead of retyping it: connect your bank or upload CSV statements, and the history lands ready to sort. Batch-confirming recognizable payees clears most of a backlog fast, and you reconcile month by month until you’re caught up. ### Is connecting my bank account safe? Yes. Connections run through Plaid and are strictly read-only — Bokeping can see transactions but can never move, hold, or touch your money. Everything is encrypted in transit and at rest, and you can disconnect an account at any time. ### How much does bookkeeping software cost? Bokeping’s Free plan is $0 forever — 20 a month of each kind of record (invoices, bills, expenses and the rest), CSV bank import, and bank reconciliation, no card required. Automatic bank feeds, inventory, and purchase orders come with Standard at $29 per month; Pro ($59) adds up to 10 users, roles and permissions, and multiple locations. ## Keep the books. Skip the doubles. Connect your bank in two minutes — read-only, encrypted, and reversible any time. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/compare/ Markdown page: https://bokeping.com/products/compare.md Text version of the public page. Check the canonical page for current terms and interactive features. LESS TO FIGURE OUT. MORE TO GET DONE. # Your books. Without the extra complexity. Outgrowing spreadsheets? Overwhelmed by accounting software? Get the essentials to move your business forward, with Bokeping. [Start for free]() [Compare the essentials]() Free plan available · Accountant access included YOUR 30-SECOND GUIDEA clearer choice ## What do you need from your books? [Bokeping THE SIMPLE START Clear, everyday bookkeeping. Room to grow when you need it.]()[qb QuickBooks Online The broad ecosystem]()[xero Xero The connected team]() Different needs. Different good choices. A LITTLE LESS SOFTWARE. A LOT MORE CLARITY. ## Three things that make a real difference. Start comfortably. Work together. Pay for more when you need more. 01 ### Start before you commit. Get to know the workflow with your own business, on a plan that starts at free. $0 / month 20 of each record type each month 02 ### Bring your accountant. Give your own accountant access to your books. Professional accounting services are not included. 2 free logins Per company, on every plan — including Free 03 ### Grow at your own pace. Start free, then add bank feeds, inventory, and purchase orders in one step when you’re ready. $0 → $29 [Free → Standard · billed monthly]() THE ESSENTIALS, SIDE BY SIDE ## Less comparing. More knowing. Two familiar alternatives. One clear view. Choose a product to see how it fits. **Find your fit** What matters for everyday bookkeeping Bokeping compared with QuickBooks Online | What matters | BokepingKeep it straightforward | QuickBooks OnlineThe broad ecosystem | | --- | --- | --- | | Starting price | **Free**Paid plans from $29 / month | $0 / month with QuickBooks Free | | Free plan | **$0 / month**20 of each sales & purchase record type / month | QuickBooks Free is availableU.S. plan with feature limits | | Accountant access | **2 external accountant logins**Included per company on every plan; outside your user limit | Not on Free; included with paid plans | | Bank feeds | **Standard · $29 / month**CSV bank import on Free; automatic feeds from Standard | Free connects one bank account | | Inventory & COGS | **Standard · $29 / month**Included with bank feeds and purchase orders | Higher-tier features; check plan | | Best fit | **Everyday bookkeeping**Small businesses that want clarity | Free bank sync; a broad paid-plan ecosystem | qb ### When QuickBooks Online makes sense You want one connected bank account on Free, or need the broader ecosystem available with paid plans. [Full comparison]() Bokeping prices in USD, per company, billed monthly. QuickBooks U.S. free-plan features checked September 29, 2026. Plans, availability, limits, and eligibility can change. See [Bokeping pricing](), [QuickBooks Free](), and [Intuit’s U.S. pricing]() for current terms. Product names belong to their respective owners. No affiliation or endorsement. ### A good fit matters more than a longer feature list. Need payroll, a CRM, or project tracking? Bokeping doesn’t include those. Choose the tools that match how your business works. [Why Bokeping]() **Considering something else?FreshBooks, Wave, and Zoho Books** [**FreshBooks**Client billing & service work]()[**Wave**A free start with manual entry]()[**Zoho Books**Automation & the Zoho suite]() MAKE ROOM FOR YOUR BUSINESS ## Clearer books. A lighter day. Start with the essentials. Add more when your business needs more. [Start for free]() [Explore plans]() ## More pages in this section - [Bokeping vs FreshBooks: An Honest Comparison](https://bokeping.com/products/compare/freshbooks.md) - [Bokeping vs QuickBooks: Free Plans, Accountant Access & Pricing](https://bokeping.com/products/compare/quickbooks.md) - [Bokeping vs Wave: An Honest Comparison](https://bokeping.com/products/compare/wave.md) - [Bokeping vs Xero: An Honest Comparison](https://bokeping.com/products/compare/xero.md) - [Bokeping vs Zoho Books: An Honest Comparison](https://bokeping.com/products/compare/zoho-books.md) --- Canonical page: https://bokeping.com/products/compare/freshbooks/ Markdown page: https://bokeping.com/products/compare/freshbooks.md Text version of the public page. Check the canonical page for current terms and interactive features. Compare # Bokeping vs FreshBooks: an honest comparison. FreshBooks is a much-loved invoicing tool for people who sell their time. Bokeping is accounting software that talks in plain English. Here’s a fair look at where each one wins — no spin, no cherry-picking. [Start for free]()[See how switching works]() The honest version ## Two good tools, drawn around different work FreshBooks is genuinely excellent at the client-facing half of a service business: proposals, contracts, retainers, time tracking and an invoice experience your customers enjoy paying. Its fence is the number of billable clients — five on Lite, fifty on Plus — which is a fine trade if you have a short client list and a long relationship with each name on it. Bokeping is built around the books instead: real double-entry from the first plan, bank feeds doing the typing, inventory when you need it, and a product that tells you the next step. If you sell hours to a few clients, FreshBooks probably wins. If you sell to many customers and the accounting is the hard part, that’s our side of the line. At a glance ### Bokeping - No billable-client fence — bill 3 customers or 300 - Real double-entry, audit trail and period lock on every plan - Accountant seat free on every plan, including Free At a glance ### FreshBooks - A polished client-facing experience - Proposals, contracts, retainers and time tracking built in - Payroll available as an add-on ($40/mo + $6/employee) | What matters | Bokeping | FreshBooks | | --- | --- | --- | | Starting price | Free — paid plans from $29/mo | Lite $23/mo | | Entry-plan cap | 20 of each record type a month | 5 billable clients on Lite | | Users included | 1 on Free · 3 on Standard · 10 on Pro | Extra team members $11/user/mo | | Bank feeds | Plaid, read-only, from Standard ($29) | Varies by plan — check FreshBooks | | Plain-English interface | “Cash, coming in, going out” | Friendly, invoice-first wording | | Tells you what to do next | Action list with direct links | Dashboards & overdue reminders | | Real double-entry ledger | Every plan, including Free | Varies by plan — check FreshBooks | | Project profitability | Not offered | Varies by plan — check FreshBooks | | Payroll | Not offered — integrate a specialist | Add-on, $40/mo + $6/employee | | Inventory & cost of goods | Standard plan ($29) | Varies by plan — check FreshBooks | | Accountant seat | Free on every plan, incl. Free | Varies by plan — check FreshBooks | | Import & migration | CSV + QBO import, free on every plan | CSV import | | Card processing fees | Your processor’s rates (Stripe or Forte) — no Bokeping markup | FreshBooks Payments — check current rates | | Data export | CSV export of your books, any time | CSV exports supported | Competitor pricing as of July 2026 — plans and promotions change often, so check FreshBooks before you buy. US list pricing, billed monthly, in USD; above Lite ($23, 5 billable clients) sit Plus ($43, 50 billable clients) and Premium ($70, unlimited billable clients). FreshBooks is a trademark of 2ndSite Inc., used here for identification only. Bokeping is not affiliated with or endorsed by 2ndSite Inc. Who should choose what ## The recommendation we’d give a friend ### Choose FreshBooks if… - You bill your time. Proposals, contracts, retainers, timers and the client portal are FreshBooks’ home turf, and it does them better than we do — we don’t ship time tracking at all. - You have a handful of long-running clients. If five names cover your whole book, the billable-client fence never touches you and Lite is a tidy, cheap fit. - You want payroll and project profitability under one login. FreshBooks sells both; Bokeping deliberately does neither and points you at a payroll specialist instead. ### Choose Bokeping if… - You have many customers and few of them are retainers. Bokeping meters documents, not people, so a 30-customer month costs exactly what a 3-customer month does. - You want the real ledger from day one — balanced double-entry, a full audit trail and period lock on every plan, not from the middle tier up. - You carry stock. Inventory with true cost of goods sold comes with Standard, and the statements tie out to the penny. Plenty of service businesses run FreshBooks for client work and never need anything else — that is a perfectly good answer. If you want the fuller picture of what we do and don’t build, read[why Bokeping exists]()or the[professional services]()walk-through. ## Coming from FreshBooks? CSV brings the clients. Export your clients, invoices and expenses from FreshBooks as CSV and import them straight into Bokeping — duplicates skipped, free on every plan, including Free. [See how switching works]() FAQs ## Fair questions about switching ### Can I import my FreshBooks data into Bokeping? Yes, via CSV. FreshBooks exports clients, invoices and expenses as CSV, and Bokeping imports them directly — duplicates are detected and skipped. Import is free on every plan, including Free, and the step-by-step lives at /solutions/switching. ### Does Bokeping cap how many clients I can bill? No. The two products draw the fence in different places: FreshBooks meters billable clients, so client number six is an upgrade. Bokeping meters documents — the Free plan covers 20 a month of each kind of record, and every paid plan removes the cap entirely. Your customer list is never the thing that costs money. ### Does Bokeping do time tracking, proposals or retainers? No, and that’s a real gap rather than a roadmap tease. If billable hours, signed proposals and recurring retainers are the spine of how you sell, FreshBooks is built around that and we are not. Bokeping is accounting: invoicing, bills, banking, inventory and statements on a double-entry ledger. ### Can my accountant still work with me if I leave FreshBooks? Yes, and it costs nothing. Accountant access is free on every Bokeping plan — including Free — and underneath the plain English they get a true general ledger, statements on cash or accrual basis, and clean exports. On FreshBooks, accountant access depends on the plan — worth checking before you move. Also comparing:[Bokeping vs QuickBooks]() ·[Bokeping vs Xero]() ·[Bokeping vs Zoho Books]() ·[All comparisons]() ## Judge it with your own books Import your FreshBooks exports free and run the two side by side for a week. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/compare/quickbooks/ Markdown page: https://bokeping.com/products/compare/quickbooks.md Text version of the public page. Check the canonical page for current terms and interactive features. Compare # Bokeping vs QuickBooks: compare the free plans. Both offer a free plan. Bokeping includes access for your own accountant; QuickBooks Free includes one connected bank account. Compare the limits and paid options for your business. [Start for free]()[See how switching works]() The honest version ## Two good tools, built for different owners Both Bokeping and QuickBooks offer a free plan. Bokeping Free includes two external accountant logins per company and up to 20 invoices per month, with a separate allowance for each sales and purchase record type. QuickBooks Free includes one connected bank account, while accountant access requires a paid plan. Bokeping uses CSV bank import on Free and adds automatic feeds with Standard. The table below explains the limits, including QuickBooks Payments eligibility for unlimited invoicing. At a glance ### Bokeping - Plain English on a real double-entry ledger - An action list that names the next step - 2 external accountant logins per company, even on Free At a glance ### QuickBooks Online - Payroll, payments, and bill pay in one suite - Free includes automatic sync from 1 bank account - One of the largest third-party app marketplaces ## Free plans, side by side Free plans, side by side | What matters | Bokeping Free | QuickBooks Free (U.S.) | | --- | --- | --- | | Monthly price | $0 per company | $0 | | Users included | 1 | 1 | | External accountant access | 2 logins per company, outside your user limit | Not included — a paid plan is required | | Invoices per month | 20; each sales and purchase record type has its own monthly allowance | 2; unlimited if you qualify for and enable QuickBooks Payments. Payment processing fees may apply. | | Bank transactions | CSV import; automatic bank feeds require Standard | Automatic sync from 1 connected bank account | ## Pricing and features across plans Pricing and features across plans | What matters | Bokeping | QuickBooks Online | | --- | --- | --- | | Starting price | Free — $0/mo | QuickBooks Free — $0/mo | | Paid plans start at | Standard $29/mo ($290/yr) | Simple Start $38/mo, U.S. list price | | Users included | Free 1 · Standard 3 · Pro 10 | Free 1 · Simple Start 1 · Essentials 3 · Plus 5 · Advanced 25 | | Plain-English interface | “Cash, coming in, going out” | Standard accounting terms | | Tells you what to do next | Action list with direct links | Dashboards & insights | | Real double-entry ledger | Yes | Yes | | Bank feeds included from | Standard $29 — Plaid, read-only | Free — 1 connected bank account | | Inventory & cost of goods | Standard $29/mo | Varies by plan — check QuickBooks | | Project tracking | Not offered | Varies by plan — check QuickBooks | | Payroll, payments & bill pay | Not offered — integrate a specialist | Sold separately, alongside expert bookkeeping | | Card processing fees | Your processor’s rates (Stripe or Forte), no Bokeping markup | QuickBooks Payments, priced separately | | Accountant seats | 2 external logins per company on every plan, incl. Free | None on Free; included with paid plans, limits vary | | File imports | CSV/XLSX for records; .qbo for bank transactions | Import included; live bookkeeping sold separately | | Data export if you leave | Full CSV export, yours to keep | Exports available — check current options | | Learning curve | An afternoon | A broader product, with more to learn | U.S. QuickBooks plans and features checked September 29, 2026 against[QuickBooks Free]() and[Intuit’s U.S. pricing](). See [Bokeping pricing]() for our per-company plans. Pricing, availability, limits, and eligibility may change. Monthly subscription prices are regular USD list prices, excluding introductory offers; annual billing is labeled separately. Accountant logins provide access for your own professional, not accounting services. QuickBooks is a trademark of Intuit Inc., used here for identification only. Bokeping is not affiliated with or endorsed by Intuit. Who should choose what ## The recommendation we’d give a friend Start with the free-plan tradeoff: Bokeping includes external accountant access and uses CSV bank import; QuickBooks Free connects one bank account but requires an upgrade for accountant access. For paid plans, compare regular subscription prices separately from introductory offers. Choose based on your invoice volume, accountant’s workflow, and how you bring in bank transactions. ### Choose QuickBooks if… - You want a free plan with automatic bank sync from one account and do not need accountant access. Check the invoice allowance and QuickBooks Payments eligibility before choosing. - You want payroll, payments, bill pay, or expert bookkeeping bought from one vendor — Intuit sells all of them, and that consolidation is worth real money to some businesses. - You need the workflows and broader ecosystem offered by QuickBooks Advanced, which includes 25 users at a U.S. monthly list price of $340. - Your accountant’s practice is standardized on QuickBooks, or you want one of the largest third-party app marketplaces in small-business accounting. ### Choose Bokeping if… - You want to work with your own accountant on a free plan. Each Bokeping company includes two external accountant logins without using your regular user allowance. - You want books you actually understand — plain English on the surface, a true double-entry ledger with an audit trail and period lock underneath. - You want software that tells you the next step — chase this invoice, a bill is due Friday — instead of waiting to be asked. - You want the whole bill visible up front: accountant access free on every plan, import free on every plan, and card payments at your processor’s rates (Stripe or Forte) with nothing added on top. ## Switching from QuickBooks? Import is built in. Import customers, vendors, invoices, and bills from separate CSV/XLSX files. Use .qbo files for bank and credit-card transactions only. File import is free on every plan. [See how switching works]() FAQs ## Fair questions about switching ### Does QuickBooks have an ongoing free plan? Yes. Intuit offers QuickBooks Free in the U.S. at $0 per month, with feature limits and no credit card required. It is separate from the 30-day trial of a paid plan. Check Intuit’s current terms for availability, limits, and eligibility. ### Can I work with my accountant on a free plan? Bokeping Free includes two external accountant logins per company, outside the one-user limit. QuickBooks Free does not include accountant access; its paid plans do. These logins give your own accountant or bookkeeper access to the software and do not include professional accounting services. ### Can I import my QuickBooks data into Bokeping? Yes. Import customers, vendors, items, invoices, and bills from separate CSV or XLSX files mapped to Bokeping’s supported fields. A .qbo (Web Connect) file carries bank or credit-card transactions only; it is not a complete QuickBooks company export. Review each import and reconcile opening balances. The step-by-step guide lives at /solutions/switching/quickbooks. ### What’s actually different day-to-day? The vocabulary and the direction of travel. Bokeping talks in “cash, coming in, going out” instead of account codes, and instead of waiting for you to run reports, it surfaces the next actions — an invoice to chase, a bill due Friday, a bank feed to confirm — each with a link that does it. ### What does switching cost? Nothing. Import is included on every plan — including Free — and there are no setup fees, no contracts, and no migration service to buy. The real cost is an afternoon of your time to import and spot-check the numbers. Leaving is free too: your data exports in full as CSV, whenever you want it. ### Can my accountant still work with me if I leave QuickBooks? Yes. Every Bokeping company includes two external accountant logins on every plan, including Free, outside your user limit. Your own accountant can access the ledger, financial statements on cash or accrual basis, and exports. Professional accounting services are not included. Also comparing:[Bokeping vs Xero]() ·[Bokeping vs Wave]() ·[Why Bokeping]() ## Judge it with your own books Import your QuickBooks data free and compare the two side by side for a week. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/compare/wave/ Markdown page: https://bokeping.com/products/compare/wave.md Text version of the public page. Check the canonical page for current terms and interactive features. Compare # Bokeping vs Wave: an honest comparison. Wave proved small-business software could be free and friendly, and it’s still a great starting point. Here’s a fair look at where Wave shines and where a growing business hits its edges. [Start for free]()[See how switching works]() The honest version ## Two good tools, built for different stages Wave is genuinely good at what it set out to do: free, friendly invoicing and simple books for businesses that are just getting going. Its free tier is manual entry — bank auto-import and receipt scanning live on Pro at $19/mo or $190/yr — and if that’s all the job needs, it may be all you need. Bokeping starts free too, but it’s built for the next chapter: inventory with real cost of goods, purchase orders, and financial statements your accountant can file from, with a product that leads each day with the next thing to do — all on the same plain-English surface you moved to Wave for in the first place. At a glance ### Bokeping - An action list, not just a dashboard - Inventory with real cost of goods sold - Statements your accountant can file from At a glance ### Wave - A genuinely free tier — Starter at $0 - Auto bank import and receipt scanning on Pro $19 - Wave Advisors if you’d rather hand it to a human | What matters | Bokeping | Wave | | --- | --- | --- | | Starting price | Free — Standard $29/mo ($290/yr) | Free — Pro $19/mo or $190/yr | | Free plan | 20 of each record type / mo | Yes — Starter $0, manual entry | | What the entry plan caps | Free: 20 of each record type a month, CSV import only | Starter: manual entry — no bank auto-import, no receipt scanning | | Plain-English interface | “Cash, coming in, going out” | Simple and friendly | | Tells you what to do next | Action list with direct links | Dashboards | | Real double-entry ledger | Yes | Yes | | Bank feeds included from | Standard $29 — Plaid, read-only | Pro $19 — auto bank import | | Receipt scanning | Not offered | Pro $19 — not on Starter | | Inventory & cost of goods | Standard $29/mo | Varies by plan — check Wave | | Card processing fees | Your processor’s rates (Stripe or Forte), no Bokeping markup | 2.9% + $0.60 (Amex 3.4% + $0.60); Pro waives the $0.60 on the first 10 card payments a month | | Done-for-you bookkeeping | Not offered — invite your accountant free | Wave Advisors, roughly $149–199/mo | | Accountant seats | Free on every plan, incl. Free | Varies by plan — check Wave | | Import & migration cost | Free — CSV + QBO on every plan | CSV import included | | Data export if you leave | Full CSV export, yours to keep | CSV exports available | | Learning curve | An afternoon | Easy | Competitor pricing as of July 2026 — plans and promotions change often, so check Wave before you buy. Prices shown are US list prices, billed monthly, in USD. Wave is a trademark of Wave Financial Inc., used here for identification only. Bokeping is not affiliated with or endorsed by Wave Financial Inc. Who should choose what ## The recommendation we’d give a friend Worth saying plainly: if the plan is to type everything in by hand, Wave’s free tier is the better free tier — Starter costs $0 and asks nothing of you, where ours stops at twenty of each kind of record a month. The trade shows up when the typing stops being the job. Bokeping’s Free plan is the front door to a ledger that already knows about stock, purchase orders, and a period lock, and to a product that tells you what to do next instead of waiting to be asked. ### Choose Wave if… - You’ll hand-enter everything and a $0 plan is the whole job — Wave’s Starter tier costs nothing where our Free plan stops at 20 of each kind of record a month, and we’d say so out loud. - You want auto bank import and receipt scanning for the least money — Pro is $19/mo or $190/yr and includes both. - You’d rather hand the books to a person than learn a product — Wave Advisors runs roughly $149–199/mo and Bokeping has no equivalent service. ### Choose Bokeping if… - You carry stock — Bokeping tracks inventory and posts real cost of goods sold with every sale, on the Standard plan. - You’re past the starting line: bills, purchase orders, and statements that tie out become the daily work. - You want the day to open with a next step — chase this invoice, confirm this feed, a bill is due Friday — each with a link that does it. ## Outgrowing Wave? CSV does the moving. Export your customers, invoices, and transactions from Wave as CSV and import them straight into Bokeping — duplicates skipped, free on every plan. [See how switching works]() FAQs ## Fair questions about switching ### Can I import my Wave data into Bokeping? Yes, via CSV. Wave lets you export customers, invoices, and transactions as CSV files, and Bokeping imports them directly — duplicates are detected and skipped. The step-by-step guide lives at /solutions/switching. ### What’s actually different day-to-day? Both tools keep the surface friendly. The difference shows up in what’s underneath and what’s next: Bokeping runs inventory with real cost of goods, purchase orders, and full statements — and leads each day with an action list, not just a dashboard. ### What does switching cost? Nothing. CSV import is included on every Bokeping plan — including Free — with no setup fees and no contracts. Since Wave businesses tend to have lighter histories, most imports finish well inside an afternoon. Leaving is free too: your data exports in full as CSV, whenever you want it. ### Can my accountant still work with me if I leave Wave? Yes — and this is often the reason people move. Bokeping gives your accountant free access on every plan to a true general ledger, statements on cash or accrual basis, and clean exports, so year-end stops being an archaeology project. Also comparing:[Bokeping vs QuickBooks]() ·[Bokeping vs Xero]() ·[Why Bokeping]() ## Judge it with your own books Import your Wave exports free and compare the two side by side for a week. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/compare/xero/ Markdown page: https://bokeping.com/products/compare/xero.md Text version of the public page. Check the canonical page for current terms and interactive features. Compare # Bokeping vs Xero: an honest comparison. Xero is beautiful, credible accounting software with a devoted accountant community. Bokeping is plainer-spoken and US-focused. Here’s a fair look at who each is for. [Start for free]()[See how switching works]() The honest version ## Two good tools, built for different owners Xero earned its reputation: clean design, a real ledger, unlimited users on every plan, and global reach few products match. Its U.S. monthly list prices are Early $27, Growing $59, and Established $97, excluding introductory offers, with the heavier features arriving further up the ladder. It’s also unapologetically accounting software — it speaks the language of the professionals who love it. Bokeping keeps the same double-entry rigor underneath but translates the surface into plain English and tells you what needs doing next. If your world is multi-country or your accountant lives in Xero, stay put. If you want US-focused books you read without a glossary, that’s us. At a glance ### Bokeping - Plain English on a real double-entry ledger - An action list that names the next step - Inventory with real cost of goods on Standard At a glance ### Xero - Unlimited users on every plan - International coverage that runs deep - A long-established accountant and bookkeeper community | What matters | Bokeping | Xero | | --- | --- | --- | | Starting price | Free — Standard $29/mo ($290/yr) | Early $27/mo | | Free plan | 20 of each record type / mo | No free plan — check current trial offers | | What the entry plan caps | Free: 20 of each record type a month, CSV import only | Early $27: 20 invoices and 5 bills a month | | Unlimited invoicing from | Standard $29/mo | Growing $59/mo | | Plain-English interface | “Cash, coming in, going out” | Standard accounting terms | | Tells you what to do next | Action list with direct links | Dashboards & reports | | Real double-entry ledger | Yes | Yes | | Bank feeds included from | Standard $29 — Plaid, read-only | Varies by plan — check Xero | | Users included | Free 1 · Standard 3 · Pro 10 | Unlimited on every plan | | Inventory & cost of goods | Standard $29/mo | Varies by plan — check Xero | | Projects & expense claims | Not offered | Varies by plan — check Xero | | US payroll | Not offered — integrate a specialist | Not native — through a payroll partner | | Card processing fees | Your processor’s rates (Stripe or Forte), no Bokeping markup | Through a connected payment provider, at their rates | | Accountant seats | Free on every plan, incl. Free | Free — unlimited users on all plans | | Import & migration cost | Free — CSV + QBO on every plan | CSV import included | | Data export if you leave | Full CSV export, yours to keep | CSV exports available | | Learning curve | An afternoon | Moderate — built with accountants in mind | Xero U.S. pricing checked October 7, 2026 against [Xero’s official U.S. pricing](). Prices shown are regular USD monthly list prices, excluding introductory offers; annual billing is labeled separately. Plans and promotions may change, so check the current terms before you buy. Xero is a trademark of Xero Limited, used here for identification only. Bokeping is not affiliated with or endorsed by Xero Limited. Who should choose what ## The recommendation we’d give a friend The honest side-by-side is right at the entry tier, because the two look almost alike. Xero Early is $27/mo and stops at 20 invoices and 5 bills a month; Bokeping Free is $0 and stops at 20 a month of each kind of record — 20 invoices and 20 bills among them — with CSV import instead of a live bank feed until you move to Standard. Early buys you Xero’s reporting depth and unlimited users at that cap; Free buys you a real ledger and your accountant at no cost. Neither is the bargain version of the other — they’re different bets about what you need first. ### Choose Xero if… - Unlimited users on every plan matters to you — Xero doesn’t charge per seat at any tier, and that’s a genuine, long-standing strength. - You need projects and expense claims inside the same product: Xero offers both on its higher tiers — check their current plans — and Bokeping offers neither. - You operate outside the US or across several countries, or your bookkeeper runs their practice on Xero and you want to live inside their workflow. ### Choose Bokeping if… - You want plain English on top of the same double-entry rigor — audit trail, period lock, statements that tie out — and a product that names the next step instead of pointing at where the reports live. - Free carries the same ledger, the same books, and your accountant, and it never expires. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. - You’re US-focused and want inventory with real cost of goods sold without waiting for the top tier. ## Switching from Xero? CSV does the moving. Export your contacts, invoices, and bank statements from Xero as CSV and import them straight into Bokeping — duplicates skipped, free on every plan. [See how switching works]() FAQs ## Fair questions about switching ### Can I import my Xero data into Bokeping? Yes, via CSV. Xero exports contacts, invoices, and bank statements as clean CSV files, and Bokeping imports them directly — duplicates are detected and skipped. The step-by-step guide lives at /solutions/switching. ### What’s actually different day-to-day? Xero is polished, capable software that assumes some comfort with accounting vocabulary. Bokeping puts plain English on top of the same kind of double-entry ledger, and leads with what needs doing — an invoice to chase, a feed to confirm, a bill due Friday — each with a link that does it. ### What does switching cost? Nothing. CSV import is included on every plan — including Free — with no setup fees and no contracts. Budget an afternoon to export from Xero, import, and spot-check your balances. Leaving is free too: your data exports in full as CSV, whenever you want it. ### Can my accountant still work with me if I leave Xero? Yes. Accountant access is free on every Bokeping plan, and they get a real general ledger, full statements on cash or accrual basis, and clean exports. If they’re a Xero-only practice, it’s worth a conversation first — many accountants happily work across platforms. Also comparing:[Bokeping vs QuickBooks]() ·[Bokeping vs Wave]() ·[Why Bokeping]() ## Judge it with your own books Import your Xero exports free and compare the two side by side for a week. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/compare/zoho-books/ Markdown page: https://bokeping.com/products/compare/zoho-books.md Text version of the public page. Check the canonical page for current terms and interactive features. Compare # Bokeping vs Zoho Books: an honest comparison. Zoho Books packs more into a price than almost anyone. Bokeping packs less in on purpose, in plain English, and tells you what to do next. Here’s a fair look at where each one fits. [Start for free]()[See how switching works]() The honest version ## Two good tools, aimed at different appetites Zoho Books is a serious piece of accounting software and one of the strongest feature-per-dollar offers in the category: a free tier for one user, Standard at $20, Professional at $50, and a ladder that keeps climbing past $150 to $275 — all wired into the wider Zoho suite with a proper API. Check their current plans for which features land on which tier. Bokeping does far less on purpose. One product, US-focused, plain English on top of a real double-entry ledger, and a home screen that names the next action instead of handing you a rules builder. If you enjoy configuring software and want maximum capability for the money, Zoho is the better buy. If you want to open your books and immediately know what to do, that’s the gap we built for. At a glance ### Bokeping - Plain English on the surface, real double-entry underneath - Leads with the next action instead of a rules engine - One US-focused product to learn, not a suite to assemble At a glance ### Zoho Books - A lot of capability per dollar - Deep automation, a strong API, and the wider Zoho suite alongside it - A free plan with one user and roughly 1,000 invoices a year | What matters | Bokeping | Zoho Books | | --- | --- | --- | | Starting price | Free — paid plans from $29/mo | Free — paid plans from $20/mo | | Entry-plan cap | 20 of each record type a month | Free: 1 user, roughly 1,000 invoices a year | | Users included | 1 on Free · 3 on Standard · 10 on Pro | 3 on Standard · 5 on Professional — extra users $3/user/mo | | Bank feeds | Plaid, read-only, from Standard ($29) | Bank connections supported — check Zoho Books | | Plain-English interface | “Cash, coming in, going out” | Standard accounting terms | | Tells you what to do next | Action list with direct links | Dashboards plus automation rules you build | | Real double-entry ledger | Every plan, including Free | Yes | | Inventory & cost of goods | Standard plan ($29) | Varies by plan — check Zoho Books | | Accountant seat | Free on every plan, incl. Free | Varies by plan — check Zoho Books | | Import & migration | CSV + QBO import, free on every plan | CSV & spreadsheet import | | Card processing fees | Your processor’s rates (Stripe or Forte) — no Bokeping markup | Your gateway’s rates — several supported | | Data export | CSV export of your books, any time | CSV exports supported | Competitor pricing as of July 2026 — plans and promotions change often, so check Zoho Books before you buy. US list pricing, billed monthly, in USD; Zoho’s ladder continues above Professional with Premium ($70), Elite ($150) and Ultimate ($275). Zoho and Zoho Books are trademarks of Zoho Corporation, used here for identification only. Bokeping is not affiliated with or endorsed by Zoho Corporation. Who should choose what ## The recommendation we’d give a friend ### Choose Zoho Books if… - You want a lot of capability per dollar. Professional is $50/mo for five users, and the feature list at that price is genuinely broad — check their current plans, because it is real value and we don’t pretend otherwise. - You already live in the Zoho suite, or you want an API and heavy automation without buying a top tier. Bokeping puts API access on Pro ($59); Zoho’s API, workflow rules and app ecosystem are its home ground. - Your team keeps growing and per-seat cost is what worries you — extra users are $3/user/mo on Zoho Books. ### Choose Bokeping if… - You want to understand your own books. Bokeping says “cash, coming in, going out” where Zoho says accounts receivable, and the ledger underneath is just as real either way. - You want the software to tell you the next step — chase this invoice, this bill is due Friday, confirm these six bank lines — rather than to build the automation that would have told you. - You want one product with defaults you can trust: period lock, audit trail, US sales tax and statements that tie out, without assembling modules to get there. Both answers are defensible, and a spreadsheet of checkboxes won’t settle it — the deciding question is whether you’d rather configure a powerful tool or be told what to do next. See[why Bokeping exists](), or what[inventory]()and[reports]()actually look like here. ## Leaving Zoho Books? CSV does the moving. Export contacts, invoices, bills and bank transactions from Zoho Books as CSV and import them straight into Bokeping — duplicates skipped, free on every plan. [See how switching works]() FAQs ## Fair questions about switching ### Can I import my Zoho Books data into Bokeping? Yes, via CSV. Zoho Books exports contacts, invoices, bills and bank transactions as CSV, and Bokeping imports them directly — duplicates are detected and skipped. Import is free on every plan, including Free, and the step-by-step lives at /solutions/switching. ### Zoho Professional is $50 and Bokeping Standard is $29. Why pick Bokeping? Price isn’t the whole story: line up the feature lists and Zoho’s Professional tier names more of them, and we won’t argue it. We’re a different bet: fewer features, in plain English, on a ledger that ties out, with the product telling you what needs doing today. If the deciding factor is the longest feature list, look hard at Zoho Books. If it’s how quickly you can look at your books and know what to do, try both for a week. ### Does Bokeping have an API? Yes, on the Pro plan at $59/mo — later than Zoho, and that’s a fair criticism if integrations are central to how you work. CSV and QBO import, CSV export and free accountant access are on every plan, so getting data in and out never depends on the API. ### Can my accountant still work with me if I leave Zoho Books? Yes. Accountant access is free on every Bokeping plan, including Free — and they get a true general ledger, statements on cash or accrual basis, period lock and clean exports. Most accountants work across several platforms already. Also comparing:[Bokeping vs QuickBooks]() ·[Bokeping vs Xero]() ·[Bokeping vs FreshBooks]() ·[All comparisons]() ## Judge it with your own books Import your Zoho Books exports free and run the two side by side for a week. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/inventory/ Markdown page: https://bokeping.com/products/inventory.md Text version of the public page. Check the canonical page for current terms and interactive features. Products / Inventory # Know what’s on the shelf — and what it costs. Track items, warehouses, and stock levels that update with every sale and purchase. Your margins stop being a guess. [Start for free]()[See pricing]() Items & Pricing ## One catalog for everything you sell Set up an item once — name, price, cost, tax — and reuse it on every estimate, invoice, and purchase order. Quantities move automatically when documents post; no side spreadsheet required. When a big order books out 32 of your 240 bags, “available to sell” drops to 208 on the spot — so nobody promises stock that’s already spoken for. - Sell price and cost on every item - Stock moves with every sale and purchase - Committed vs. available, always current - Services and products in the same list [More about Items & Pricing]() Warehouses ## Stock in more than one place, still one answer Store, stockroom, storage unit — track quantities by location and see the whole picture in one screen. Transfers move stock between locations without touching your totals. Send 18 units from the warehouse to the store and they show “in transfer” until they land — counted once, never doubled, never lost between locations. - Quantities by location, totals across all - Transfers that can’t lose stock in transit - Sell from the right location every time - Counts and adjustments per warehouse [More about Warehouses]() Stock Adjustments ## When the count says otherwise, fix it honestly Breakage, shrinkage, a miscount — record an adjustment and both the quantity and the dollars update together. The books never quietly drift away from the shelf. Count 236 where the system expected 240, and the four missing units post as shrinkage at their real cost — with a reason and a date attached for whoever asks later. - Count, compare, adjust in one flow - Write-offs post their real cost - Every adjustment keeps a reason and a date - Import counts from a spreadsheet [More about Stock Adjustments]() Cost of Goods Sold ## Margins you can trust, computed per sale Every time you sell, Bokeping posts the real cost of what left the shelf — automatically, using the cost history of that exact item. Your gross margin stops being an end-of-year surprise. Buy stock at $11 in March and $13 in May, and each sale carries the cost of what actually shipped — a supplier price change shows up in your margin the week it happens. - Cost posts itself with every sale - Margin by item, honest to the penny - Backdated bills reconcile costs automatically - Inventory value ties to your balance sheet [More about Cost of Goods Sold]() Items & PricingWarehousesStock AdjustmentsCost of Goods SoldItems & PricingWarehousesStock AdjustmentsCost of Goods Sold ## Put the spreadsheet down Inventory and cost of goods come with the Standard plan — stock that counts itself. [See pricing]() Keep exploring ## The rest of Bokeping [### Invoicing & Sales Professional invoices, estimates that convert, and payments that post themselves. Learn more]()[### Bills & Purchases Track what you owe, pay it on time, and know where every dollar went. Learn more]()[### Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. Learn more]()[### Reports & Accounting Real double-entry books, readable statements, and numbers that tie out. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [Cost of Goods Sold Tracking Software](https://bokeping.com/products/inventory/cost-of-goods-sold.md) - [Inventory Items & Pricing Management](https://bokeping.com/products/inventory/items.md) - [Stock Adjustment & Inventory Count Software](https://bokeping.com/products/inventory/stock-adjustments.md) - [Multi-Location Inventory Tracking](https://bokeping.com/products/inventory/warehouses.md) --- Canonical page: https://bokeping.com/products/inventory/cost-of-goods-sold/ Markdown page: https://bokeping.com/products/inventory/cost-of-goods-sold.md Text version of the public page. Check the canonical page for current terms and interactive features. Inventory / Cost of Goods Sold # Know what every sale really cost you. Every time you sell, Bokeping posts the real cost of what left the shelf — automatically, from that item’s actual purchase history. Your margin stops being a year-end surprise. [Start for free]()[See pricing]() Margins per sale, per item Every invoice carries the real cost of what it sold, so you can see margin by item — not one blended guess at year end. Zero manual entries The COGS entry writes itself when the sale posts. No monthly cost journal, no spreadsheet reconciliation ritual. Ties to your balance sheet What leaves inventory as cost is exactly what your balance sheet gives up in value. The two numbers can’t drift apart. Late bills ## The bill arrived late. The margin fixed itself. You sold in June; the supplier’s invoice showed up in July, dated June, at a higher price than expected. Enter the bill with its real date and Bokeping re-reconciles the cost on the affected sales — the correction posts on its own, and the trail shows exactly what changed and why. - Backdated bills reconcile costs automatically - Corrections post as entries, never silent edits - Margin history updates to the true numbers - Locked periods stay locked — you’re told, not surprised How it works 1 Buy stock Bills and purchase orders record what each item actually cost you. That history is the source of truth for every cost that follows. 2 Sell it When an invoice or receipt posts, the cost of those exact units posts as cost of goods sold — automatically, in the same moment. 3 Read your margin Gross margin by item and overall, live all year. What you see in June is what your accountant confirms in April. Items & PricingWarehousesStock AdjustmentsCost of Goods SoldItems & PricingWarehousesStock AdjustmentsCost of Goods Sold FAQs ## Fair questions ### Where does the cost number come from? From your own purchase history for that item — the bills and purchase orders you actually recorded, not a manual estimate you typed once and forgot. If you paid $12.40 a bag, that’s what posts when a bag sells. ### What if I enter a supplier bill after I’ve already sold the stock? Enter it with its real date. Bokeping detects that sales after that date used a cost that’s now changed and posts corrections automatically, so your margins end up as if the bill had been there all along — with an audit trail of the fix. ### Do I or my accountant need to book COGS journal entries? No. The entry posts itself with every sale, balanced, into your general ledger. Your accountant can drill from the P&L cost line down to each sale it came from — and they’ll find nothing waiting to be accrued at year end. ## Put the spreadsheet down Inventory and cost of goods come with the Standard plan — stock that counts itself. [See pricing]() More in Inventory ## It all posts to the same books [Everything in Inventory]() [Items & Pricing Set up an item once — name, sell price, cost, tax — and reuse it on every invoice and purchase order. Learn more]()[Warehouses Track quantities by location — store, roastery, storage unit — and still see one total. Learn more]()[Stock Adjustments Breakage, shrinkage, a miscount — record what actually happened and both the quantity and the dollars update together. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/inventory/items/ Markdown page: https://bokeping.com/products/inventory/items.md Text version of the public page. Check the canonical page for current terms and interactive features. Inventory / Items & Pricing # Every item you sell, priced and counted. Set up an item once — name, sell price, cost, tax — and reuse it on every invoice and purchase order. Quantities and margins stay current on their own. [Start for free]()[See pricing]() One catalog, everywhere Products and services live in one list. Pick an item and the price, cost, and tax come with it — on estimates, invoices, and purchase orders alike. Stock that counts itself Sell three, the count drops three. Receive forty, it climbs forty. No side spreadsheet, no Sunday-night recount. Margins in plain sight Sell price and real cost sit side by side on every item, so you know what you actually make before you set a discount. Price changes ## Change a price once. Nothing rewrites history. Your roaster raises prices, so you raise yours. Update the item and every new invoice uses the new number — while every invoice you already sent keeps the price your customer agreed to. Costs update the same way, from the bills you actually record. - New price applies to new documents only - Sent invoices keep their original numbers - Cost tracks what you really paid, from your bills - Margin recalculates the moment either side moves How it works 1 Add the item Name, sell price, cost, and tax — four fields and it’s in the catalog. Services work the same way, minus the stock count. 2 Use it everywhere Pick it on any estimate, invoice, or purchase order. No retyping, no price drift between documents. 3 Let it count itself Every sale and purchase moves the quantity. Committed, available, and on hand stay current without you touching them. Items & PricingWarehousesStock AdjustmentsCost of Goods SoldItems & PricingWarehousesStock AdjustmentsCost of Goods Sold FAQs ## Fair questions ### Can I track services alongside products? Yes — services and products live in the same catalog. A service carries a price and a tax setting but no stock count, so your consulting hours and your coffee bags sit in one list without pretending hours live on a shelf. ### Will Bokeping tell me before I run out? Set a reorder point on any item and it gets flagged when available stock falls below it. You see the flag on the item and in your inventory view — before the shelf goes empty, not after. ### Which plan includes inventory? Inventory tracking — items with stock counts, adjustments, and automatic cost of goods sold — comes with Standard at $29/month. Stock across multiple locations, with transfers between them, is advanced inventory on Pro. Every plan, including Free, still lets you sell items on invoices. ## Put the spreadsheet down Inventory and cost of goods come with the Standard plan — stock that counts itself. [See pricing]() More in Inventory ## It all posts to the same books [Everything in Inventory]() [Warehouses Track quantities by location — store, roastery, storage unit — and still see one total. Learn more]()[Stock Adjustments Breakage, shrinkage, a miscount — record what actually happened and both the quantity and the dollars update together. Learn more]()[Cost of Goods Sold Every time you sell, Bokeping posts the real cost of what left the shelf — automatically, from that item’s actual purchase history. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/inventory/stock-adjustments/ Markdown page: https://bokeping.com/products/inventory/stock-adjustments.md Text version of the public page. Check the canonical page for current terms and interactive features. Inventory / Stock Adjustments # When the shelf disagrees, fix it fast. Breakage, shrinkage, a miscount — record what actually happened and both the quantity and the dollars update together. The books never quietly drift from the shelf. [Start for free]()[See pricing]() Counts you can trust again Count what’s there, enter it, done. The system number moves to match the shelf instead of arguing with it. Dollars move with the units A write-off isn’t just minus four bags — it’s minus four bags at their real cost, posted to the right expense. Your inventory value stays honest too. A reason on the record Every adjustment keeps who, when, and why. Six months later you’ll know whether that dip was breakage or a bad count. The count ## The books say 112. The shelf says 109. Someone dropped a case, a sample went home, a receipt got fat-fingered — it happens. Enter the counted number and Bokeping works out the difference, posts the missing units at their real cost, and files the dollars under shrinkage. Books and shelf agree again, in writing. - Enter the count — the difference is computed for you - Write-offs post at the item’s real cost - Shrinkage lands on your P&L, not in a mystery - Import a full count from a spreadsheet How it works 1 Count what’s there Walk the shelf with a clipboard or export the list first. For a full count, import the numbers from a spreadsheet in one go. 2 Enter the real numbers Type the counted quantity — or the change, if you already know it’s three broken mugs. Add the reason while it’s fresh. 3 Post it Quantity and value update together, and the cost of what’s gone posts to the expense you chose. One flow, no journal entries. Items & PricingWarehousesStock AdjustmentsCost of Goods SoldItems & PricingWarehousesStock AdjustmentsCost of Goods Sold FAQs ## Fair questions ### Does an adjustment change my profit and loss? When you write stock off, yes — the real cost of those units posts as an expense, usually shrinkage or waste, so your P&L reflects the loss in the period it happened. A pure count correction upward does the reverse: inventory value goes up instead. ### Can I date an adjustment back to when I actually counted? Yes — set the adjustment date to the count date and both the quantity history and the dollars land in that period. If the period is already locked, Bokeping tells you instead of quietly rewriting a closed month. ### How do I handle a full physical count of everything? Export your item list, count against it, and import the counted column back in. Bokeping compares every line to what the books expected and posts one adjustment covering all the differences — each with its own before, after, and dollar impact. ## Put the spreadsheet down Inventory and cost of goods come with the Standard plan — stock that counts itself. [See pricing]() More in Inventory ## It all posts to the same books [Everything in Inventory]() [Items & Pricing Set up an item once — name, sell price, cost, tax — and reuse it on every invoice and purchase order. Learn more]()[Warehouses Track quantities by location — store, roastery, storage unit — and still see one total. Learn more]()[Cost of Goods Sold Every time you sell, Bokeping posts the real cost of what left the shelf — automatically, from that item’s actual purchase history. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/inventory/warehouses/ Markdown page: https://bokeping.com/products/inventory/warehouses.md Text version of the public page. Check the canonical page for current terms and interactive features. Inventory / Warehouses # Stock in three places. One straight answer. Track quantities by location — store, roastery, storage unit — and still see one total. Transfers move stock between them without losing a single unit. [Start for free]()[See pricing]() Per location and in total Every item shows a count for each location and one number across all of them. No adding columns in your head. Transfers that can’t lose stock Moving stock is one document, not two edits. It leaves one location and arrives at the other — the total never wobbles in between. Sell from the right shelf Invoices and receipts pull from the location you choose, so the store’s count stays the store’s count. Transfers ## Stock in transit is still your stock Send 24 bags from the roastery to the store and Bokeping tracks them the whole way: out of one location, visibly in transit, then received at the other. The value moves with the units, so your inventory total never dips just because a van is on the road. - One transfer document, both locations updated - In-transit stock stays visible, not vanished - Value travels with the quantity - Receive in full or in part — the rest stays in transit How it works 1 Add your locations Name each place stock lives — a second store, the back room, a storage unit. Existing quantities land in your main location until you say otherwise. 2 Receive and sell by location Purchase orders arrive into the location you pick; invoices sell from the one you choose. Each count stays honest on its own. 3 Transfer when stock moves Create a transfer, mark it received on arrival. Both counts update together and the paper trail shows the trip. Items & PricingWarehousesStock AdjustmentsCost of Goods SoldItems & PricingWarehousesStock AdjustmentsCost of Goods Sold FAQs ## Fair questions ### I only have one location. Do I need this? No — Bokeping tracks inventory in a single location out of the box, and everything works without ever opening the warehouse settings. Turn locations on when you actually get a second one; your existing counts carry over. ### What happens to stock while it’s being moved? It shows as in transit — subtracted from the sending location, not yet added to the receiving one, but still counted in your total inventory value. Nothing disappears between the two ends of the trip. ### Can I count and adjust one location without touching the others? Yes. Counts and adjustments are per location, so a recount at the store corrects the store’s number only. The other locations and your totals adjust by exactly the difference you posted, nothing more. ## Put the spreadsheet down Inventory and cost of goods come with the Standard plan — stock that counts itself. [See pricing]() More in Inventory ## It all posts to the same books [Everything in Inventory]() [Items & Pricing Set up an item once — name, sell price, cost, tax — and reuse it on every invoice and purchase order. Learn more]()[Stock Adjustments Breakage, shrinkage, a miscount — record what actually happened and both the quantity and the dollars update together. Learn more]()[Cost of Goods Sold Every time you sell, Bokeping posts the real cost of what left the shelf — automatically, from that item’s actual purchase history. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/invoicing/ Markdown page: https://bokeping.com/products/invoicing.md Text version of the public page. Check the canonical page for current terms and interactive features. Products / Invoicing & Sales # Get paid without the chase. Professional invoices in under a minute, estimates that turn into invoices with one click, and payments that land in your books on their own. [Start for free]()[See pricing]() Invoices ## An invoice your customers take seriously Pick a customer, add your line items, hit send. Your logo, your payment terms, and the tax math handled — every invoice looks like it came from a bigger company than yours. If it isn’t paid by the due date, the reminder goes out without you writing it; the moment it is, the payment posts straight to your books. - Create and send in under a minute - Sales tax worked out line by line - Reminders go out on their own - Every invoice posts straight to your books [More about Invoices]() Estimates ## Quote it. Win it. Invoice it. Send a clean estimate while the job is still warm. When the customer says yes, one click turns it into an invoice — nothing retyped, nothing forgotten. Every open quote keeps its status in view, so the follow-up on a three-week-old estimate stops depending on your memory. - Estimates that look as sharp as your invoices - Convert to an invoice in one click - Track what’s accepted, pending, or expired - No double entry, ever [More about Estimates]() Customer Payments ## Money that files itself Record a payment — full, partial, or ahead of the invoice — and both sides of your books update at once. Say a customer pays $2,500 against a $4,546.50 invoice: the open balance drops on the spot, and the receipt sends itself. Overpaid? The extra stays visible as credit, never lost in a spreadsheet. - Take card and bank payments online - Partial payments update the balance on both sides - Overpayments become credit you can see - Receipts go out automatically [More about Customer Payments]() Credit Notes ## Fix a sale without breaking the books Returns, discounts after the fact, a billing mistake — issue a credit note and apply it to an invoice or refund it. The ledger stays balanced and the paper trail stays complete. If the return involved stock, the items come back into inventory at the same moment — no separate adjustment to remember. - Apply credit to any open invoice - Refund it instead when that’s the right call - Inventory comes back into stock automatically - Every credit traces back to the original sale [More about Credit Notes]() ## Need a copy for a customer who has paid? Download a free [paid-in-full invoice template]() in Excel, Word, or printable PDF, with a completed example and the steps to record payments in Bokeping. InvoicesEstimatesCustomer PaymentsCredit NotesInvoicesEstimatesCustomer PaymentsCredit Notes ## Send your first invoice today The Free plan includes 20 invoices and estimates a month — no card required. [Start for free]() Keep exploring ## The rest of Bokeping [### Bills & Purchases Track what you owe, pay it on time, and know where every dollar went. Learn more]()[### Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. Learn more]()[### Inventory Know what’s in stock, where it is, and what it really costs you. Learn more]()[### Reports & Accounting Real double-entry books, readable statements, and numbers that tie out. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [Credit Note Software for Refunds & Returns](https://bokeping.com/products/invoicing/credit-notes.md) - [Accept Customer Payments Online](https://bokeping.com/products/invoicing/customer-payments.md) - [Estimate & Quote Software for Small Business](https://bokeping.com/products/invoicing/estimates.md) - [Invoice Software — Create & Send in a Minute](https://bokeping.com/products/invoicing/invoices.md) --- Canonical page: https://bokeping.com/products/invoicing/credit-notes/ Markdown page: https://bokeping.com/products/invoicing/credit-notes.md Text version of the public page. Check the canonical page for current terms and interactive features. Invoicing & Sales / Credit Notes # Undo a sale, keep the story. Returns, make-goods, billing mistakes — issue a credit note that applies to an invoice or refunds cleanly, with the paper trail intact. [Start for free]()[See pricing]() Apply it or refund it Put the credit against any open invoice, or send the money back. Both paths keep your books balanced. Stock comes back too Returned goods flow back into inventory automatically — the quantity and the value, together. The trail stays whole Every credit links to its original sale. A year from now you’ll still see exactly what happened and why. Applying credit ## Credit applies now, or waits without getting lost Apply part of a credit today and the remainder waits on the customer’s account, visible on every screen where their balance shows. There’s no “where did that credit go” moment — it either offsets an invoice, gets refunded, or sits there in plain sight until you decide. - Apply the full credit or just part of it - The remainder stays visible on the customer’s account - Refund it instead when that’s the right call - Reports show credits exactly where they touched the books How it works 1 Start from the invoice Issue the credit note from the original sale so lines, prices, and tax carry over correctly. 2 Pick the lines to credit The whole invoice or just the returned items — tax adjusts itself, and stock items go back into inventory. 3 Apply it or refund it Offset an open invoice, hold it on the account, or record a refund. Whichever you pick, the books balance. InvoicesEstimatesCustomer PaymentsCredit NotesInvoicesEstimatesCustomer PaymentsCredit Notes FAQs ## Fair questions ### When should I use a credit note instead of deleting the invoice? If the invoice was already sent or paid, deleting it rewrites history — a credit note corrects it while keeping the record honest. Save delete for drafts nobody has seen. ### What happens to inventory when goods come back? Crediting a stock item returns the quantity to inventory and adjusts its value in the same posting. Your shelf count and your balance sheet move together, automatically. ### Can a credit note be worth more than the invoice? No — credit against a sale is capped at what that sale was worth, which protects you from accidental over-crediting. If you genuinely owe the customer more than that, record a refund for the difference separately. ## Send your first invoice today The Free plan includes 20 invoices and estimates a month — no card required. [Start for free]() More in Invoicing & Sales ## It all posts to the same books [Everything in Invoicing & Sales]() [Invoices Create a professional invoice in under a minute — your logo, your terms, tax handled — and let the reminders and the bookkeeping run on their own. Learn more]()[Estimates Send a sharp estimate while the customer is still deciding — and turn a yes into an invoice with one click, nothing retyped. Learn more]()[Customer Payments Record payments — full, partial, or ahead of schedule — and the invoice, the customer’s balance, and your bank all update in the same moment. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/invoicing/customer-payments/ Markdown page: https://bokeping.com/products/invoicing/customer-payments.md Text version of the public page. Check the canonical page for current terms and interactive features. Invoicing & Sales / Customer Payments # Every payment lands where it belongs. Record payments — full, partial, or ahead of schedule — and the invoice, the customer’s balance, and your bank all update in the same moment. [Start for free]()[See pricing]() Card and bank, online Customers pay straight from the invoice. The money and the paperwork arrive together. Both sides at once A payment lowers what the customer owes and raises your bank balance in the same posting — the two can never disagree. Overpayments stay visible Paid too much? The extra sits as credit on the customer’s account until you apply or refund it. Never lost, never forgotten. Partial payments ## Half now, half later, correct the whole time Take $1,000 against a $2,450 invoice and Bokeping does the honest thing: the invoice shows exactly what’s still due, your bank shows exactly what arrived, and the customer’s balance agrees with both. Take the rest later — or in three more pieces — and nothing drifts. - The invoice shows paid-so-far and still-due, always - Each payment posts on its own date, never lumped - Reminders keep chasing the remaining balance - Statements show the customer the same numbers you see How it works 1 Open the invoice Or start from the customer — Bokeping shows every open invoice they have, oldest first. 2 Record what arrived Enter the amount and how it came in — card, bank, cash, or check. Partial amounts are fine. 3 Done — both sides post The invoice balance drops, the bank account rises, and a receipt goes out if you want one. InvoicesEstimatesCustomer PaymentsCredit NotesInvoicesEstimatesCustomer PaymentsCredit Notes FAQs ## Fair questions ### What if a customer pays more than the invoice? The invoice closes and the extra becomes visible credit on the customer’s account. Apply it to their next invoice or refund it — either way it’s on the books, not in your memory. ### Can one payment cover several invoices? Yes. Record the payment once and split it across open invoices — useful when a customer sends one check for the month. Each invoice updates with its share, and the total has to match what actually arrived. ### Do online payments cost extra? Online card and bank payments run through Stripe or Forte at the processor’s own rates — Bokeping adds no markup of its own. Recording payments you took outside Bokeping — cash, check, or a plain bank transfer — is free on every plan, including Free. ## Send your first invoice today The Free plan includes 20 invoices and estimates a month — no card required. [Start for free]() More in Invoicing & Sales ## It all posts to the same books [Everything in Invoicing & Sales]() [Invoices Create a professional invoice in under a minute — your logo, your terms, tax handled — and let the reminders and the bookkeeping run on their own. Learn more]()[Estimates Send a sharp estimate while the customer is still deciding — and turn a yes into an invoice with one click, nothing retyped. Learn more]()[Credit Notes Returns, make-goods, billing mistakes — issue a credit note that applies to an invoice or refunds cleanly, with the paper trail intact. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/invoicing/estimates/ Markdown page: https://bokeping.com/products/invoicing/estimates.md Text version of the public page. Check the canonical page for current terms and interactive features. Invoicing & Sales / Estimates # Quote fast. Win the job. Send a sharp estimate while the customer is still deciding — and turn a yes into an invoice with one click, nothing retyped. [Start for free]()[See pricing]() Strike while it’s warm Build an estimate as fast as an invoice — same catalog, same tax math — and send it the day you scope the job. One click to invoice When the customer accepts, convert it. Every line carries over exactly — nothing retyped, nothing forgotten. Know where every quote stands Accepted, pending, expired — one list shows which jobs to chase and which to let go. From yes to invoice ## The yes becomes an invoice in one click When the customer accepts, one click creates the invoice with every line, price, and tax carried over exactly. Scope changed during the conversation? Adjust the invoice before sending — the original estimate stays on file, linked, so both of you can see what was quoted and what was billed. - Every line, price, and tax carries over exactly - Edit the invoice after converting if scope changed - The estimate stays on file, linked to its invoice - Expired estimates close themselves out of your pipeline How it works 1 Build the estimate Pull items from your catalog or write lines fresh. Prices and tax calculate the same way invoices do. 2 Send and track it Email it with an expiry date. Watch its status — pending, accepted, or expired — from one list. 3 Convert on yes One click turns the accepted estimate into an invoice, every line intact. Adjust anything that changed, then send. InvoicesEstimatesCustomer PaymentsCredit NotesInvoicesEstimatesCustomer PaymentsCredit Notes FAQs ## Fair questions ### Can I edit the invoice after converting an estimate? Yes. Conversion copies every line, then the invoice is yours to adjust — change quantities, add lines, split out a deposit. The original estimate stays on file, linked and untouched. ### Do estimates affect my books? No. An estimate is a quote, not a transaction — nothing posts to your ledger until it becomes an invoice. That keeps your income numbers honest while you’re still negotiating. ### What happens when an estimate expires? It’s marked expired and drops out of your active pipeline, so the list only shows quotes still worth chasing. If the customer comes back, duplicate it in one click and re-send with fresh dates. ## Send your first invoice today The Free plan includes 20 invoices and estimates a month — no card required. [Start for free]() More in Invoicing & Sales ## It all posts to the same books [Everything in Invoicing & Sales]() [Invoices Create a professional invoice in under a minute — your logo, your terms, tax handled — and let the reminders and the bookkeeping run on their own. Learn more]()[Customer Payments Record payments — full, partial, or ahead of schedule — and the invoice, the customer’s balance, and your bank all update in the same moment. Learn more]()[Credit Notes Returns, make-goods, billing mistakes — issue a credit note that applies to an invoice or refunds cleanly, with the paper trail intact. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/invoicing/invoices/ Markdown page: https://bokeping.com/products/invoicing/invoices.md Text version of the public page. Check the canonical page for current terms and interactive features. Invoicing & Sales / Invoices # The invoice that chases itself. Create a professional invoice in under a minute — your logo, your terms, tax handled — and let the reminders and the bookkeeping run on their own. [Start for free]()[See pricing]() Under a minute, start to send Pick the customer, add your line items, hit send. Totals and sales tax work themselves out while you type. Reminders that chase for you Friendly nudges go out on their own before and after the due date. You never write the awkward email again. Posts to your books itself Every invoice lands in your ledger the moment it goes out. Nothing to copy anywhere later, nothing to forget. Reminders & payment ## The follow-up sends itself Set a reminder schedule once and every invoice follows it — a nudge before the due date, another after. Add a pay button and the awkward part disappears entirely: the customer clicks, pays by card or bank, and the invoice closes itself with the deposit already in your books. - Reminders scheduled the moment you hit send - A pay button on every invoice — card or bank - Payment marks the invoice paid and posts the deposit - Overdue invoices flagged on your dashboard, with names How it works 1 Pick the customer Choose from your list or add a new one with just a name and email. Their terms and tax settings come along automatically. 2 Add your line items Type them in or pull from your item catalog. Totals and sales tax calculate as you go — no calculator on the desk. 3 Send it Email it straight from Bokeping with a pay button attached. It posts to your books the moment it leaves. InvoicesEstimatesCustomer PaymentsCredit NotesInvoicesEstimatesCustomer PaymentsCredit Notes FAQs ## Fair questions ### Can customers pay the invoice online? Yes — every invoice can carry a pay button for card or bank payment. When the customer pays, the invoice is marked paid and the deposit posts to your books automatically, so getting paid and recording it are the same event. ### What happens when an invoice goes overdue? Bokeping flags it on your dashboard and keeps sending the reminders you scheduled — no manual chasing. You always see who owes you, how much, and how long they’ve owed it. ### How many invoices can I send on the Free plan? The Free plan includes 20 invoices and estimates per month at $0, with no card required. If you outgrow that, Standard at $29/month removes the cap. ## Send your first invoice today The Free plan includes 20 invoices and estimates a month — no card required. [Start for free]() More in Invoicing & Sales ## It all posts to the same books [Everything in Invoicing & Sales]() [Estimates Send a sharp estimate while the customer is still deciding — and turn a yes into an invoice with one click, nothing retyped. Learn more]()[Customer Payments Record payments — full, partial, or ahead of schedule — and the invoice, the customer’s balance, and your bank all update in the same moment. Learn more]()[Credit Notes Returns, make-goods, billing mistakes — issue a credit note that applies to an invoice or refunds cleanly, with the paper trail intact. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/reports/ Markdown page: https://bokeping.com/products/reports.md Text version of the public page. Check the canonical page for current terms and interactive features. Products / Reports & Accounting # Reports your accountant trusts. Words you understand. Underneath: a real double-entry ledger where every entry balances. On top: statements in plain English, current to the minute. [Start for free]()[See pricing]() Financial Statements ## P&L, Balance Sheet, Cash Flow — always current No “run the report and pray” moment. Statements build themselves from the ledger as you work, so the numbers you see in June are the numbers your accountant sees in April. Flip any statement between cash and accrual, or set it beside last month, without rebuilding anything — the ledger underneath is the same either way. - Profit & Loss, Balance Sheet, Cash Flow Statement - Any date range, cash or accrual basis - Compare against last month or last year - Export clean copies for your accountant or the bank [More about Financial Statements]() General Ledger ## Behind every number, a balanced entry Bokeping keeps true double-entry books: every transaction posts balanced, nothing is ever silently edited, and corrections leave a trail. Click any number on any report and follow it to the source. When a figure looks off in the P&L, you don’t guess — you land on the entries behind it and see exactly which document put it there. - Every entry balances — debits equal credits, enforced - Corrections reverse and repost; history stays intact - Drill from any report line to the transaction - Close a period and it stays closed [More about General Ledger]() Sales Tax ## Collected, tracked, and ready to file Set your rates once and every invoice applies them line by line. When filing time comes, one report shows what you collected, what you’ve paid, and what you owe — by rate and by period. Exempt customer, zero-rated item? The right rate — including none — applies without a manual override, and the filing report reflects it. - Rates applied per line item, automatically - Exempt customers and items handled - One report: collected, paid, owed - Record the payment when you remit [More about Sales Tax]() Financial StatementsGeneral LedgerSales TaxFinancial StatementsGeneral LedgerSales Tax ## Bring your accountant — it’s free Accountant access is free on every plan. They see clean books; you keep the plain English. [Start for free]() Keep exploring ## The rest of Bokeping [### Invoicing & Sales Professional invoices, estimates that convert, and payments that post themselves. Learn more]()[### Bills & Purchases Track what you owe, pay it on time, and know where every dollar went. Learn more]()[### Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. Learn more]()[### Inventory Know what’s in stock, where it is, and what it really costs you. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [P&L, Balance Sheet & Cash Flow Statements](https://bokeping.com/products/reports/financial-statements.md) - [General Ledger Software with Drill-Down](https://bokeping.com/products/reports/general-ledger.md) - [Sales Tax Tracking & Reporting Software](https://bokeping.com/products/reports/sales-tax.md) --- Canonical page: https://bokeping.com/products/reports/financial-statements/ Markdown page: https://bokeping.com/products/reports/financial-statements.md Text version of the public page. Check the canonical page for current terms and interactive features. Reports & Accounting / Financial Statements # Statements that are ready before you ask. Profit & Loss, Balance Sheet, and Cash Flow build themselves from your ledger as you work. Any date range, cash or accrual basis, always current. [Start for free]()[See pricing]() Current to the minute Statements come straight from the ledger, live. There’s no “generate report” step and no stale copy from last quarter floating around. Cash or accrual, one toggle The same books, presented either way. Your lender gets accrual, your tax preparer gets cash — nobody recalculates anything by hand. Exports people take seriously Clean copies for the bank, the landlord, or your accountant — any date range, with last month or last year alongside for comparison. Cash or accrual ## Two ways of seeing. One set of books. Accrual counts income when you earn it; cash counts it when the money moves. Most small businesses need both — accrual to run the business, cash for the tax return. In Bokeping it’s one toggle on the same ledger, and both views tie out to the penny because neither is a recalculation. - Flip any statement between bases instantly - Both views come from the same balanced entries - Balance Sheet always ties: assets = liabilities + equity - Compare periods without leaving the report How it works 1 Keep the books Send invoices, pay bills, confirm bank transactions. Every one posts to the ledger, and the statements update in the same breath. 2 Pick a lens Choose the statement, the date range, and the basis — cash or accrual. Add last month or last year for comparison in one click. 3 Share it Export a clean copy for the bank or your accountant, or give your accountant free portal access and skip the email attachments entirely. Financial StatementsGeneral LedgerSales TaxFinancial StatementsGeneral LedgerSales Tax FAQs ## Fair questions ### Cash basis or accrual — which should I use? Cash basis counts money when it moves; accrual counts it when it’s earned or owed. Many small US businesses file taxes on cash but manage on accrual, and your accountant should make the final call. Bokeping keeps both views ready, so choosing one doesn’t lock you out of the other. ### Do I have to close my books before running a statement? No. Statements read the live ledger, so a report for “this month so far” is accurate the moment you open it. When you do close a period, it locks — the statements you sent out stay reproducible. ### Can my accountant pull these without me exporting anything? Yes. Accountant access is free on every plan — they sign in to their own portal, run any statement on either basis, and drill into the numbers. You stop being the middleman for PDF requests. ## Bring your accountant — it’s free Accountant access is free on every plan. They see clean books; you keep the plain English. [Start for free]() More in Reports & Accounting ## It all posts to the same books [Everything in Reports & Accounting]() [General Ledger Books you can check, not just read. Learn more]()[Sales Tax Rates apply line by line on every invoice, exempt customers and items are skipped automatically, and one report shows collected, remitted, and owed. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/reports/general-ledger/ Markdown page: https://bokeping.com/products/reports/general-ledger.md Text version of the public page. Check the canonical page for current terms and interactive features. Reports & Accounting / General Ledger # Real double-entry books behind plain English. Books you can check, not just read. Nothing posts until you confirm it, an entry that doesn’t balance is refused, corrections append instead of overwriting — and any number on any report opens onto the document behind it. [Start for free]()[See pricing]() Balanced by construction Debits equal credits — every entry balances, enforced by the system, not by hoping someone checked. An unbalanced entry simply cannot post. Every number has a source Drill from a P&L line to the transactions behind it, and from a transaction to its journal entry. No dead ends, no “trust me” totals. Corrections leave a trail Nothing is silently edited. Fixes reverse the old entry and post a new one, so the history your accountant audits is the history that happened. Show your work ## Nothing happens here that you can’t check Any software can post an entry for you. The useful question is whether you can go back afterwards and see exactly what it did — and undo it if it was wrong. Bokeping is built so you always can: nothing posts without your confirmation, an entry that doesn’t balance is refused outright, a correction reverses the original instead of editing it, and every report line opens onto the transactions and documents underneath. Utilities looks high in June? One click, and there are the two payments that made it so. - Suggested, not posted — nothing enters the books until you confirm it - Balanced, or refused — a lopsided entry cannot post at all - Reversed, not erased — corrections append, the original stays readable - Traceable to the document — drill from any report line to its source How it works 1 Work in plain English Send invoices, pay bills, confirm bank transactions. Bokeping writes the balanced journal entry behind each one — you never touch a debit column. 2 Follow any number down From statement to line, line to transaction, transaction to entry. The whole chain is clickable in both directions. 3 Close the period Lock a month or a year and it stays locked. Later corrections post in an open period with a clear back-reference — history never rewrites. Financial StatementsGeneral LedgerSales TaxFinancial StatementsGeneral LedgerSales Tax FAQs ## Fair questions ### Do I need to understand debits and credits to use this? No. You work with invoices, bills, and bank transactions in plain words; the ledger writes itself underneath. The double-entry layer exists so your accountant, your lender, and an audit all get real books — you only visit it when you’re curious. ### Can I see who changed what, and when? Yes — every financial change carries an audit trail. Open a transaction and its history is right there: created, corrected, voided, each step dated and attributed. Nothing about the record depends on anyone remembering what they did last March, and your accountant reads the same trail from their own free login. ### Could someone edit history to make the books look better? No, and it’s the ledger that stops them rather than a policy. Posted entries are never edited in place: a fix reverses the original and posts a replacement, so both stay in the record, dated and linked. Closed periods refuse new entries entirely — a correction for a closed month posts in the current one with a reference back. The books can be corrected. They can’t be quietly rewritten. ## Bring your accountant — it’s free Accountant access is free on every plan. They see clean books; you keep the plain English. [Start for free]() More in Reports & Accounting ## It all posts to the same books [Everything in Reports & Accounting]() [Financial Statements Profit & Loss, Balance Sheet, and Cash Flow build themselves from your ledger as you work. Learn more]()[Sales Tax Rates apply line by line on every invoice, exempt customers and items are skipped automatically, and one report shows collected, remitted, and owed. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/reports/sales-tax/ Markdown page: https://bokeping.com/products/reports/sales-tax.md Text version of the public page. Check the canonical page for current terms and interactive features. Reports & Accounting / Sales Tax # Sales tax that’s ready when filing is. Rates apply line by line on every invoice, exempt customers and items are skipped automatically, and one report shows collected, remitted, and owed. [Start for free]()[See pricing]() Right rate, every line Set your rates once and every invoice applies them line by line. Taxable and exempt items can share an invoice without anyone doing math in the margin. One report, three numbers Collected, remitted, and owed — by rate and by period. When the filing deadline comes, the numbers are sitting there, not scattered across twelve invoices. Remittance on the record Record the payment when you remit and the owed number resets honestly. Next quarter starts from zero, not from a guess. Exemptions ## Exempt customers and items, handled per line A wholesale buyer with a resale certificate, a nonprofit, a service your state doesn’t tax — mark the customer or the item exempt once and Bokeping applies tax only where it’s owed, even when taxable and exempt lines share one invoice. The tax line names its base, so anyone can check the math. - Mark a customer exempt once — every future invoice respects it - Exempt items skip tax even for taxable customers - Mixed invoices tax only the taxable lines - The report separates exempt sales for your return How it works 1 Set your rates Enter the rates you collect — state and local combined or separate — and mark any exempt customers and items while you’re at it. 2 Invoice normally Tax calculates per line as you work. Exempt lines show as exempt instead of silently missing, so the invoice explains itself. 3 File, then record it At deadline time, open the report, copy the numbers into your state’s filing, and record the remittance in Bokeping. Owed drops to zero for the period. Financial StatementsGeneral LedgerSales TaxFinancial StatementsGeneral LedgerSales Tax FAQs ## Fair questions ### Does Bokeping file my sales tax return for me? No — Bokeping prepares the numbers; you file with your state. The report gives you collected, remitted, and owed by rate and period, which is exactly what the return asks for, so the filing itself usually takes minutes. ### How do I handle a customer with a resale certificate? Mark the customer exempt and keep their certificate details on file with the contact. From then on their invoices skip sales tax automatically, and the report keeps their sales in a separate exempt bucket so your return can show them correctly. ### I collect at more than one rate. Can the report keep them straight? Yes. Set up each rate you collect and assign it where it applies; the report then breaks collected, remitted, and owed out by rate. Each jurisdiction’s line on your return gets its own clean number instead of one blended total. ## Bring your accountant — it’s free Accountant access is free on every plan. They see clean books; you keep the plain English. [Start for free]() More in Reports & Accounting ## It all posts to the same books [Everything in Reports & Accounting]() [Financial Statements Profit & Loss, Balance Sheet, and Cash Flow build themselves from your ledger as you work. Learn more]()[General Ledger Books you can check, not just read. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/products/why-bokeping/ Markdown page: https://bokeping.com/products/why-bokeping.md Text version of the public page. Check the canonical page for current terms and interactive features. Why Bokeping # Books shouldn’t need a translator. Most tools make you choose: simple words with flimsy books, or real books wrapped in jargon. Bokeping refuses the trade — a true double-entry ledger underneath, plain English on top. [Start for free]()[See the product]() The loop ## Three jobs, on repeat Watch your money Bank feeds, invoices, and bills flow into one double-entry ledger as they happen — nothing waits for a bookkeeping day. Say what it means Cash, coming in, going out. Plain English on the surface, real accounting underneath — jargon only where your accountant needs it. Tell you what to do Chase this invoice. Review that expense. A bill is due Friday. One next step at a time, each with a link that does it. Watch your moneySay what it meansTell you what to doWatch your moneySay what it meansTell you what to do Invoicing < 1 min from new invoice to sent Banking 1 click to sort a bank transaction Reports To the penny statements that tie out The receipts ## Small moments where it earns its keep Tuesday, 7:50 AM The invoice chased at breakfast The dashboard flagged INV-0172 — 12 days overdue, $1,840. One click sent the reminder; the payment landed online that afternoon and posted itself. Total effort: the click, over toast. Friday, 4:12 PM The 12-minute reconciliation Month-end used to mean a printed statement and a highlighter. This time the feed had already matched 28 of 28 transactions, the difference read $0.00, and the whole ceremony took 12 minutes — most of it double-checking out of habit. January, year-end The accountant who found nothing to fix The CPA logged into the free portal expecting the usual archaeology. Every entry balanced, every correction traceable, sales tax already reported by period. Her email, in full: “There’s nothing here for me to clean up.” Under the automation ## Automation that shows its work The industry is offering a trade right now: let the software do more of the work, and stop asking how it got there. Here you never have to stop asking — everything Bokeping does for you leaves something you can open, question, and undo. Suggested, not posted The bank feed proposes a match; you confirm it. Nothing reaches your books until you say yes, and the feed is read-only — Bokeping can read your transactions and can never move your money. Imports work the same way: every row comes back reported, landed, skipped as a duplicate, or flagged with a reason. Reversed, not erased Corrections never overwrite. Bokeping reverses the original entry and posts the fix beside it, so your reports show today’s number while the history still shows what it was before. Every financial change carries a trail: what changed, who changed it, when. Balanced, or refused Debits equal credits, or the entry doesn’t post at all. The ledger enforces that rule instead of trusting that someone checked, so no automatic step can leave your books quietly lopsided. Traceable to the document Click any line on any report and keep going — to the transactions behind it, to the balanced entry behind those, to the document itself. Nothing ends in a total you’re asked to take on faith. The point The question worth asking any automated bookkeeping product isn’t how much it does for you. It’s whether you can check what it did. Software that can’t show its work is asking for trust it hasn’t earned. The honest comparison ## Where Bokeping actually differs | What matters | Spreadsheets | Old-school software | Bokeping | | --- | --- | --- | --- | | Tells you what needs doing next | No | No | Yes | | Plain English, no account codes | Sort of | No | Yes | | Real double-entry ledger | No | Yes | Yes | | Bank feed does the typing | No | Yes | Yes | | Numbers that always tie out | No | Yes | Yes | | Learnable in an afternoon | Yes | No | Yes | | Free accountant access | No | Extra seat | Every plan | | Price to start | Free | $35+/mo | Free | Deliberate gaps ## Four things we won’t build Tools rot when they try to do everything. These four gaps are deliberate, and they aren’t a roadmap. Not a CRM Contacts carry balances and history — not sales pipelines. Your books stay books. Not an ERP Accounting all the way down, rather than ten modules that each stop halfway. Not a tax filer We get your numbers filing-ready and hand them to the pro (or tool) that files. Payroll: integrate, don’t imitate Payroll belongs with payroll specialists. Bokeping keeps the books that receive it. Open the books, get told the two things that need doing, do them, close it. That’s the whole relationship we’re designing for. FAQs ## The skeptic’s questions ### Is the plain English hiding real accounting? No — it’s translating it. Underneath every “coming in” and “going out” is a true double-entry ledger: every entry balances, corrections reverse and repost rather than overwrite, and closed periods stay closed. Click any number on any report and you can follow it to its source. The words are simple; the books are not simplified. ### What happens when I outgrow it? The plans grow first: Free to Standard (bank feeds, inventory, purchase orders) to Pro (a bigger team, roles and permissions, multiple locations), with your history intact at every step. And because the ledger is real and your data exports cleanly, if you ever do leave, you leave with proper books — not a data hostage situation. ### Why trust a newer product with my books? Judge the books, not the birthday. Bokeping enforces the rules that make accounting trustworthy — balanced entries, an append-only audit trail, period locking — and lets you verify all of it yourself: reconcile against your bank, drill any report line to its source, invite your accountant to inspect for free. Trust that can be checked beats trust that’s merely old. ### What does my accountant actually see? Real working papers, not a simplified export: the full general ledger, trial balance, statements on cash or accrual basis, and the audit trail behind every mutation. They get their own free login on any plan — you keep the plain English, they get the debits and credits. ### How much of this is AI? Less than the category would like you to assume, and we’d rather say so plainly. The automation that earns its place is pattern-matching: Bokeping recognizes the payees you’ve already confirmed and suggests the same treatment next time, and it matches incoming bank activity to the invoices and bills you’ve already entered. It gets better because you corrected it, not because it guessed harder. We don’t run an autonomous month-end close, we don’t post to your books unattended, and we won’t pretend otherwise to sound modern. ### What happens when the automation gets it wrong? You correct it, and the correction appends rather than overwrites. Bokeping reverses the original entry and posts the fixed one, so your reports show the right number while the trail still shows the mistake, the fix, and when each happened. Then the suggestion takes your correction as the new rule for that payee — the same error doesn’t come back next month. ## Judge it with your own books Import your data free and see what it tells you to do first. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/ Markdown page: https://bokeping.com/resources.md Text version of the public page. Check the canonical page for current terms and interactive features. Resources # Practical help for clearer books. Learn the basics, work through a task, or find an answer. Start with the resource that fits what you’re doing today. [Explore the resources]()[Read the blog]() Learn & put it into practice ## A starting point for the task at hand [Understand the numbers ### Accounting basics Get familiar with the accounts, transactions, and reports behind your everyday bookkeeping. Explore]()[Build a routine ### Practical guides Follow checklists for getting started, reviewing cash, closing the month, and moving your books. Explore]()[Find the next step ### Tutorials & Walkthroughs Explore written product overviews and follow step-by-step walkthroughs for invoices, bank transactions, and month-end review. Explore]()[Get the details right ### Invoice templates & examples Download editable Excel and Word invoice templates, a filled example, and a printable PDF. Follow the guide to complete your invoice. Explore]()[Confirm a completed payment ### Paid-in-full invoice template Download a paid invoice with payment dates, references, and a zero balance. Follow the steps to record the payment in Bokeping. Explore]()[Choose your tools ### Accounting software buyer’s guide Questions to ask about reporting, imports, integrations, and the features your business needs. Explore]() From the blog ## Recent articles [All articles]() [Banking · 4 min read ### The bank reconciliation that takes 12 minutes A fictional bank-reconciliation walkthrough: investigate a $235.43 difference, account for missing fees and a duplicate deposit, and review the resulting balance. Read article]()[Taxes · 4 min read ### Sales tax without the shoebox Sales tax isn’t your money — it’s the state’s, passing through. How a small US business collects the right amount, tracks it as a liability, and remits it without the year-end panic. Read article]()[Inventory · 4 min read ### Inventory margins: know what you make on every product Explore product costs through a fictional coffee roaster, with a clear distinction between materials-only estimates and margins that include applicable production costs. Read article]() Help & support ## Looking for something specific? [### Help center Find answers to common product questions.]()[### Contact support Ask about your account or a bookkeeping workflow.]()[### Developer resources Explore the API and integration documentation.]()[### Service reliability Our availability targets and what we do when something breaks.]() ## More pages in this section - [Blog](https://bokeping.com/resources/blog.md) - [The 15-minute month-end routine](https://bokeping.com/resources/blog/fifteen-minute-month-end.md) - [Invoice habits that get you paid faster](https://bokeping.com/resources/blog/get-paid-faster.md) - [Inventory margins: know what you make on every product](https://bokeping.com/resources/blog/inventory-margins-every-product.md) - [Profitable on paper, out of cash at the bank](https://bokeping.com/resources/blog/profitable-but-broke.md) - [How to read your P&L without an accounting degree](https://bokeping.com/resources/blog/read-your-pl.md) - [Sales tax without the shoebox](https://bokeping.com/resources/blog/sales-tax-without-the-shoebox.md) - [The bank reconciliation that takes 12 minutes](https://bokeping.com/resources/blog/twelve-minute-reconciliation.md) - [How to Choose Accounting Software: 12 Questions to Ask](https://bokeping.com/resources/choosing-accounting-software.md) - [Contact](https://bokeping.com/resources/contact.md) - [Developer API](https://bokeping.com/resources/developers.md) - [Guides](https://bokeping.com/resources/guides.md) - [Accounting basics, in plain English](https://bokeping.com/resources/learn/accounting-basics.md) - [Free Invoice Templates for Excel, Word & PDF](https://bokeping.com/resources/learn/invoice-templates.md) - [Free Paid-in-Full Invoice Template for Excel, Word & PDF](https://bokeping.com/resources/learn/paid-in-full-invoice-template.md) - [Service Reliability](https://bokeping.com/resources/status.md) - [Tutorials & Walkthroughs](https://bokeping.com/resources/tutorials.md) --- Canonical page: https://bokeping.com/resources/blog/ Markdown page: https://bokeping.com/resources/blog.md Text version of the public page. Check the canonical page for current terms and interactive features. Resources / Blog # Notes for people who run the numbers Cash flow, invoicing, month-end, and how to actually read your reports. Plain English, real numbers, no jargon. Banking The bank reconciliation that takes 12 minutes 4 min read [BankingAugust 6, 20264 min read ## The bank reconciliation that takes 12 minutes A fictional bank-reconciliation walkthrough: investigate a $235.43 difference, account for missing fees and a duplicate deposit, and review the resulting balance. Read the post]() Latest posts ## Short reads, long shelf life [TaxesAugust 5, 2026 ### Sales tax without the shoebox Sales tax isn’t your money — it’s the state’s, passing through. How a small US business collects the right amount, tracks it as a liability, and remits it without the year-end panic. 4 min readRead]()[InventoryAugust 4, 2026 ### Inventory margins: know what you make on every product Explore product costs through a fictional coffee roaster, with a clear distinction between materials-only estimates and margins that include applicable production costs. 4 min readRead]()[Cash flowAugust 3, 2026 ### Profitable on paper, out of cash at the bank Your P&L says you made money. Your bank account disagrees. Here’s where the cash actually goes — and a ten-minute weekly check that catches trouble a month early. 3 min readRead]()[BookkeepingJuly 21, 2026 ### The 15-minute month-end routine An illustrative month-end checklist: organize transactions, reconcile the bank, review open invoices and bills, and read your reports. Allow more time for complex books. 3 min readRead]()[ReportsJuly 7, 2026 ### How to read your P&L without an accounting degree Five lines, three questions, one monthly habit. Everything you need to read a profit and loss statement with confidence — no accounting degree required. 4 min readRead]()[InvoicingJune 16, 2026 ### Invoice habits that get you paid faster Five practical invoice habits — clear terms, timely delivery, payment options, reminders, and complete details — that can reduce avoidable payment delays. 3 min readRead]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [The 15-minute month-end routine](https://bokeping.com/resources/blog/fifteen-minute-month-end.md) - [Invoice habits that get you paid faster](https://bokeping.com/resources/blog/get-paid-faster.md) - [Inventory margins: know what you make on every product](https://bokeping.com/resources/blog/inventory-margins-every-product.md) - [Profitable on paper, out of cash at the bank](https://bokeping.com/resources/blog/profitable-but-broke.md) - [How to read your P&L without an accounting degree](https://bokeping.com/resources/blog/read-your-pl.md) - [Sales tax without the shoebox](https://bokeping.com/resources/blog/sales-tax-without-the-shoebox.md) - [The bank reconciliation that takes 12 minutes](https://bokeping.com/resources/blog/twelve-minute-reconciliation.md) --- Canonical page: https://bokeping.com/resources/blog/fifteen-minute-month-end/ Markdown page: https://bokeping.com/resources/blog/fifteen-minute-month-end.md Source updated: 2026-09-17 Text version of the public page. Check the canonical page for current terms and interactive features. [All posts]() Bookkeeping # The 15-minute month-end routine BookkeepingBy [Bokeping Team]()3 min read Published July 21, 2026Updated September 17, 2026 Month-end has a reputation: a shoebox of receipts, a lost Saturday, and a promise that next month will be different. It doesn’t have to be any of that. If your books are kept reasonably current, closing a month is a 15-minute checklist — and the same checklist tells you exactly what to fix if it takes longer. Use the times below as an illustrative schedule for a small set of current, uncomplicated books. Backlogs, inventory, accruals, and unresolved differences can make the close take longer. Supporting records and a monthly bank reconciliation matter more than meeting a stopwatch target. ## Minutes 0–5: clear the bank feed Open your bank feed and deal with every transaction that hasn’t been categorized yet. If you’ve been sorting a few times a week, this is a handful of items, not a wall. Two rules keep it fast. First, don’t agonize — a $14 charge in a slightly-wrong expense category will not distort your business decisions, but a month of unsorted transactions will. Second, when the same vendor keeps appearing, set a rule so next month it sorts itself. If you still import bank activity by CSV, do the import first, then sort. Duplicates should be flagged automatically — skip them, don’t delete history. ## Minutes 5–8: reconcile the bank Compare the bank statement with the books through the same date. Account for outstanding checks, deposits in transit, bank fees, and errors, then review the individual transactions as well as the adjusted balances. Matching totals alone cannot rule out offsetting mistakes. Investigate unexplained differences before treating the reconciliation as complete. ## Minutes 8–11: chase what’s open Pull two lists: invoices your customers haven’t paid, and bills you haven’t paid. For invoices, anything past due gets a reminder today — not a phone call, not a confrontation, just a friendly nudge with a payment link. For bills, check what’s due in the next two weeks so nothing surprises you. This isn’t strictly “closing” the month, but it’s the highest-value three minutes in the whole routine. ## Minutes 11–15: read three numbers The close isn’t finished when the data is clean — it’s finished when you’ve learned something. Open your profit and loss for the month and look at exactly three things: - Revenue against last month, and against the same month last year if you have it. Direction matters more than the exact digits. - The one expense line that moved the most. There’s usually a story — a hire, a price increase, an annual bill. Make sure you know which story it is. - Cash today versus cash 30 days ago. If profit was positive and cash fell, you know where to look: unpaid invoices, inventory, or debt payments. Write those three observations down somewhere — one sentence each. Twelve months of those sentences is a better management report than most companies ever produce. ## The secret is the other 29 days A 15-minute close is really a habit disguised as a checklist. What makes it possible: - Ten minutes on the bank feed twice a week, so nothing piles up. - Snap or forward receipts the day you get them, while you still remember what they were for. - Invoice the day the work ships, so month-end isn’t also invoicing catch-up day. - Keep personal spending out of business accounts — every crossover costs more time to untangle than it ever saved. The goal isn’t tidy books for their own sake. It’s that on the first of every month, you know whether you made money, who owes you, and what’s about to leave the account — while there’s still time to do something about all three. General guidance, not accounting or tax advice. Rules differ by state and by business, and they change — check your own state’s published rules, and talk to your accountant about your situation before you act on anything here. Keep reading ## More from the blog [Banking4 min read ### The bank reconciliation that takes 12 minutes Read]()[Taxes4 min read ### Sales tax without the shoebox Read]()[Inventory4 min read ### Inventory margins: know what you make on every product Read]()[Cash flow3 min read ### Profitable on paper, out of cash at the bank Read]()[Reports4 min read ### How to read your P&L without an accounting degree Read]()[Invoicing3 min read ### Invoice habits that get you paid faster Read]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/blog/get-paid-faster/ Markdown page: https://bokeping.com/resources/blog/get-paid-faster.md Source updated: 2026-09-17 Text version of the public page. Check the canonical page for current terms and interactive features. [All posts]() Invoicing # Invoice habits that get you paid faster InvoicingBy [Bokeping Team]()3 min read Published June 16, 2026Updated September 17, 2026 An invoice sent late, addressed to the wrong person, or missing a purchase-order number can create avoidable delays. The habits below make billing clearer and easier to act on. Their effect depends on your customers, contracts, and payment processes; there is no guaranteed reduction in collection time. ## Send it the day the work ships The payment clock doesn’t start when you finish the work — it starts when the invoice lands. Finish a job on the 3rd and invoice on the 12th and you’ve donated nine days before the payment terms even begin. Batching everything to an “invoice day” at month-end is the single most expensive habit in small-business billing: work delivered on the 2nd waits four weeks before the customer even sees a bill. Make invoicing part of delivery, not part of admin. The job isn’t done when the work ships; it’s done when the invoice does. ## Net 30 is a habit, not a law Agree payment terms before work begins and show the agreed terms and due date on the invoice. Shorter terms or a deposit may suit some engagements, but must fit the contract and applicable law; adding new terms to an invoice does not automatically change an existing agreement. The UK Small Business Commissioner’s practical invoice checklist emphasizes agreed terms and complete billing details; its legal context is the UK, not the United States. ## Make paying effortless Offer clear payment instructions and suitable payment methods. A payment link can remove steps for customers who prefer to pay online, while others need bank-transfer details or an approved purchasing process. Compare processing fees and customer needs instead of assuming one method always produces faster payment. ## Remind before it’s due, not after Most overdue invoices aren’t disputed — they’re forgotten. A reminder schedule fixes that, and automating it means you never have to feel awkward about following up: - Three days before the due date: a friendly note that the invoice is coming due, with the payment link. - On the due date: a short, neutral notice. - Seven days after: a direct follow-up that names the amount and asks for a payment date. The tone can stay warm the whole way — the system is persistent so you don’t have to be. Customers quickly learn that your invoices don’t drift, and that changes how they prioritize them. ## Get the boring details right Larger customers pay through a process, and invoices that break the process go to the back of the line: - A unique invoice number their system can reference — and yours can track. - The PO number, if the customer’s purchasing process requires one. Missing information can hold up approval. - The right recipient. “Send it to accounting@” beats a project contact who forwards it eventually. - Clear line items, amounts, and the agreed due date, so the recipient can verify and approve the invoice. ## The compounding effect Track the time from sending an invoice to receiving payment, along with overdue balances and disputes. Compare those measures after changing your process. That gives you evidence from your own customers instead of relying on a promised number of weeks or dollars saved. General guidance, not accounting or tax advice. Rules differ by state and by business, and they change — check your own state’s published rules, and talk to your accountant about your situation before you act on anything here. Keep reading ## More from the blog [Banking4 min read ### The bank reconciliation that takes 12 minutes Read]()[Taxes4 min read ### Sales tax without the shoebox Read]()[Inventory4 min read ### Inventory margins: know what you make on every product Read]()[Cash flow3 min read ### Profitable on paper, out of cash at the bank Read]()[Bookkeeping3 min read ### The 15-minute month-end routine Read]()[Reports4 min read ### How to read your P&L without an accounting degree Read]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/blog/inventory-margins-every-product/ Markdown page: https://bokeping.com/resources/blog/inventory-margins-every-product.md Source updated: 2026-09-17 Text version of the public page. Check the canonical page for current terms and interactive features. [All posts]() Inventory # Inventory margins: know what you make on every product InventoryBy [Bokeping Team]()4 min read Published August 4, 2026Updated September 17, 2026 Ask a business owner their overall margin and most can answer. Ask what they make on one specific product and the room goes quiet. That silence is expensive: a blended margin is an average, and averages hide exactly the thing you need to see — which products carry the business and which ones quietly ride along for free. ## COGS in one sentence Under an inventory-based accrual approach, inventory costs are generally recognized in cost of goods sold as the related items are sold. Buying stock can reduce cash before it reduces profit. The federal tax treatment can differ, including exceptions for eligible small businesses; use the accounting method and cost-allocation rules that apply to your business. ## The roaster: what a $16 bag actually costs Consider a fictional coffee roaster selling a 12 oz retail bag and a 5 lb wholesale bag. For this simplified example, assume green beans cost $4.20 a pound and roasting loses 15% of their weight. The figures below cover materials, packaging, and inbound freight only; production labor and overhead still need to be considered. - Roast loss. Roasting drives off moisture — about 15% of the weight. A pound of roasted coffee therefore costs $4.20 ÷ 0.85 = $4.94, before anything else happens to it. - The coffee in the bag. A 12 oz bag holds 0.75 lb of roasted coffee: $4.94 × 0.75 = $3.71. - Packaging. Bag, label, and one-way valve: $0.62. - Freight in. The shipping you paid to get green beans to the roastery is part of the cost of the beans. Spread across the order it adds $0.17 a bag. The included costs total about $4.50 per retail bag. At a $16 selling price, that leaves about $11.50 before production labor and overhead, or roughly 72% of sales. For the wholesale bag, $24.71 of coffee plus $1.10 of packaging and $0.55 of freight totals $26.36. At $52, about $25.64 remains before those additional costs, or roughly 49%. These are illustrative partial-cost margins, not final accounting gross margins. Production labor and allocable overhead are not simply optional categories. IRS Publication 334 explains that manufacturing cost of goods sold can include direct and indirect labor and other production costs. Determine the treatment required by your reporting and tax methods with your accountant, and apply it consistently. A management estimate that omits those costs should be labeled accordingly. The example shows why the sales mix matters, but the decision needs the remaining production and selling costs too. Wholesale may bring steadier orders and lower selling costs per bag; it may also need more working capital. Compare consistently calculated product margins before choosing where to grow. ## When costs move: the average does the remembering Green coffee doesn’t stay at $4.20. Buy the next lot at $4.65 and the honest cost of “a bag of coffee” shifts. Average costing handles this without heroics: your remaining stock’s cost blends with each new purchase, and every sale carries the average that’s true at that moment. What matters isn’t the method’s name — it’s that the cost travels with the sale automatically, so your February margin reflects February’s bean prices without anyone rebuilding a spreadsheet. ## What to do with per-product margins - Reprice the outliers. A product 20 points below its siblings either earns a higher price, a cheaper input, or a reason — strategic loss-leaders are fine, accidental ones aren’t. - Chase freight, not just unit price. Freight-in is part of COGS and it’s invisible until you allocate it. Consolidating two shipments into one is a margin improvement no customer ever notices. - Watch the drift, not just the level. A margin sliding from 72% to 66% over three months is a supplier increase or a discounting habit — and it’s the earliest warning you’ll get. - Kill or bundle the losers. A product that can’t earn its margin after repricing can still earn its keep in a bundle — or it can stop consuming shelf space and attention. None of this requires a quarterly spreadsheet project. Tracked inventory posts cost of goods at every sale, which means the per-product view is a report you open, not an analysis you commission. The roaster’s $16 bag was always making $11.50. The only change is that now somebody knows. General guidance, not accounting or tax advice. Rules differ by state and by business, and they change — check your own state’s published rules, and talk to your accountant about your situation before you act on anything here. Keep reading ## More from the blog [Banking4 min read ### The bank reconciliation that takes 12 minutes Read]()[Taxes4 min read ### Sales tax without the shoebox Read]()[Cash flow3 min read ### Profitable on paper, out of cash at the bank Read]()[Bookkeeping3 min read ### The 15-minute month-end routine Read]()[Reports4 min read ### How to read your P&L without an accounting degree Read]()[Invoicing3 min read ### Invoice habits that get you paid faster Read]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/blog/profitable-but-broke/ Markdown page: https://bokeping.com/resources/blog/profitable-but-broke.md Source updated: 2026-09-17 Text version of the public page. Check the canonical page for current terms and interactive features. [All posts]() Cash flow # Profitable on paper, out of cash at the bank Cash flowBy [Bokeping Team]()3 min read Published August 3, 2026Updated September 17, 2026 June was your best month ever. Revenue up, costs steady, and the profit and loss report says you cleared $9,200. So why is there $1,400 in checking and payroll due Friday? If that’s ever happened to you, nothing was wrong with your books. Profit and cash are two different measurements, taken at two different moments, and a business can be genuinely profitable while its bank account quietly runs dry. Understanding the gap between the two is one of the highest-leverage things an owner can learn — it takes ten minutes, and it can save the company. ## Profit is earned. Cash is collected. First check the accounting basis. Under accrual accounting, a completed June service may produce June revenue if the applicable recognition conditions are met, even when the customer pays in July. Issuing a $12,000 invoice on June 20 alone does not establish that revenue belongs in June. Under cash accounting, income is generally recorded when received, subject to exceptions. The examples here assume accrual accounting and distinguish profit from cash movements. Timing is one part of the difference. Borrowing, principal repayments, equipment purchases, and owner distributions can also change cash without an equal change in profit. Read the income statement, balance sheet, and cash flow information together. ## The three places cash hides When a profitable business feels broke, the money is almost always parked in one of three places: - Unpaid invoices. Every dollar customers owe you is revenue you’ve earned but can’t spend. If you invoice $30,000 a month on net-30 terms, roughly a month of revenue is permanently in transit — and one slow-paying customer can double that. - Inventory on the shelf. Stock is cash that changed shape. Buy $8,000 of product in June and your bank balance drops $8,000 immediately, but your P&L only records the cost as each unit sells. Growing businesses often buy more inventory every month, which means cash keeps leaving faster than profit shows up. - Bills the P&L never shows. Loan principal payments, owner draws, and the sales tax you collected on the state’s behalf all leave the bank account without ever appearing as an expense. A $1,500 monthly loan payment might show as only $180 of interest expense — the other $1,320 vanishes from cash with no trace on the P&L. ## The ten-minute weekly cash check You don’t need a forecasting model. Once a week, write down four numbers: - Cash in the bank today, across every account. - Cash coming in over the next 30 days — open invoices, using the dates customers actually pay, not the dates printed on the invoices. - Cash going out over the next 30 days — payroll, rent, loan payments, tax set-asides, and the bills sitting in your books. - The difference. If it’s negative, you now have weeks to act instead of days. That last part is the point. Cash problems are rarely fatal when you see them 30 days out — you can chase invoices, delay a purchase, or arrange short-term credit. They’re dangerous when you find out Thursday night before a Friday payroll. ## What to do when profit is fine but cash is tight - Invoice the day the work is done, and shorten your terms. Moving from net 30 to net 14 permanently pulls two weeks of revenue out of transit and into your account. - Take deposits on large jobs. Half up front on a $20,000 project changes the shape of the whole month. - Slow inventory purchases to match real sales. Every week of extra stock on the shelf is cash you can’t use. - Move sales tax to a separate account weekly, so the balance you see is the balance you can actually spend. Businesses rarely fail because the P&L was ugly — owners see that coming. They fail with full order books and a bank account that hit zero first. Watch both numbers. Profit tells you the business model works. Cash tells you whether you’ll be around long enough to enjoy it. General guidance, not accounting or tax advice. Rules differ by state and by business, and they change — check your own state’s published rules, and talk to your accountant about your situation before you act on anything here. Keep reading ## More from the blog [Banking4 min read ### The bank reconciliation that takes 12 minutes Read]()[Taxes4 min read ### Sales tax without the shoebox Read]()[Inventory4 min read ### Inventory margins: know what you make on every product Read]()[Bookkeeping3 min read ### The 15-minute month-end routine Read]()[Reports4 min read ### How to read your P&L without an accounting degree Read]()[Invoicing3 min read ### Invoice habits that get you paid faster Read]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/blog/read-your-pl/ Markdown page: https://bokeping.com/resources/blog/read-your-pl.md Source updated: 2026-09-17 Text version of the public page. Check the canonical page for current terms and interactive features. [All posts]() Reports # How to read your P&L without an accounting degree ReportsBy [Bokeping Team]()4 min read Published July 7, 2026Updated September 17, 2026 A profit and loss statement, also called an income statement, summarizes revenue and expenses over a period. It answers a different question from a balance sheet, which shows assets, liabilities, and equity at a particular date, or a cash flow statement, which explains changes in cash. Start with that distinction, then check the accounting basis behind the numbers. ## First, check the accounting basis Before reading the numbers, check whether the report uses cash or accrual accounting. Cash basis generally records income when payment is received and expenses when paid, subject to exceptions. Accrual basis records revenue when earned and expenses when incurred under the applicable accounting rules. For customer contracts under U.S. GAAP, revenue is recognized when or as the promised goods or services transfer to the customer and the relevant recognition conditions are met. The invoice date alone does not decide which month gets the revenue. For example, suppose you fully complete a service in March, satisfy the revenue recognition conditions that month, and receive payment in May. An accrual-basis P&L would show that revenue in March. A cash-basis P&L would generally show it in May, assuming no payment was received or made available to you earlier. Sending a March invoice for work you will perform later does not, by itself, make it March revenue under accrual accounting. Advance payments, subscriptions, and projects spanning several months may need different treatment. Financial reporting and tax reporting can also follow different rules. For U.S. cash-method tax reporting, income generally counts when actually received or made available without restriction, even if you have not deposited it yet. ## The shape: five lines that matter A typical P&L can be understood through five main lines, though the detail and layout vary by business: - Revenue — sales and service income recognized in the period under the report’s accounting basis. On an accrual report, this can include earned revenue that customers have not paid yet. - Cost of goods sold — what it directly cost to deliver that revenue: product, materials, freight. A pure service business may barely have this line. - Gross profit — revenue minus cost of goods sold. This is what selling actually leaves you to run the business with. - Operating expenses — the cost of existing: rent, payroll, software, insurance, marketing. - Net profit — the bottom line after all reported income and expenses, including any items outside day-to-day operations. Here’s a simplified accrual-basis example. A candle company recognizes $20,000 of revenue for candles transferred to customers in March, with all revenue recognition conditions met. The cost of those candles sold is $8,000, leaving gross profit of $12,000 and a 60% gross margin. Operating expenses recognized for March total $9,500. Assuming no other income or expenses, net profit is $2,500, or 12.5% of revenue. Those figures describe March’s profit, regardless of when the related payments clear. ## Read down, then across Reading down one month tells you what happened. Reading across several months tells you what’s changing — and that’s where the value is. Use the same accounting basis for each period. A large project completed in one month or seasonal sales can make a single month unusual; payment timing can also affect a cash-basis report. Three to six months side by side help you separate timing effects from a longer-term trend. One habit makes comparison dramatically easier: read percentages, not just dollars. Gross margin as a percent of revenue, each major expense as a percent of revenue. Dollars grow just because the business grows; percentages tell you whether the machine itself is getting better or worse. ## Three questions to ask every month - Is gross margin holding? If it was 60% all year and it’s 52% this month, something real happened — supplier prices rose, you discounted heavily, or a cost landed in the wrong place. Margin drift is the earliest warning most businesses get, and most never see it. - Did any expense grow faster than revenue? Revenue up 10% and software spend up 40% is worth thirty seconds of your attention. It might be a perfectly good decision — it should just be a decision, not a discovery. - Is net profit becoming cash? On an accrual basis, unpaid invoices or inventory purchases can help explain why profit rises while the bank balance falls. Equipment purchases, loan principal repayments, and owner distributions can also use cash without reducing current-period profit by the same amount. Check the balance sheet and cash movements before deciding why. ## What a P&L won’t tell you A P&L does not show your cash balance or every cash movement, even when prepared on a cash basis. A profitable month can end with less cash than it started with. Loan proceeds are generally not revenue, and repayments of principal are not expenses; interest is treated separately. Owner draws and distributions generally do not reduce profit. The balance sheet shows what you own and owe, while a cash flow statement helps explain changes in cash. So use the pairing: the P&L tells you whether the engine works; the bank balance and the balance sheet tell you whether there’s fuel. Reading one without the other is how businesses get surprised. ## A five-minute monthly habit Once a month, when the books are closed: open the P&L, run the three questions above, and write down one sentence about what changed and why. That’s the entire discipline. You’ll walk into any conversation with a lender, an accountant, or a partner knowing your own numbers cold — and that changes how people deal with you. General guidance, not accounting or tax advice. Rules differ by state and by business, and they change — check your own state’s published rules, and talk to your accountant about your situation before you act on anything here. Keep reading ## More from the blog [Banking4 min read ### The bank reconciliation that takes 12 minutes Read]()[Taxes4 min read ### Sales tax without the shoebox Read]()[Inventory4 min read ### Inventory margins: know what you make on every product Read]()[Cash flow3 min read ### Profitable on paper, out of cash at the bank Read]()[Bookkeeping3 min read ### The 15-minute month-end routine Read]()[Invoicing3 min read ### Invoice habits that get you paid faster Read]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/blog/sales-tax-without-the-shoebox/ Markdown page: https://bokeping.com/resources/blog/sales-tax-without-the-shoebox.md Source updated: 2026-09-17 Text version of the public page. Check the canonical page for current terms and interactive features. [All posts]() Taxes # Sales tax without the shoebox TaxesBy [Bokeping Team]()4 min read Published August 5, 2026Updated September 17, 2026 The shoebox method of sales tax works like this: collect tax all year without thinking about it, then spend a miserable weekend before the filing deadline reconstructing what you owe from bank statements and guesswork. It’s common, it’s stressful, and it’s completely avoidable. Sales tax is genuinely simple once you accept one idea and build three small habits around it. ## The one idea: it was never your money Sales tax is not revenue. When a customer hands you $541.25 for a $500 sale at 8.25%, you earned $500. The other $41.25 belongs to the state — you’re just the collection agent, holding it in trust until the filing date. The moment it lands in your account it’s a liability, exactly like a loan. Every sales tax horror story starts with a business treating that $41.25 as spendable and discovering at filing time that it’s been spent. ## Where you owe: nexus in plain English A physical location, employees, inventory, or sales activity can create a sales-tax connection called nexus. Each state sets its own registration tests, measurement periods, and exemptions; there is no single national sales threshold. As one state-specific example, New York’s published remote-seller test uses both more than $500,000 in tangible-property sales delivered into the state and more than 100 such sales in the preceding four sales-tax quarters. Check every relevant state’s rules, including marketplace-facilitator rules, before deciding who must collect. ## Collecting: right rate, right items, right customers The rate depends on where the sale happens, and it stacks: a 6.25% state rate plus 2% of county and city can make 8.25% at the register. Three things trip up small businesses: - Location. Determine the sourcing rules that apply to the transaction, then use the relevant state or local rate lookup. Shipping an item does not create one uniform nationwide rule. - Items. Check whether the particular goods or services are taxable in the jurisdiction. Do not assume a category is exempt everywhere. - Customers. Where a resale or other exemption applies, obtain and retain the documentation required by that jurisdiction. Record the sale as two things, always: $500 of revenue, $41.25 of sales tax payable. Your revenue line never includes the tax. If your reports show revenue with tax baked in, every margin number downstream is quietly wrong. ## Tracking: a liability account, not a rainy-day fund Track sales tax collected on the state’s behalf in a liability account, with separate detail by jurisdiction when needed. A separate bank account can help reserve the cash for remittance. This is a cash-management habit, not a replacement for checking the return: credits, adjustments, prior payments, and filing-period differences can affect the amount due. ## Remitting: the state picks the dates, you keep them Follow the filing frequency and deadlines assigned by each state. New York, for example, uses annual, quarterly, or part-quarterly filing and generally requires registered vendors to file for periods with no taxable sales. Those are New York rules, not a nationwide schedule. Build your routine around the obligations that apply to your registrations: - Put every filing date on the calendar the day the state assigns it. Late filings earn penalties even when the payment is small. - Check whether a zero-activity return is required. In New York, remaining registered generally means continuing to file even for periods without taxable sales. - Reconcile the return to sales-tax activity for that period and explain credits, adjustments, and prior payments. A difference is something to investigate, not proof of one specific error. - Pay from the set-aside account, and record the payment against the liability. Remitting tax is paying down a debt, not an expense — it never touches your P&L. ## The 20-minute monthly habit Once a month: confirm collected tax matches the liability account, confirm the set-aside account covers the balance, and glance at out-of-state sales against the thresholds of wherever they’re growing. That’s the whole discipline. The shoebox version of sales tax costs a weekend of panic and a penalty or two every year. The liability-account version costs twenty minutes a month — and the money was never yours either way. General guidance, not accounting or tax advice. Rules differ by state and by business, and they change — check your own state’s published rules, and talk to your accountant about your situation before you act on anything here. Keep reading ## More from the blog [Banking4 min read ### The bank reconciliation that takes 12 minutes Read]()[Inventory4 min read ### Inventory margins: know what you make on every product Read]()[Cash flow3 min read ### Profitable on paper, out of cash at the bank Read]()[Bookkeeping3 min read ### The 15-minute month-end routine Read]()[Reports4 min read ### How to read your P&L without an accounting degree Read]()[Invoicing3 min read ### Invoice habits that get you paid faster Read]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/blog/twelve-minute-reconciliation/ Markdown page: https://bokeping.com/resources/blog/twelve-minute-reconciliation.md Source updated: 2026-09-17 Text version of the public page. Check the canonical page for current terms and interactive features. [All posts]() Banking # The bank reconciliation that takes 12 minutes BankingBy [Bokeping Team]()4 min read Published August 6, 2026Updated September 17, 2026 Bank reconciliation compares a bank statement with the books for the same account and date, accounting for outstanding checks, deposits in transit, fees, and errors. The IRS recommends reconciling business checking accounts monthly. This fictional example uses a twelve-minute routine to explain the steps; actual time depends on the number of transactions and unresolved differences. ## The setup: two numbers that should agree Pick one account and one month. The July statement says checking closed at $18,406.22. Your books say the same account ended July at $18,641.65. The difference is $235.43 — books higher than bank. That number isn’t a verdict on your bookkeeping. It’s a search warrant: something specific, adding up to exactly $235.43, is recorded in one place and not the other. Your whole job is to find it. One rule before you start: never “plug” the difference with an adjustment to make the numbers agree. A forced match doesn’t fix the error — it hides it, and it will come back bigger. The difference is information. Spend it. ## Minutes 1–4: what does the bank have that you don’t? Start on the statement side and scan for anything your books never saw. The usual finds are small and boring: service charges, wire fees, interest earned. Sure enough, near the bottom of the statement sit two lines that never made it into the books — a $15.44 monthly service charge and a $30.00 outgoing wire fee. That’s $45.44 of bank charges. Record them, and the unexplained difference drops to $189.99 — a suspiciously specific number, which is exactly the kind you want. ## Minutes 5–9: the suspiciously specific remainder A difference like $189.99 doesn’t look like an accumulation of small stuff — it looks like one transaction. Search the books for that amount and there it is, twice: a customer payment recorded by hand on the day the check was deposited, and the same deposit imported again from the bank feed three days later. Classic double-record — it happens whenever manual entry and imports mix. Merge the duplicate (don’t delete history; mark it as the same money) and the difference reads $0.00. Check the math: $45.44 in missed bank charges plus a $189.99 duplicated deposit is $235.43. The books were “wrong” in two mundane ways, and both took minutes to find because the amount told you what to look for. ## Minutes 10–12: tick, tie, and lock it Mark the month reconciled. This step matters more than it feels like it does: a reconciled month is a trusted base, which means next month’s search space is one month wide instead of six. Businesses that reconcile monthly chase differences measured in minutes. Businesses that reconcile at tax time chase a year of compounded ones. ## The three usual suspects Nearly every reconciliation difference is one of three things: - Bank activity your books missed — fees, interest, and the occasional returned payment. The bank never forgets to charge you; you sometimes forget to record it. - Duplicates from mixed entry — a transaction typed in by hand and then imported again by feed or CSV. The tell is a difference that exactly equals one transaction. - Timing — a check you wrote on the 29th that cleared on the 2nd. It belongs in your books now and on next month’s statement. List it, don’t “fix” it. And two old tricks for when nothing jumps out. A difference divisible by nine is often a transposition — record $270 as $720 and the $450 gap divides cleanly by nine. A difference that’s exactly double one transaction usually means something was entered backwards: a deposit recorded as a withdrawal moves the balance twice its amount. Neither trick finds the error for you, but both tell you what kind of error to hunt. ## Why twelve minutes and not three hours Regular recordkeeping can make reconciliation easier because there is less history to investigate. Review the transactions and reconciling items as well as the totals: offsetting errors can leave equal balances. The twelve-minute schedule is a teaching example, not a completion-time guarantee or proof that every accounting entry is correct. General guidance, not accounting or tax advice. Rules differ by state and by business, and they change — check your own state’s published rules, and talk to your accountant about your situation before you act on anything here. Keep reading ## More from the blog [Taxes4 min read ### Sales tax without the shoebox Read]()[Inventory4 min read ### Inventory margins: know what you make on every product Read]()[Cash flow3 min read ### Profitable on paper, out of cash at the bank Read]()[Bookkeeping3 min read ### The 15-minute month-end routine Read]()[Reports4 min read ### How to read your P&L without an accounting degree Read]()[Invoicing3 min read ### Invoice habits that get you paid faster Read]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/choosing-accounting-software/ Markdown page: https://bokeping.com/resources/choosing-accounting-software.md Text version of the public page. Check the canonical page for current terms and interactive features. Resources / Buyer’s guide # 12 questions to ask any accounting software — including us. A procurement checklist you can point at any vendor, written to be genuinely awkward for all of them. Every question is answered here for Bokeping too, in the same words we’d use if we were losing the deal — and on four counts, we are. [Copy the 12 questions]()[Where we’d fail it]() Before the checklist ## The sticker price is the least useful number on the page Choosing accounting software feels like comparing monthly prices, and it almost never is. The subscription is the one line every vendor volunteers and the one line least likely to surprise you. What decides the real cost is renewal pricing, who counts as a user, where the caps sit, what the payment processor takes, whether payroll is included or bought elsewhere, and how much unassigned setup work is hiding behind the word “onboarding”. The twelve questions below are designed to surface those, from anyone — us included. ### The price you compare isn’t the price you pay Pricing pages show the promotional rate, billed annually, for one user, before payment processing. The number that matters is the one on your card in month thirteen — and it is almost never the number in the headline. ### The software line is rarely the biggest line For most small businesses, payment processing costs more per year than the subscription, and payroll costs more than both. A tool that looks cheap can sit on top of two bills that are not cheap at all. ### The expensive part is the work nobody assigned Chart of accounts, opening balances, bank rules, the parallel month. That work decides whether the books are trustworthy, and it is the line item that shows up in no quote from anyone. 01 ## What is the normal renewal price, and when does the promotional rate end? A great many pricing pages quote an introductory rate that lasts three, six or twelve months, and the renewal is quietly two or three times higher. Ask for the month-thirteen price in writing, and ask how many times list prices have moved in the last three years. A bad answer sounds like: “We’ll take care of you at renewal.” That is a discount someone can withdraw, not a price you can budget. Bokeping’s answer Straight answer Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. Your Pro trial runs through December 31, 2026 or 30 days from creating your first company, whichever is later. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. Regular monthly prices are $0 for Free, $29 for Standard, and $59 for Pro. Annual billing is $290 or $590 paid up front for Standard or Pro — two months free. All prices are in USD per company, with each company billed separately. Online payment processing fees are separate, including during the free offer. If we ever change list prices, you hear about it before your renewal date, and you can cancel at any time without a contract or an exit fee. [See the full pricing page]() 02 ## Does one subscription cover one business, one legal entity, or several? “Unlimited” usually describes invoices, not companies. If you run a trading company and a property holding company, you may be buying two subscriptions and keeping two sets of books. Ask how many sets of books one subscription covers, and whether they can be rolled into one set of consolidated statements. A bad answer sounds like: Answering a question about entities with a sentence about users. They are different limits, and only one of them is on the pricing page. Bokeping’s answer We lose this one One subscription covers one business — one set of books. A second business needs a second subscription, at the same list price as the first. There is no group discount today. And we should be blunt about the bigger limit: Bokeping does not do multi-entity consolidation at all. There is no way to roll two companies into one consolidated profit and loss or balance sheet, and no intercompany eliminations. If consolidated books are something your business actually needs, do not buy us and plan to work around it — look at a mid-market platform built for group reporting. That is a different category of product, and we would rather say so on this page than in month three. 03 ## How are regular users, accountants, approvers and employees each charged? Seat pricing is where a $30 quote becomes a $120 bill. Count everyone who will need to sign in — the bookkeeper, whoever approves bills, the two staff who submit expenses, your accountant — and get a price for each category separately. A bad answer sounds like: A single “per user” figure with no mention of read-only, approver or accountant roles. That normally means everyone is billed at the full rate, including the person who only ever looks. Bokeping’s answer Straight answer We do not sell seats. Each plan includes its people: Free is built for one person, Standard includes up to three users, and Pro up to 10. You never buy a seat one at a time, and there is no separate rate for a read-only user. Your accountant or bookkeeper is free on every plan, including Free, and never counts against the user limit. The honest caveat: granular roles and permissions only arrive on Pro. Below that, everyone who has a seat sees the same books — so if you need someone who can enter bills but not see the whole ledger, that is a Pro feature, not a Standard one. [How accountant access works]() 04 ## What are the caps — invoices, bills, bank connections, document scans, API calls, transaction volume? Every plan has a ceiling somewhere, and few vendors lead with it. The follow-up question is the important one: what happens when you hit the cap — a hard stop, an automatic upgrade to the next tier, or overage billing you find out about on the invoice? A bad answer sounds like: “Unlimited,” with no qualifier. Ask them to point at the clause; there is usually a fair-use limit or a monthly document-scan quota sitting behind the word. Bokeping’s answer Straight answer Free caps each kind of record — invoices, estimates, bills, expenses and the rest — at 20 a month, and bank data comes in by CSV import only. Every paid plan removes that cap: unlimited invoices, estimates, bills, contacts and transactions, with no subscription overage charge for these records. Online payments incur separate processing fees. Automatic bank feeds are included from Standard up. API access is on Pro. When you hit the Free cap, nothing breaks and nothing is deleted. Your books, customers and history stay exactly as they are — you simply cannot send the twenty-first invoice until the month rolls over or you upgrade, and everything already entered carries straight across. 05 ## What are the full payment rates: card, ACH, instant payout, cross-border, chargebacks? Processing usually costs a small business more per year than the accounting software does. Ask for the whole rate card rather than the headline card rate — bank transfer, international cards, currency conversion, instant payout and the chargeback fee are each their own line. A bad answer sounds like: One percentage, quoted with confidence. The question you actually want answered is whether the vendor adds a margin on top of the processor’s published rate, and most will not volunteer it. Bokeping’s answer Straight answer Online payments run through Stripe or Forte, whichever you connect, at the processor’s own rates. We add no markup — not a percentage, not a per-transaction fee, and no revenue share. Card, bank transfer, cross-border, currency conversion and chargeback fees are the processor’s: Stripe publishes its rates, Forte prices per merchant agreement, and both vary by country and method. We deliberately do not restate them here, because a rate card copied onto a marketing page goes stale and misleads. What we do add is the record. The online payment posts against the invoice the moment it clears, at the full amount the customer paid; the processor’s fee is the gap between that and the payout that later reaches your bank. Record the fee as an expense and your profit and loss shows gross revenue and the cost of getting paid as two separate numbers — which is the only way to notice when one of them is growing faster than the other. [How invoicing and payments work]() 06 ## What does payroll actually cost: base fee, per employee, extra states, year-end forms, corrections? Payroll pricing is a base fee plus a per-employee monthly charge, and the extras are where the budget goes: a second state, contractor payments, year-end forms, and amended returns after a mistake. Ask for the annual total at your real headcount in your real states. A bad answer sounds like: A base fee followed by “plus per employee,” with no number attached to the second half of the sentence. Bokeping’s answer We lose this one We do not sell payroll. So we charge you nothing for it — and we cannot run it for you either. You will need a payroll provider, you will pay them separately, and for most small teams that bill is larger than the Bokeping one. Payroll is a compliance product with a filing calendar and real liability attached, and a mediocre one would be worse than none. The same answer applies to tax: we do not file anything. Not sales tax returns, not income tax, not year-end forms. Bokeping tracks the sales tax you have collected and keeps books your preparer can work from, but the filing itself belongs to you and to them. Price both of those before you compare our subscription with anyone else’s. 07 ## Which of these are native rather than bolted on: inventory, projects, revenue recognition, fixed assets, multi-currency, consolidation? “Supported” can mean built into the ledger, or it can mean a third-party app you pay for separately and reconcile by hand every month. The test question is simple: does it post to the general ledger by itself, on the same close cycle as everything else? A bad answer sounds like: A wall of partner logos. An integrations page is not a feature, and an integration you have to reconcile is a second set of books. Bokeping’s answer Partly Native, in the ledger: real double-entry with a full audit trail and period lock, on every plan including Free. Inventory with cost of goods from Standard — stock movements post COGS themselves rather than waiting for a journal you remember to write. Not native, and not available as an add-on either: multi-currency, projects and job costing, revenue recognition schedules, fixed-asset registers with depreciation runs, and consolidation. There is no integration that fixes those for you here. If one of them is load-bearing for how your business reports, we are the wrong tool. [How inventory and cost of goods work]() 08 ## What does a migration include — how many years of history, attachments, reconciliation status, custom fields? “We’ll migrate you” can mean four years of transactions or a trial balance as of one date. Get specific: how many years, do receipts and attachments travel, does reconciliation status survive, what happens to custom fields and classes. A bad answer sounds like: “We import everything,” with no list. The receipts are usually the thing that quietly gets left behind, and you find out during an audit. Bokeping’s answer Partly File import is free on every plan, including Free. Use separate CSV/XLSX files for supported lists and documents; .qbo files carry bank or credit-card transactions only, not a complete QuickBooks company. Check the supported fields for each record type and review the import results before reconciling balances against your original reports. Where we would fail this question honestly: attachments and reconciliation status do not travel through a CSV or QBO file. Nothing carries those well. Which is why our actual advice is not a heroic full-history migration — pick a clean start date, bring open invoices, unpaid bills and bank balances across as opening balances, and keep the old system readable for a year. [How switching works]() 09 ## Who sets up the chart of accounts, opening balances, rules, and who runs the parallel month? This is the work that decides whether the books can be trusted, and it is the item most often left unassigned in a purchase. Ask for a named owner and a date against each of the four: chart of accounts, opening balances, bank rules, parallel run. A bad answer sounds like: “Our onboarding team will help you get set up.” Help is not ownership, and a welcome call is not a parallel month. Bokeping’s answer Partly You do, or your accountant does. We should be straight that this is real work rather than a wizard — an unhurried afternoon for a small business, longer if your old records are messy. Every plan starts with an editable chart of accounts, and our setup guide walks the order that matters: fiscal year, a clean start date, opening balances, then contacts, then tax rates. What we do not do: we do not perform the setup for you, we do not sell an implementation package, and we do not run your parallel month. Onboarding is self-serve, with guides and human support. The mitigation is real, though — accountant access is free on every plan, so bringing in the person who should own this costs you nothing. Run one month in both systems and compare the profit and loss before you retire the old books. [The step-by-step setup guide]() 10 ## Can you export everything? Is there read-only access after you cancel? What happens to attachments and the audit log? Ask this before you sign, not while you are leaving. Nail down four things: can you export the full general ledger and not just formatted reports, do attachments come out, does the audit trail come out, and how long can you read your books after you stop paying. A bad answer sounds like: “You can export to CSV.” That answers none of the four. Data you cannot get out at the level of detail you need is a switching cost the pricing page never showed you. Bokeping’s answer Partly Export at any time, on any plan including Free — contacts, transactions, and the reports and ledger behind them. Your history is yours, and we do not treat it as leverage at renewal. There is no fee to leave and no notice period. If you cancel a paid plan, you keep access until your paid period ends. Your books then stay readable and exportable for twelve months: you can sign in and look things up, but you can’t post anything new unless you resume service. Canceling Free or an unpaid trial starts this read-only period immediately. You can also choose to continue on Free. Take an export when you leave and keep your own copy. 11 ## Is support AI, chat, phone, a named person, or an implementation partner — and what is the response time? “24/7 support” can mean a chatbot at three in the morning and a human queue at three in the afternoon. Ask which channel, staffed by whom, with what target response time — and whether that target is contractual or aspirational. A bad answer sounds like: Any answer that avoids the word “phone,” or that quotes an average first-response time instead of how long it takes to actually resolve something. Bokeping’s answer Partly Email and chat, answered by people, within one business day. Pro gets priority in the queue. We do not put a bot in front of you first, and we do not hand you off to an implementation partner, because we do not have one. There is no phone number to call. We do not offer phone support today, and we would rather write that sentence than let you discover it during your first bad week. If picking up the phone and reaching a named person the same afternoon is what makes software usable for you, that is a genuine reason to choose someone else. [How to reach a human]() 12 ## What is the total cost in year one and in year three? This is the only number that lets you compare two vendors honestly. Build it: subscription at the renewal price times twelve, plus seats, plus payment processing on the revenue you actually collect online, plus payroll at your headcount, plus migration and setup, plus the add-ons that turned out not to be native. Then rebuild it for year three at renewal prices and the headcount you expect to have. A bad answer sounds like: Any answer that only covers the subscription line. That is the line least likely to surprise you. Bokeping’s answer Straight answer At current regular annual prices, subscription costs are $0 on Free, $290 a year on Standard, and $590 on Pro, in USD per company. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. Your first-year cost depends on when that trial starts and which companies you choose to upgrade. Each company has its own subscription; add their costs when budgeting for several companies. File import is free and users are included within each company’s plan limit. Budget separately for Stripe or Forte payment processing; those fees are excluded from the free subscription offer. Use current pricing when estimating future years. Then the two lines that are not ours: payroll, which you will buy from a payroll provider, and tax filing, which you will buy from a preparer. Add both before you compare us with anything else — for a business with employees they will comfortably outweigh the software. [Compare the plans]() The point of this page ## Where we’d fail our own checklist Four limits in the answers above are ones we can’t dress up. They’re not oversights or roadmap teasers — they’re deliberate, and for some businesses each one is enough on its own to rule us out. Read these first, because they’re cheaper to find here than in month three. ### We don’t do payroll. Not a lightweight version, not a roadmap item you can plan around. You will run payroll somewhere else, pay for it separately, and live with two systems that are not one system. Question 6. ### We don’t file your taxes. We track the sales tax you collect and keep books a preparer can work from. We file nothing — no sales tax returns, no income tax, no year-end forms. If you were hoping for one bill that covers software and filing, this is not it. Question 6. ### We don’t consolidate multiple entities. One subscription, one set of books. Two companies means two subscriptions, two separate sets of statements, no consolidated profit and loss, and no intercompany eliminations. Group reporting is a category of product we are simply not in. Question 2. ### We don’t have phone support. Email and chat, real people, within one business day — and no number to call, on any plan. If reaching a named person by phone the same afternoon is what makes software usable for you, we will lose that comparison every time. Question 11. Add to that list, from question 7: no project or job costing, no revenue-recognition schedules, and no fixed-asset register with depreciation runs — none of them available through an add-on either. If any one of these seven is load-bearing for how your business actually reports, the right decision is to buy something else, and we’d rather help you reach it now. Take it with you ## The twelve, in one block Copy this into an email and send it to every vendor on your shortlist at once — including us. Answers that arrive in writing are worth several times an answer given on a demo call. Questions for any accounting software vendor 1. 01What is the normal renewal price, and when does the promotional rate end? 2. 02Does one subscription cover one business, one legal entity, or several? 3. 03How are regular users, accountants, approvers and employees each charged? 4. 04What are the caps — invoices, bills, bank connections, document scans, API calls, transaction volume? 5. 05What are the full payment rates: card, ACH, instant payout, cross-border, chargebacks? 6. 06What does payroll actually cost: base fee, per employee, extra states, year-end forms, corrections? 7. 07Which of these are native rather than bolted on: inventory, projects, revenue recognition, fixed assets, multi-currency, consolidation? 8. 08What does a migration include — how many years of history, attachments, reconciliation status, custom fields? 9. 09Who sets up the chart of accounts, opening balances, rules, and who runs the parallel month? 10. 10Can you export everything? Is there read-only access after you cancel? What happens to attachments and the audit log? 11. 11Is support AI, chat, phone, a named person, or an implementation partner — and what is the response time? 12. 12What is the total cost in year one and in year three? FAQs ## Fair questions about this checklist ### Can I send this page to my accountant? That is what it is for. The copy block above gives you the twelve questions as plain text you can paste into an email to your accountant, or hand to two or three vendors at once. And if the accountant ends up working in Bokeping with you, their access is free on every plan, including Free — so nothing about involving them early costs you money. ### Why don’t you compare other products’ prices on this page? Because a competitor price copied onto a marketing page is stale within a quarter, and a stale number in our favor is not an honest one. This page is a set of questions, not a scoreboard. If you want our side-by-side view of a specific product, we publish those separately and we try to be fair in them too — see the QuickBooks comparison. ### Which of the twelve do buyers skip most often? Questions 1 and 12 — the renewal price and the three-year total. Almost everyone compares the headline monthly figure, very few ask what happens after the introductory period, and fewer still add payment processing and payroll into the same total. Those two questions move the real number far more than any feature checkbox will. ### If Bokeping fails its own checklist on four counts, why use it? Because those four are things we deliberately do not do, and everything left is what we do properly: real double-entry books with an audit trail and period lock on every plan, plain-English day-to-day work, no seat charges, no markup on payments, free import, free export, and your accountant included. If none of the four gaps is load-bearing for your business, that is a good trade. If one of them is, this page just saved you a migration. Keep reading:[Pricing in full]() ·[Bokeping vs QuickBooks]() ·[How switching works]() ·[Setup guides]() ## Ask us all twelve You already have our answers in writing. Test them against your own books — the Free plan needs no card, and your accountant is free on top. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/contact/ Markdown page: https://bokeping.com/resources/contact.md Text version of the public page. Check the canonical page for current terms and interactive features. Support / Contact # Talk to a human Real people read every message — business owners get answers in plain English, and support replies within one business day. [## (866) 88-BOKEPING (866) 882-6537 Questions about Bokeping? Give us a call.]()[## Support Stuck on something in your books? We reply within one business day. Contact support]()[## Sales & partnerships Questions about plans, accountant portals, or working together. Send an inquiry]()[## Press Writing about Bokeping? The press kit has boilerplate, logos, and colors. Visit the press kit]() Bokeping is operated by UTAXES, LLC. ## NYC Office 600 3rd Ave, Manhattan New York 10016, United States [Open in Maps]() ## Albany Office 45 Colvin Ave #120 Albany, NY 12206, United States [Open in Maps]() Send a message ## Tell us what’s up A sentence or two is plenty. If it’s about your books, mention which page you were on. ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/developers/ Markdown page: https://bokeping.com/resources/developers.md Text version of the public page. Check the canonical page for current terms and interactive features. Support / Developer API # Your books, programmable Everything Bokeping knows about your business, over a clean REST API — invoices, contacts, bills, accounts, and reports. [See the Pro plan]() GET /v1/invoices { "invoice\_no": "INV-01042", "total": "1250.00", "status": "paid" } ## REST + JSON Predictable resource URLs, standard HTTP verbs, JSON in and out. If you’ve used one good API, you already know this one. ## snake\_case everywhere Every field on the wire is snake\_case — requests, responses, and webhook payloads. No guessing, no mixed conventions. ## Keys you control Create and revoke API keys yourself in Settings. Scope them to what a script actually needs, and rotate without a support ticket. ## Signed webhooks Get notified when invoices are paid or bank activity lands. Every payload is signed so you can verify it really came from us. First request ## One curl away from your ledger GET /v1/invoices ``` curl https://api.bokeping.com/v1/invoices \ -H "Authorization: Bearer bk_live_9f2…" { "data": [ { "id": 1042, "invoice_no": "INV-01042", "customer_id": 88, "invoice_date": "2026-08-01", "due_date": "2026-08-31", "currency_code": "USD", "total": "1250.00", "due_amount": "0.00", "status": "paid" } ], "pagination": { "page": 1, "page_size": 25, "total": 214 } } ``` Authentication ## One header, keys you own ### Keys live in Settings Create API keys yourself under Settings → API keys. No support ticket, no waiting — a key exists the moment you need one. ### One header, every request Send the key as a Bearer token in the Authorization header. That’s the entire handshake — no OAuth dance for your own data. ### Scope each key to its job A reporting dashboard doesn’t need to create invoices. Give every script exactly the access it uses, so a leaked key can only do what that script could. ### Rotate without downtime Create the replacement key, deploy it, revoke the old one. Revocation is immediate — and keys belong on your server, never in client code or a repo. Authorization ``` # Every request carries the key — nothing else to set up curl https://api.bokeping.com/v1/accounts \ -H "Authorization: Bearer bk_live_9f2…" # A revoked or unknown key fails loudly, not quietly { "status_code": 401, "code": "INVALID_API_KEY", "message": "The API key is invalid or has been revoked." } ``` Endpoints ## The resources you’d expect | Endpoint | What you can do | | --- | --- | | /invoices | List, create, and send invoices; record payments against them. | | /contacts | Customers and vendors — create, update, and look up balances. | | /bills | Track what you owe and record bill payments. | | /accounts | Read your chart of accounts, with live balances. | | /reports | Pull Profit & Loss, Balance Sheet, and Cash Flow as structured JSON. | Webhooks ## Find out when it happens, not when you poll POST https://yourapp.com/hooks/bokeping ``` { "id": "evt_7c31a90d", "type": "invoice.paid", "created_at": "2026-08-06T14:12:09Z", "data": { "invoice_id": 1042, "invoice_no": "INV-01042", "total": "1250.00" } } ``` ### Events, not polling Subscribe an HTTPS endpoint to the moments you care about — an invoice getting paid, bank activity landing, a contact changing. Each delivery is a small JSON POST naming the event and the record it touched. ### Verify the signature Every payload is signed with your webhook secret, and the signature rides in a header. Verify it before trusting a single field — and reject anything that doesn’t check out. ### Answer fast, work later Return a 2xx quickly and do the real processing on your own time. If your endpoint is down or slow, we retry with increasing backoff until it recovers — deliveries are persistent, not fire-and-forget. ### Expect repeats Retries mean the same event can arrive more than once. Every event carries a stable id — record the ids you’ve processed and skip the ones you’ve seen. Idempotent handlers sleep well. Rate limits & versioning ## Built to not surprise you ### Versioned via /v1 Every path starts with the version. Breaking changes only ever arrive behind a new version number — code written against /v1 keeps working. ### Additive by default New fields appear in responses as the product grows. Build parsers that ignore keys they don’t recognize, and additions will never break you. ### Limits that stay out of the way Rate limits are set generously for bookkeeping workloads — syncs, dashboards, nightly jobs. If you ever hit one, you’ll get a clear 429 with a Retry-After header. Back off and retry. API FAQs ## Fair questions from developers ### Is the API read-write, or read-only? Read-write. You can create and send invoices, add contacts, and record bills — the same actions the app takes, hitting the same double-entry ledger with the same audit trail. Reports are read-only by nature. ### Which plan includes API access? The Pro plan, at $59 a month. Bank feeds through Plaid stay read-only on every plan by design — that’s a property of the connection, not of your API key. ### Is there a sandbox? No — there is no separate sandbox environment today, and we would rather say so than point you at a workaround that isn’t one. Keys are issued for the company they belong to, on the Pro plan, so integrations are built against real books. Two things make that survivable: scope each key to exactly what the script needs, and remember corrections are append-only — a test invoice gets voided rather than deleted, and the audit trail keeps the whole story. ### Where do I get help? The contact page — bokeping.com/resources/contact — reaches the team that builds the API, not a tier of ticket triage. Include the request path and the response you got, and you’ll get a real answer back. ## API access comes with the Pro plan Everything above — plus up to 10 users, roles and permissions, and multiple locations. [See pricing]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/guides/ Markdown page: https://bokeping.com/resources/guides.md Text version of the public page. Check the canonical page for current terms and interactive features. Resources / Guides # Do-it-today guides No theory, no filler. Five short guides you can follow start to finish — each one leaves your books measurably better than it found them. 01~3 hours ## Set up your books in an afternoon One unhurried afternoon gets you from nothing to books you can trust. The order below matters — each step builds on the one before it. 1. 1 ### Create your company and set the basics Business name, address, currency, and the start of your fiscal year. Ten minutes, but get the fiscal year right — every report is framed by it. 2. 2 ### Pick a clean starting date Choose the first of a month — the first of the year is even better. Everything before that date stays in your old system or spreadsheet; everything after lives here. A clean line beats a heroic full-history migration every time. 3. 3 ### Enter opening balances As of your starting date: what was in each bank account, which customer invoices were still unpaid, and which bills you still owed. These three numbers are the foundation everything else reconciles against. 4. 4 ### Import your customers and vendors Bring them in by CSV — names and emails are enough to start. Only import the ones you actively work with; a contact list full of ghosts just slows down every dropdown. 5. 5 ### Set up sales tax Add the rates you actually collect, and they’ll be applied and tracked on every invoice from day one — no spreadsheet on the side at filing time. [How sales tax works]() 6. 6 ### Send yourself a test invoice Create an invoice to your own email. Check the logo, the numbering, the tax line, and the payment button. If it looks right to you, it’ll look right to your customers. [How invoicing works]() 02~30 minutes ## Connect your bank and sort a week of transactions The bank feed is where bookkeeping stops being data entry. Connect once, and transactions arrive on their own — your job shrinks to confirming where they belong. 1. 1 ### Connect through Plaid Automatic bank feeds start on the Standard plan. Pick your bank, sign in through Plaid’s secure window, and you’re done. The connection is read-only — Bokeping can see transactions but can never move money — and your credentials are never stored. [About bank feeds]() 2. 2 ### On the free plan, or for older history, upload a CSV Free accounts bring bank activity in by CSV upload, and every plan uses it to backfill anything older than the feed reaches. Download the file from your bank and import it — duplicates are detected and skipped automatically, so overlap is safe. The rest of this guide is the same either way. 3. 3 ### Sort the obvious ones first Review each suggestion against the supporting records. A deposit may be a customer payment, transfer, loan, or owner contribution; it is not automatically sales income. Match transactions already recorded in your books rather than recording them twice. [How categorization works]() 4. 4 ### Set rules for the repeat offenders Rent, software subscriptions, fuel — anything that shows up every month gets a rule. Next month those sort themselves, and the feed gets quieter every week. 5. 5 ### Handle the leftovers honestly A few transactions won’t be obvious. Don’t dump them in “Miscellaneous” — flag them and ask your accountant, or note what you remember. Five honest minutes now beats an archaeology dig in April. 6. 6 ### Reconcile to the bank statement Compare records at the same statement cutoff. Account for outstanding checks, deposits in transit, bank fees, and errors. Review the individual transactions as well as the adjusted balances; agreement alone does not verify every account or report. [How reconciliation works]() 03~10 minutes ## Send your first invoice and get paid online From blank page to money on the way. The first invoice takes ten minutes; every one after takes two. 1. 1 ### Add your customer Name and email is genuinely enough. You can add addresses and payment terms later — don’t let a long form stand between you and getting paid. 2. 2 ### Build the invoice Line items with quantities and rates, tax applied automatically, your logo already in place. Describe the work so a stranger could understand it — vague line items are the number-one cause of “quick questions” that delay payment by a week. [How invoicing works]() 3. 3 ### Set terms that match the amount Due on receipt for small amounts, net 14 for bigger work. Net 30 is a habit from the paper-check era, not a law — most customers simply pay on whatever terms you state. 4. 4 ### Turn on online payments Add a pay button so the customer can settle up from their phone the moment they open the invoice. Invoices with a payment link get paid dramatically faster than ones asking for a mailed check. [About online payments]() 5. 5 ### Send it — and let the reminders run You’ll see when it’s paid, and gentle reminders go out on their own around the due date. The system stays persistent so you never have to write an awkward follow-up email again. No theory, no filler — each guide leaves your books measurably better than it found them. 04Time varies ## Review and close your month-end books Use this checklist to organize the close. The work and time required depend on transaction volume, your accounting method, and any outstanding reviews or adjustments. 1. 1 ### Review the bank feed Check the month’s transactions against receipts and other supporting records. Confirm dates and categories, and match existing entries to avoid duplicates. Investigate unclear items before posting them; an empty review list is not proof that the books are complete. 2. 2 ### Reconcile each bank account Use the statement date and ending balance, review uncleared items, and investigate differences. Several errors may contribute to one difference, or offset each other. Equal adjusted balances are one check, not confirmation that the entire month is complete. [How reconciliation works]() 3. 3 ### Review open items and period adjustments Check unpaid invoices and bills, follow up on overdue amounts, and confirm the period each belongs to. Review other account balances with your accountant and record any applicable accruals, prepayments, inventory, depreciation, or tax adjustments under your accounting method. 4. 4 ### Read profit and cash in the right reports Compare revenue, expenses, and profit in the P&L using a consistent accounting basis. Use the Balance Sheet for cash at each month-end and the Cash Flow statement to understand movements during the month. Profit and cash answer different questions; the P&L does not show your cash balance. [About financial statements]() 5. 5 ### Document the review and finish the close Summarize significant changes and keep the supporting documents. Resolve outstanding questions and complete the applicable account reviews and adjustments before closing the month. The blog explains a short review routine; its timing is an example, not a deadline for completing every close. [Read the month-end review post]() 05~2 hours ## Switch from spreadsheets or QuickBooks Switching bookkeeping tools sounds like moving house. Done in the right order, it’s closer to moving desks — a clean cut-off date, your open balances carried across, and the old system kept as the archive for everything before it. 1. 1 ### Pick a switch date The first of a month, ideally the first of a quarter or year. Old system covers everything before; Bokeping covers everything after. Clean lines make your accountant’s year — literally. 2. 2 ### Export from the old system Export customers, vendors, invoices, and bills from your old tool into separate CSV/XLSX files, then check the fields against the relevant Bokeping import template. Download bank activity separately from your bank. A .qbo file is a bank transaction file, not a complete QuickBooks company export. Keep copies of the original exports and reports. 3. 3 ### Import into Bokeping Use the matching CSV/XLSX import for each record type: customers and vendors first, then the items and documents that depend on them. Use .qbo files only in bank transaction import. Review each preview and result, then match bank transactions to existing documents where appropriate to avoid recording the same activity twice. 4. 4 ### Enter opening balances as of the switch date Bank balances, unpaid customer invoices, and unpaid bills as they stood on day one. This is the anchor everything reconciles against — worth double-checking against your last bank statement. 5. 5 ### Reconcile your first month, then compare At the end of month one, reconcile the bank and run a P&L. If the old system ran in parallel, the two reports should tell the same story. Once they do, you can retire the old books with confidence. 6. 6 ### Invite your accountant Accountant access is free on every plan — invite them on day one and they can sanity-check the opening balances before small issues become embedded ones. The full switching story lives on its own page. [More on switching]() ## Books you can follow a guide with Start on the free plan and work through guide one this afternoon. Automatic bank feeds arrive with Standard; until then the same steps run on a CSV upload. [Start free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/learn/accounting-basics/ Markdown page: https://bokeping.com/resources/learn/accounting-basics.md Source updated: 2026-09-17 Text version of the public page. Check the canonical page for current terms and interactive features. Learn / Accounting basics # Accounting basics, in plain English Ten concepts, each explained in one sentence — plus why it actually matters to your business. No degree required, no jargon allowed. By [Bokeping Team]()Updated September 17, 2026 The mini-glossary ## Everything your accountant assumes you know 01 ### Invoice vs. receipt An invoice asks for money; a receipt confirms money arrived. Why it matters Customers and tax agencies treat them very differently. An invoice creates a record that you’re owed something — which is how you track who still hasn’t paid. A receipt is proof of a completed payment, which is what you keep for expenses and audits. 02 ### Cash vs. accrual Cash accounting generally records income when received and expenses when paid; accrual follows the applicable recognition rules. Why it matters An invoice date alone does not decide when revenue is earned. A completed June service may be June revenue under accrual accounting if recognition conditions are met, even if payment arrives later. Financial reporting and federal tax rules can differ, including exceptions for particular transactions. 03 ### Profit vs. cash Profit is what you earned on paper; cash is what’s actually in the bank. Why it matters A business can be profitable and still miss payroll, because earned money can be stuck in unpaid invoices or sitting on a shelf as inventory. Watching both numbers — not just one — is the single habit that keeps profitable businesses alive. 04 ### Profit & loss (P&L) The report showing what you earned, what you spent, and what was left, over a period of time. Why it matters It’s the fastest read on whether your business model works. Revenue at the top, costs in the middle, profit at the bottom — check it monthly and you’ll know your business better than most owners ever do. 05 ### Balance sheet A snapshot of what your business owns, what it owes, and what’s left over — on one specific day. Why it matters The P&L tells you how the period went; the balance sheet tells you where you stand. It’s where cash, unpaid invoices, inventory, and debt appear in one place — and it’s the first thing a lender asks to see. 06 ### Reconciliation Checking that your books and your bank statement agree, transaction for transaction. Why it matters Account for outstanding checks, deposits in transit, bank charges, and errors. Matching adjusted balances helps establish a reliable cash record, but does not rule out offsetting mistakes or errors elsewhere in the books. Every term on this page is something Bokeping does for you — you just get to understand what it did. 07 ### Cost of goods sold (COGS) Inventory costs assigned to the goods sold, including applicable production costs. Why it matters Subtract it from revenue and you get gross profit, the number that funds everything else. If COGS creeps up faster than your prices, the business shrinks quietly — tracking it per item is how you notice in time. 08 ### Receivable & payable Accounts receivable is who owes you; accounts payable is who you owe. Why it matters Together they’re the future of your bank account. A growing pile of receivables means revenue is stuck in transit; a bill list you never look at means surprises. Glance at both weekly and the bank balance stops being a mystery. 09 ### Double-entry Every transaction is recorded in two places, so the books always balance. Why it matters It sounds like accountant fussiness; it’s actually an error-catching machine that’s worked for five hundred years. When every dollar has a source and a destination, mistakes surface as imbalances instead of hiding. It’s the difference between a ledger and a list. 10 ### Credit note A document that reduces what a customer owes you — a refund’s paperwork twin. Why it matters When you issue a refund or fix a billing mistake, deleting the original invoice destroys history. A credit note keeps the record honest: the invoice happened, the correction happened, and the books show both. Want the long version of profit vs. cash?[Read the post]() ## Learn by doing The fastest way to learn bookkeeping is with your own numbers. Start free — Bokeping keeps the jargon out of your way as you go. [Start free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/learn/invoice-templates/ Markdown page: https://bokeping.com/resources/learn/invoice-templates.md Text version of the public page. Check the canonical page for current terms and interactive features. Learn / Invoice templates # Free invoice templates for Excel, Word & PDF Download an editable invoice, follow the completed example, and check the details before sending. No signup required. [Choose a template]()[See the filled example]() Free downloads ## Choose your invoice format All formats include business and customer details, invoice and due dates, a reference number, line items, tax, payment terms, and balance due. XLSX ### Excel invoice template Editable fields with automatic line amounts, tax, totals, and balance due. Includes a blank Invoice sheet and a completed Example sheet. [Download Excel template]() DOCX ### Word invoice template Edit the business details, customer, line items, and payment instructions. Enter and check amounts manually, then save as a PDF. [Download Word template]()[Download filled Word example]() PDF ### Printable invoice A blank invoice for handwriting and a completed example for reference. Each PDF is one US Letter page. [Download printable PDF]()[Download filled PDF example]() **Already received the full payment?** Download the [paid-in-full invoice template and example](), with payment dates, references, and a zero balance. **Template scope:** USD, tax-exclusive prices, percentage line discounts, and a fixed invoice discount. Use up to two decimals for quantity and rate in Excel. Word amounts are entered manually. The sample tax rate is illustrative; enter the rate applicable to your sale. Need to import existing invoices? Use the [invoice CSV import guide](). These downloads are standalone documents. ## How to fill in your invoice 1. ### 1\. Add the invoice details Replace the bracketed business and customer fields. Set a unique invoice number, invoice date, due date, payment terms, and any customer PO reference. 2. ### 2\. Enter the line items In Excel, edit the amber cells. Enter quantity, rate, line discount, and tax percentage, including the % sign. Keep the Amount, Tax, and total formulas. Eight lines are provided. 3. ### 3\. Review and save a PDF Enter any fixed invoice discount, signed adjustment, and payments already received. Check the balance due and payment instructions, then use print preview or export a PDF before sending. Excel’s Currency rounding row reconciles displayed line amounts with the rounded subtotal. Tax is calculated per line after its line discount. The invoice discount and adjustment change the total without recalculating tax, matching Bokeping’s invoice workflow. The anatomy ## Eight things, every time 1. 1 ### Your logo & details Use your legal business name, billing address, and email so the customer knows who issued the invoice and where to send questions. Add your logo if you use one. 2. 2 ### Customer details Include the customer’s legal name, billing address, and accounts payable email. Check the entity and purchase-order reference before sending. 3. 3 ### A unique invoice number Give each invoice its own number. Use that number on payment references and follow-up messages so both parties can identify the document. 4. 4 ### Issue & due dates Show the invoice date, due date, and agreed payment terms. For Net 30, set the due date 30 days after the invoice date. 5. 5 ### Line items with quantities Describe each product or service and show its quantity, unit rate, and any line discount. The amount column is the quantity times the rate, less the line discount. 6. 6 ### Tax shown clearly Show the applicable rate and tax amount for each line. These templates use tax-exclusive USD prices and round each line’s tax to cents after its line discount. 7. 7 ### Total & balance due Separate the invoice total from the amount received and the remaining balance. Show any invoice discount or signed adjustment explicitly. 8. 8 ### How to pay State the agreed payment method and payment reference. Add a payment link only when you have an active payment provider configured for the invoice. Ready to create an invoice in your books?[See how invoicing works]() Filled example Harbor & Pine Studio 412 Example Street Portland, ME 04101 billing@harborpine.example Invoice INV-2041 USD / Tax exclusive Bill to Mercer Street Coffee Co. Reference: PO-1042 Issued Sep 29, 2026 Due Oct 29, 2026 DescriptionAmount Brand identity design × 1 @ $2,400.00 Discount 0% · Tax 8.875% ($213.00) $2,400.00 Menu layout × 3 @ $180.00 Discount 10% · Tax 8.875% ($43.13) $486.00 Subtotal$2,886.00 Invoice discount−$50.00 Sales tax$256.13 Adjustment\-$0.13 Invoice total$3,092.00 Amount received−$500.00 Balance due$2,592.00 Terms: Net 30. Pay using your agreed payment method. Include INV-2041 as the payment reference. Fictional example. The 8.875% tax rate illustrates the calculation only. ## Use the same details in Bokeping Go to Sales & Receivables → Invoices → New Invoice. Select the customer, check Invoice No., Invoice Date, Due Date, Payment terms, and Reference No., then enter the line items. Customer message and terms appear on the customer document; keep team-only notes in Memo. [Follow the create-and-send walkthrough]() FAQs ## Invoice template questions ### Are these invoice templates free? Yes. Download the Excel, Word, and PDF files without signing up. Replace the business and customer details before using them. ### Does the Excel invoice calculate totals automatically? Yes. It calculates amounts after percentage line discounts, rounds tax to USD cents per line, applies a fixed invoice discount and signed adjustment, and subtracts payments received. Edit the amber cells and keep the formula cells. ### Which currency and tax mode do the templates support? These templates use USD and prices that exclude tax. Enter the applicable tax percentage for each line, including 0% when appropriate. The sample 8.875% rate is illustrative. For inclusive tax, foreign currency, credit notes, or write-offs, use the corresponding workflow in Bokeping. ### Can I import the Excel or Word template into Bokeping? These files are standalone invoice documents. To import sales invoices, use the separate CSV format and invoice-import guide in the Help Center. You can also enter the same customer, invoice dates, line items, and terms in a new Bokeping invoice. ### How do I print or send an invoice? In Excel, select the Invoice sheet and use print preview; its print area excludes the instructions and calculation helpers. In Word, check the manually entered totals and export a PDF. Review the invoice number, customer, due date, tax, and payment instructions before sending. What goes wrong ## Three mistakes that delay payment ### It arrived late Send the invoice at the agreed milestone or when the work is delivered. Check that the invoice date, payment terms, and due date describe the same agreement. ### It went to the wrong person Confirm who handles payment and use the correct accounts payable address. Include any purchase-order number the customer asks for. ### It made the customer work Review the descriptions, quantities, tax, totals, and payment instructions before sending. A complete document gives the customer the information needed to review and pay it. ## Keep invoices connected to your books Create invoices, preview the customer document, and record payments in Bokeping. Add online payment options when a payment provider is configured. [Start free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/learn/paid-in-full-invoice-template/ Markdown page: https://bokeping.com/resources/learn/paid-in-full-invoice-template.md Source updated: 2026-10-08 Text version of the public page. Check the canonical page for current terms and interactive features. Learn / Paid invoice template # Free paid-in-full invoice template A paid-in-full invoice confirms the entire invoice amount has been paid. Keep the original invoice details, show the payments and final payment date, and leave a clear record of the zero balance. Download your free template. No signup needed. [Excel]()[Word]()[PDF]() USD · Excel calculates totals · Word is editable · PDF is for printing [Compare formats & get examples]()[See the Bokeping steps]() By [Bokeping Team]() · Reviewed October 8, 2026 INVOICE INV-2042 PAID IN FULL Harbor & Pine Studio Billed to Mercer Street Coffee Co. Invoice total $500.00 Payment · 2026-09-22 $350.00 Payment · 2026-10-01 $150.00 Paid on 2026-10-01 Balance due $0.00 [See the full example]() Downloadable template preview · Fictional example Choose your format ## The invoice, with the payment record Each format includes the original invoice details, four item rows, four payment rows, a paid-on date, and the remaining balance. Use the example to see how the fields fit together. XLSX · 2 sheets ### Excel A reusable invoice and a completed example. Formulas calculate line amounts, tax, payments applied, balance, and payment status. [Download Excel template]() DOCX · Editable ### Word Edit the invoice and payment history in Word. Calculate amounts manually and confirm the payment status before sending. [Download Word template]()[Download Word example]() PDF · US Letter ### PDF Print the blank worksheet and complete it by hand, or view the finished paid invoice. These PDFs do not contain fillable fields. [Download printable PDF]()[Download PDF example]() **Template scope:** USD, tax-exclusive prices, and customer payments against a simple invoice. Use up to two decimals for quantity, rate, and payment amounts. The sample tax rate is illustrative. For discounts, credits, write-offs, refunds, or overpayments, follow the corresponding Bokeping workflow and keep the original invoice amounts. A completed example ## $500 invoiced. $500 paid. $0 due. A paid-in-full invoice keeps the original bill intact and adds the payment information. It gives the customer a copy they can file without mistaking it for another request for payment. 1. ### 1\. Keep the original invoice Invoice INV-2042 remains $500.00. Its number, issue date, items, and tax stay the same. 2. ### 2\. Show both payments The first $350.00 leaves $150.00 due. The second payment closes that balance. Each keeps its own date and reference. 3. ### 3\. Confirm and share Check the actual receipt records. Then show Paid in full, the final payment date, and a $0.00 balance. Send the updated copy without creating a second invoice. Fictional example. The 0% tax rate is illustrative. This preview represents the downloadable template. The Bokeping product PDF uses its own layout. INVOICE INV-2042 · USD PAID IN FULL Harbor & Pine Studio 412 Example Street Portland, ME 04101 billing@harborpine.example Bill to Mercer Street Coffee Co. 85 Sample Avenue Portland, ME 04102 Invoice date 2026-09-15 Original due date 2026-10-15 Paid on 2026-10-01 Website maintenance 2 × $250.00 · Illustrative tax: 0% $500.00 Payments applied - 2026-09-22 Bank transfer PAY-2042-A $350.00 - 2026-10-01 Bank transfer PAY-2042-B $150.00 Invoice total $500.00 Payments applied $500.00 Balance due $0.00 Payment received in full for invoice INV-2042. No further payment is due. Thank you. ## Keep the next invoice and its payments together Save customer details, record each payment against the right invoice, and see what is still due in Bokeping. These downloads work on their own. Manage invoices in your account using the steps below. [Start with Bokeping]() [Explore invoicing features]() ## Before you send your paid invoice ### Complete the original details and payment history Replace the business and customer details. Copy the original invoice number, issue date, due date, and items. For each payment, enter the actual date, method, reference, and the amount applied to this invoice. A receipt covering several invoices should contribute only this invoice’s allocation. ### Review the status and print preview In Excel, edit the amber cells and keep the formulas. Set **Payment records checked** to **Yes** only after verifying the records and invoice details. The paid label appears when the positive invoice total is covered exactly. In Word and PDF, fill in totals, status, and paid-on date manually. **A zero balance needs context.** A credit note, write-off, or settlement discount may close a receivable without the customer paying the full invoice amount. Describe that settlement accurately. These templates cover payment-only settlement and do not verify bank transactions or update your Bokeping account. Use your payment records ## Record the payment in Bokeping For an invoice already in your books, use **Sales & Receivables → Payments Received → Record Payment**. This records money already received; it does not collect payment from the customer. 1. ### 1\. Check for an existing receipt Look in Payments Received first, including for receipts created by online payments. Open the customer’s invoice and review Invoice activity to avoid recording the same money twice. 2. ### 2\. Enter the actual payment Choose Customer, Payment Date, and Deposit Account. Enter Amount Received, Payment Method, and Reference No. For the final $150 in this example, create a new $150 receipt with its actual date. 3. ### 3\. Apply it to the right invoice In Invoices to pay, put $150 in Payment Amount beside the invoice. Check Amount Applied and Unapplied Amount, then save. Keep the original $350 receipt and the $500 invoice total unchanged. 4. ### 4\. Check the balance and print Review both receipts in Invoice activity and confirm $0 is due. Print the invoice for its total, Payment made, and Balance due. Print the payment document when the customer also needs the payment number, date, and invoice allocations. Actual Bokeping demo screen: the first $350 payment toward a $500 invoice. This shows the partial-payment step, before a later $150 receipt. The downloadable example above uses separate fictional business details. [View full-size screenshot (opens in a new tab)]() The product invoice PDF currently shows payment and balance totals. Its layout does not automatically add the large **PAID IN FULL** label shown in the standalone template or list every payment’s date and method. When the bank feed arrives, match it to the existing record instead of recording another sale. [Record a customer payment]() [Partial and excess payments]() [Match bank transactions]() FAQs ## Fair questions ### What is a paid-in-full invoice? It is a copy of an invoice that confirms the entire invoice amount has been paid. Keep the original invoice number, dates, items, and total, then show the payments applied, the final payment date, and a zero balance. ### How do I mark an invoice as paid in full? Check the actual payment records and apply each payment to the correct invoice. When those payments cover the full invoice total and no amount remains due, add Paid in full and the final payment date. In Excel, confirm Payment records checked after reviewing the details. In Word or the printable PDF, update the status manually. ### Is a paid invoice the same as a payment receipt? A paid invoice shows the billed items and their payment status. A payment receipt records money received and how it was applied. They can be shared together when the customer needs both the invoice details and the payment record. ### Can I mark a partially paid invoice as paid in full? No. Show the amount paid and the remaining balance. In this example, the first $350 payment leaves $150 due on a $500 invoice. Only the later $150 payment completes the payment. A credit note, write-off, or settlement discount can also close a balance, so a zero balance alone does not prove full payment. ### Does Bokeping automatically add a Paid in full stamp to its invoice PDF? The current Bokeping invoice PDF shows the invoice total, Payment made, and Balance due. It does not automatically add the large Paid in full label used in these standalone downloads or list every payment date and method on the invoice. You can also print the payment document for its payment number, date, and invoice allocations. ### Are these downloads free, and can I import them into Bokeping? They are free and require no signup. The files are standalone USD, tax-exclusive documents for simple invoices paid by customer payments. They are not Bokeping import files and do not sync with your account. Use the Help Center invoice CSV format for imports and the product workflows for discounts, credit notes, write-offs, refunds, or excess payments. ## Keep invoices and payments together Create an invoice, record the money received, and review what is still due in Bokeping. [Explore invoicing]() Need an invoice to send before payment? [Browse the general invoice templates](). Importing invoices? Use the [invoice CSV guide](). --- Canonical page: https://bokeping.com/resources/status/ Markdown page: https://bokeping.com/resources/status.md Text version of the public page. Check the canonical page for current terms and interactive features. Support / Reliability # How we keep Bokeping running The availability we hold ourselves to, and what we do the moment something breaks. ## Something not working right now? This page describes our commitments; it isn’t a live monitor. If Bokeping isn’t behaving,[tell us]()and a person will look into it. Availability targets ## What we aim for, piece by piece | Component | Availability target | | --- | --- | | Web app | 99.9% | | API | 99.9% | | Bank feed sync | 99.5% | | Invoice email delivery | 99.9% | | Webhooks | 99.5% | When something breaks ### When something breaks, we tell you what happened. A person checks Report a problem and someone looks at it — not an automated all-clear. We email whoever it touched If your books were affected, you get a message — you shouldn't have to check a page to find out. We say what changed What happened, what it did to your data, and what we changed so it doesn't repeat. ## Seeing a problem? Tell us what you’re seeing and where. We’ll check, and if your books were affected we’ll follow up by email. [Contact support]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/resources/tutorials/ Markdown page: https://bokeping.com/resources/tutorials.md Text version of the public page. Check the canonical page for current terms and interactive features. Resources / Tutorials # Tutorials & walkthroughs Learn Bokeping at your own pace. Explore a topic, then follow the written steps for invoicing, bank transactions, and month-end review below. [Written overview ## Connect your bank A read-only Plaid connection, start to finish — and what shows up in the feed afterwards. Explore this topic]()[Written overview ## Sort a week of transactions Accept the suggestions, set rules for repeat vendors, and clear the feed in one pass. Explore this topic]()[Written overview ## Create and send your first invoice Line items, tax, an online pay button — from blank page to “sent” without leaving the screen. Explore this topic]()[Written overview ## Record a bill and pay it on time Enter what you owe, see it in the due list, and mark it paid so nothing sneaks past you. Explore this topic]()[Written overview ## Track inventory and cost of goods Add items, watch quantities move as you buy and sell, and see cost of goods land on the P&L. Explore this topic]()[Written overview ## Run your first month-end reports P&L, Balance Sheet, and Cash Flow — where to find them and which three numbers to read first. Explore this topic]() ## Find the steps for your next task Start with the walkthroughs below, or open the[bookkeeping guides]()for more detail. For individual tasks and troubleshooting, visit the[Help Center](). Follow along ## Written walkthroughs, step by step Three everyday tasks, written out so you can follow along at your own pace. Each one links to the deeper guide when you want the why behind the what. ### Send your first invoice Blank page to “sent” — about ten minutes the first time, a couple of minutes after that. 1. 1Hit New invoice and pick a customer — or type a new name and email right there. That’s all a customer needs to exist. 2. 2Add a line item: description, quantity, price. Pick a tax rate if one applies, and the totals do their own math. 3. 3Turn on online payments so the invoice carries a pay button. Card payments land through Stripe or Forte at the processor’s rates — we add nothing on top — and mark the invoice paid on their own. 4. 4Preview it exactly as your customer will see it, then hit Send. 5. 5Watch the status move from sent to paid. The ledger entry behind it posts itself — nothing for you to file. [The full invoicing guide]()[How invoicing works]() ### Connect your bank and confirm the first batch A read-only connection, then your first pass through the feed. 1. 1Open Banking and choose Connect — automatic feeds come with the Standard plan and up. The connection runs through Plaid and is read-only: nobody can move money with it, including us. 2. 2Recent transactions arrive in For review within a couple of minutes. Nothing touches your books until you say so. 3. 3Review the dates, amounts, and categories before confirming. Match activity already recorded in your books instead of adding it again; check the supporting records when a suggestion is unclear. 4. 4Reconcile to a bank statement with the same cutoff date. Explain outstanding checks, deposits in transit, fees, and errors; the bank app’s current or available balance may cover different activity. 5. 5On the free plan, or if your bank isn’t supported, upload a CSV or QBO bank transaction file instead. Import is free on every plan; review the preview and results for duplicates, especially when files overlap. [The bank setup guide]()[How bank feeds work]() ### Review your books at month-end Start with these checks. The time needed to complete the close depends on your transactions and any unresolved work. 1. 1Review the month’s bank activity against supporting records. Check dates, categories, and matches to existing entries; investigate unclear items before posting them. 2. 2Reconcile each bank account to its statement date and ending balance. Review uncleared items and investigate differences. Equal adjusted balances can still hide offsetting errors and do not mean the whole month is closed. 3. 3Review unpaid invoices, bills, and the period each belongs to. With your accountant, check other balances and any needed accruals, prepayments, inventory, depreciation, or tax adjustments under your accounting method. 4. 4Use the P&L to compare revenue, expenses, and profit on a consistent accounting basis. Check the Balance Sheet for cash at month-end and the Cash Flow statement for changes during the month. The P&L does not show your cash balance. 5. 5Record significant changes and retain the supporting documents. Resolve outstanding questions and complete the applicable account reviews and adjustments before treating the month as closed. [The month-end guide]()[How reports work]() ## The best tutorial is your own books Start free and follow along with real numbers. Invoicing and month-end work exactly like this on the free plan; the automatic bank feed arrives with Standard. [Start free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/ Markdown page: https://bokeping.com/solutions.md Text version of the public page. Check the canonical page for current terms and interactive features. Solutions # Find a fit for the way you work. Start with your role, explore the needs of your industry, or plan a move from your current tools. See how Bokeping fits into your bookkeeping. [Find your starting point]()[Plan your move]() By role ## Your work, your starting point [Business owners ### Keep everyday bookkeeping in view Explore how invoices, bills, bank activity, and financial reports fit together as you run your business. For business owners]()[Accountants & bookkeepers ### Work with your clients’ books Learn about accountant access, reviewing records, and working with business owners in Bokeping. For accountants & bookkeepers]() By industry ## Start with the details of your business A shop, a service business, and a restaurant have different bookkeeping routines. Explore the workflows and product limits that matter to yours. [### Retail & E-commerce Track product costs, review inventory, and reconcile the payouts arriving in your bank account. Explore the industry]()[### Professional Services Keep client invoices, business expenses, and outstanding payments organized. Explore the industry]()[### Construction & Trades Follow customer payments, supplier bills, and material costs in your books. Explore the industry]()[### Food & Beverage Review supplier spending, food costs, and payment processor deposits. Explore the industry]()[### Freelancers & Contractors Manage invoices and expenses, and see how your work translates into income. Explore the industry]()[### Have a different workflow? Tell us what you need to track and ask whether Bokeping supports the way your business works. Talk to us]() Moving your books ## Plan the switch, step by step [Switching overview]() [### From QuickBooks Prepare separate files for supported records, import bank activity, and check balances against your original reports. Read the guide]()[### From spreadsheets Organize your sheets, map columns to supported fields, and review your imported records. Read the guide]()[### From Xero Choose a cut-over date, prepare your exports, and reconcile opening balances as you move. Read the guide]() Connect your workflow ## See what connects today Explore bank feeds, online invoice payments, and file imports, including the formats and records each connection supports. [Explore integrations]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [For Accountants & Bookkeepers](https://bokeping.com/solutions/accountants.md) - [For Business Owners](https://bokeping.com/solutions/business-owners.md) - [Construction & Trades](https://bokeping.com/solutions/industries/construction-trades.md) - [Food & Beverage](https://bokeping.com/solutions/industries/food-beverage.md) - [Freelancers & Contractors](https://bokeping.com/solutions/industries/freelancers.md) - [Professional Services](https://bokeping.com/solutions/industries/professional-services.md) - [Retail & E-commerce](https://bokeping.com/solutions/industries/retail-ecommerce.md) - [Integrations](https://bokeping.com/solutions/integrations.md) - [Connect Your Bank via Plaid — Read-Only Feeds](https://bokeping.com/solutions/integrations/bank-feeds.md) - [Import From QuickBooks or CSV, Free on Any Plan](https://bokeping.com/solutions/integrations/import.md) - [Accept Online Invoice Payments with Stripe or Forte](https://bokeping.com/solutions/integrations/payments.md) - [Switching to Bokeping](https://bokeping.com/solutions/switching.md) - [Move from QuickBooks to Bokeping — Migration Guide](https://bokeping.com/solutions/switching/quickbooks.md) - [Move From Spreadsheets to Real Books](https://bokeping.com/solutions/switching/spreadsheets.md) - [Switch from Xero to Bokeping — Migration Guide](https://bokeping.com/solutions/switching/xero.md) --- Canonical page: https://bokeping.com/solutions/accountants/ Markdown page: https://bokeping.com/solutions/accountants.md Text version of the public page. Check the canonical page for current terms and interactive features. Solutions / For Accountants & Bookkeepers # Free seat. Clean books. Hours back on every client. The accountant portal costs nothing on any plan and never counts against your client’s user limit. What it buys you is the part that actually eats a firm’s margin: books arrive structured, on a real double-entry ledger, so the first hour of the month is review — not reconstruction. [Start for free]()[See pricing]() A seat that costs nobody anything Free on every plan, including Free. It doesn’t count against your client’s user limit and it never lands on their bill — so recommending Bokeping doesn’t start with a price objection. Review starts at review Clients work in plain English on top of a real ledger, so what reaches you is already structured: categorized bank activity, documents linked to their postings, entries that balance. The cleanup hour comes off every client. Numbers you can defend Every financial change carries an audit trail, corrections reverse and repost instead of overwriting, and a closed period stays closed. When someone asks how a figure got there, you can show them. The portal ## Fourteen clients, triaged in two minutes One login opens every set of books, and the list tells you which ones need you before you open any of them. Monday morning is a two-minute pass across fourteen clients: twelve reconciled and current, one with four bank items still unconfirmed, one with sales tax due Friday. You go two clicks into the one that matters, handle it, come back out. Role-based access means a junior sees the clients they’re staffed on and nothing else — no shared logins, no “can you send me access again” thread. - One login for every client — no shared passwords - Each set of books shows its current state before you open it - Switch clients in a couple of clicks - Role-based access, so staff see their clients and nothing else What arrives ## Books you don’t have to rebuild first Clients work in plain English, but every tap they make lands on a real double-entry ledger. So what reaches you is already structured: bank activity categorized, documents linked to the postings they support, entries that balance because the ledger refuses the ones that don’t. Bell & Sons coded 128 of their 132 May transactions themselves; four came through for you to recode. That is the whole intake — no reconstructing a quarter from statements before you can form an opinion. - Bank activity arrives categorized, not raw - Documents linked to the postings they support - Every entry balanced — debits equal credits, enforced - The owner does the daily taps; you do the accounting What you don’t have to fix ## Four cleanup jobs that can’t happen here Most of what a firm bills as cleanup is damage the software allowed in the first place. This ledger refuses it: an unbalanced entry never posts, a correction reverses and reposts instead of overwriting history, a closed period stays closed, and every report line drills to the document behind it. So the year-end classics — rebuilding a quarter from bank statements, chasing a number that changed without a trace, finding a locked period someone swears they didn’t touch — have no mechanism by which to occur. That isn’t a smaller job for you. It’s the same engagement, spent on advice instead of archaeology. - Unbalanced entries — refused at posting, not found in October - Silently edited history — corrections reverse and repost, always - A reopened closed period — locked is locked, and the trail proves it - An untraceable report line — every line drills to its source document A seat that costs nobody anythingReview starts at reviewNumbers you can defendA seat that costs nobody anythingReview starts at reviewNumbers you can defend Invoicing < 1 min from new invoice to sent Banking 1 click to sort a bank transaction Reports To the penny statements that tie out FAQs ## Fair questions ### Does the portal cost my client anything? No. It’s free on every plan, including the Free one, and your seat never counts against their user limit — so inviting you never pushes a client up a plan. Their plan stays their own decision: Free at $0, Standard at $29, Pro at $59, with two months free on annual billing. Nothing about your involvement changes that number, and there’s no fee coming back the other way either — we don’t run a paid partner or revenue-share program. ### Can I really run every client from one login? Yes. One login opens a client list with each set of books and its current state — reconciled, waiting on review, needing action — and you move between clients in a couple of clicks. Access is role-based, so staff see the clients they’re on and nothing else. No shared passwords, no per-client credentials to keep track of. ### Is this real double-entry, or a simplified ledger with accounting words on it? Real. Every entry balances, and that’s enforced rather than encouraged. Corrections reverse and repost rather than being edited in place, every financial mutation carries an audit trail, a closed period stays closed, and you can drill from any report line to the source document. The plain English your client sees is a presentation layer over that ledger, not a substitute for it. ### How do I move a client’s history over, and what does that cost? File import is free on every plan, including Free. Customers, vendors, items, invoices, and bills use separate CSV/XLSX files mapped to supported fields; .qbo files are for bank and credit-card transactions only. Review the previews and import results, then reconcile opening balances against the old system before completing the migration. ### Can I lock a period and trust that it stayed locked? Yes, and you can verify it rather than trust it. A closed period rejects new postings; nothing slips in behind you, and no one can reopen it quietly. Corrections to a closed month go forward the honest way — reverse and repost in an open period — and the audit trail records what changed and when. If a client says nothing was touched, the ledger either agrees with them or shows you the entry that didn’t. ### What does Bokeping not do? Four things worth saying plainly, so you don’t find out mid-engagement. We don’t run payroll — keep Gusto or ADP and post the journal. We don’t file taxes — Bokeping gives you the collected-versus-remitted figures and the statements, your practice files the returns in whatever it already uses. We don’t do multi-entity consolidation — each client’s books stand alone, so a group roll-up still happens in your own workpapers. And we don’t do project or job costing. Everything else is the ledger and the client’s daily bookkeeping, which is the part we intend to be very good at. ## Open a free portal Bring one client or fifty. The seat is free on every plan and never lands on their bill. [Open a free portal]() Under the hood ## The product behind it [### Invoicing & Sales Professional invoices, estimates that convert, and payments that post themselves. Learn more]()[### Bills & Purchases Track what you owe, pay it on time, and know where every dollar went. Learn more]()[### Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. Learn more]()[### Inventory Know what’s in stock, where it is, and what it really costs you. Learn more]()[### Reports & Accounting Real double-entry books, readable statements, and numbers that tie out. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/business-owners/ Markdown page: https://bokeping.com/solutions/business-owners.md Text version of the public page. Check the canonical page for current terms and interactive features. Solutions / For Business Owners # Run the business. The books run themselves. You didn’t start a company to do bookkeeping. Bokeping watches the money, keeps the records, and hands you a short list of what actually needs you. [Start for free]()[See pricing]() See cash without asking Open the dashboard and know today’s cash, what’s coming in, and what’s going out — before your coffee cools. Five-minute habits, not weekend projects Confirm a few bank transactions, send an invoice, done. The ledger work happens underneath, silently. Real books when it counts Loan application, tax season, a partner asking questions — your numbers are accurate to the penny and ready to show. The daily check-in ## One screen answers “am I going to be okay?” Cash on hand, invoices coming due to you, bills coming due from you, and how many months of runway that adds up to. No report-running, no exports — it’s just there, current, every morning. - Cash across all accounts, live - Coming in and going out, next 30 days - Runway in months, not guesses - Health status: green, amber, or fix-this-now The to-do list ## Your books tell you what to do next Bokeping turns the state of your ledger into actions: an invoice worth chasing, a bill due Friday, a bank transaction waiting for a yes. Each one is a link — click it, handle it, move on. - Overdue invoices surfaced with one-click reminders - Bills flagged before the late fee, not after - Bank transactions queued for a quick confirm - Empty when you’re done — actually empty See cash without askingFive-minute habits, not weekend projectsReal books when it countsSee cash without askingFive-minute habits, not weekend projectsReal books when it counts Invoicing < 1 min from new invoice to sent Banking 1 click to sort a bank transaction Reports To the penny statements that tie out FAQs ## Fair questions ### Honestly, how much of my week does this take? For most owners, five to ten minutes a day: confirm what the bank feed sorted, send an invoice or two, glance at cash. The heavy lifting — categorizing, matching, posting to the ledger — happens underneath while you do it. ### I don’t know accounting. Will I break something? No. You work in plain English, and Bokeping writes the double-entry underneath — balanced by rule, with corrections that leave a trail instead of overwriting history. There is no button that quietly ruins your books. ### I already have an accountant. Does Bokeping replace them? It makes them cheaper and happier. Invite them free on any plan; they see clean, current books instead of a year-end shoebox, so their hours go to advice and filing rather than reconstruction. You still need them for the parts Bokeping doesn’t do: we don’t file tax returns and we don’t run payroll — keep Gusto or ADP for the wages, and let your accountant file from books that are already right. ## Get your evenings back Start free and let the books do their own homework. [Start for free]() Under the hood ## The product behind it [### Invoicing & Sales Professional invoices, estimates that convert, and payments that post themselves. Learn more]()[### Bills & Purchases Track what you owe, pay it on time, and know where every dollar went. Learn more]()[### Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. Learn more]()[### Inventory Know what’s in stock, where it is, and what it really costs you. Learn more]()[### Reports & Accounting Real double-entry books, readable statements, and numbers that tie out. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/industries/construction-trades/ Markdown page: https://bokeping.com/solutions/industries/construction-trades.md Text version of the public page. Check the canonical page for current terms and interactive features. Industries / Construction & Trades # Quote fast. Get paid. Know your cash. Estimates on the spot, supplier bills under control, and enough cash visibility to take the next job with confidence. [Start for free]()[See pricing]() “The deposit isn’t mine yet.” You collect $2,670 up front on an $8,900 bathroom and the account looks healthy — but you haven’t earned a dollar of it, and $1,421 is already spoken for at the supply house. Hold the deposit as the customer’s credit until the work happens and the books stop flattering you; apply it when you invoice the work and the revenue lands in the month it was earned. “Supplier bills pile up between jobs.” Every supply house in one list sorted by due date, with purchase orders that become bills when the materials land — and a vendor credit the day a delivery shows up two boxes light. “Money looks fine until payroll week.” Cash on hand, Wednesday’s deposit, Thursday’s lumber bill and Friday’s payroll on one screen, thirty days out, readable from the truck. Bokeping doesn’t run your payroll — it shows you the week clears before Friday gets here. Between jobs ## The estimate goes out before the ladder’s packed Walk the Hillcrest bath, pick labor, materials and the permit off your saved item list, and send an $8,900 estimate from the driveway. When it comes back accepted, one click turns it into an invoice — same numbers, nothing retyped — and the deposit goes first: 30%, $2,670, due before day one, with the $6,230 balance invoiced at sign-off. Materials go on a purchase order to Ferguson the same afternoon. The deposit sits as the customer’s money until the work earns it, which is the part a shoebox and a bank balance always get backwards. - Estimates built from saved labor and material items - Accepted estimate → invoice in one click - $2,670 before day one, $6,230 at sign-off - Materials on a PO the same afternoon Construction & TradesOne set of booksBetween jobsConstruction & TradesOne set of booksBetween jobs Built for the work ## The parts of Bokeping you’ll lean on [Estimates Labor, materials and permit off your saved list — sent from the driveway. Learn more]()[Purchase orders Order materials in writing; receive short and the remainder stays open. Learn more]()[Supplier bills Every supply house in one list by due date, so payroll week isn’t a coin flip. Learn more]()[Cash flow Watch Wednesday’s deposit land before Friday’s payroll leaves. Learn more]() Payroll week ## Friday’s payroll, settled on Monday The week the crew gets paid used to start with a knot in your stomach and end with a call to the bank. Now it starts with one screen: $18,940 on hand Monday, the Hillcrest deposit of $2,670 clearing Wednesday, Ferguson’s $1,421 due Thursday, $7,200 of payroll leaving Friday. That’s $12,989 still standing on Saturday, and seeing it is a different thing from hoping it. Bokeping doesn’t run the payroll — it just stops Friday being a surprise, so you spend Monday pricing the next job instead of juggling this one. - Cash on hand across every account, live - Deposits and final invoices lined up by the day they land - Supply-house bills scheduled around payroll, not against it - Thirty days ahead, readable from the truck In the field Retail Restaurants Bakeries & cafés Bookshops Built for days like these. FAQs ## Fair questions ### Can I invoice a deposit before the job starts? Yes, and there are two ways to book it. Convert the accepted estimate to an invoice and bill the deposit — 30% of $8,900 is $2,670 — with the balance invoiced at completion; income lands as each invoice posts. Or take the money first and record it as a payment on the customer’s account, where it sits as their credit until you apply it to an invoice for work you’ve actually done. The second is the right treatment when cash arrives ahead of the work: an unearned deposit is money you owe work against, not revenue, and it shouldn’t be inflating a month you haven’t worked yet. ### How does Bokeping handle retainage or holdback? It doesn’t — no retainage receivable, no automatic 10% withheld per draw, and we’re not going to dress a workaround up as a feature. What trades do here today: bill each progress invoice net of the holdback, with a “less 10% retainage” line right on the invoice, then raise one final invoice for the accumulated retainage at close-out. That keeps your AR aging honest, because retainage you haven’t billed never sits there pretending to be 90 days late. The running total per contract stays with you. If you carry retainage on most of your jobs, that’s a real reason to look at construction-specific software, and we’d rather you heard it from us. ### Can I bill a big job in stages? Yes. Split the contract the way you actually get paid — 30% deposit, 40% at rough-in, 30% at completion on an $8,900 job is $2,670, $3,560 and $2,670 — each its own invoice with its own due date and reminders. The customer’s balance and your cash view move with every payment, so “where does this job stand” has a number instead of an argument. ### Does Bokeping do job costing? No, and not soon. You get estimates priced line by line from saved items, purchase orders per supplier, vendor credits, and spending by category every month — but there’s no per-job profit report, and no way to tag a bill, a materials run or a payroll cost to a job number. Trades who need true job costing run it alongside their books. We would rather say “we don’t” than hand you a job margin you can’t stand behind on a change order. ### Does Bokeping run payroll for my crew? No. We don’t sell payroll and we don’t track hours per employee — that’s a compliance product with tax filings attached, and it isn’t ours. Run it through Gusto, ADP, or your bank’s service. Then the payroll withdrawal arrives in your bank feed and you categorize wages, employer taxes and fees where they belong, so the P&L is complete and the cash view knows Friday is coming. ### A supplier shorted my delivery. Now what? Record a vendor credit the same day, while you still know which delivery it was and which boxes were missing. It stays visible against that supplier until it comes off their next bill, so you pay the difference instead of paying in full and hoping the counter guy remembers. If the short delivery was stock you track, the quantity adjusts with it. ## Bokeping for construction & trades Start free, bring your history over, and see your own numbers by this afternoon. [Start for free]() Other industries ## Different shelves, same books [Retail & E-commerce]()[Professional Services]()[Food & Beverage]()[Freelancers & Contractors]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/industries/food-beverage/ Markdown page: https://bokeping.com/solutions/industries/food-beverage.md Text version of the public page. Check the canonical page for current terms and interactive features. Industries / Food & Beverage # Thin margins deserve thick books. Daily sales in, supplier bills out, and food costs you can actually see — because a few points of margin is the whole game. [Start for free]()[See pricing]() “The case that never arrived is still on the invoice.” Produce lands two cases short on Tuesday and the credit turns up on the invoice after next — three weeks and $84 later, if it turns up at all. Record the vendor credit the morning it happens and it stays in plain sight until it comes off a bill, instead of living in the delivery driver’s memory. “I find out my food cost at year end.” Deliveries go in as bills, ingredient costs stay current, and cost of goods posts against sales — so food cost is a weekly percentage you can still act on, not an autopsy in February. “Monday’s deposit is the whole weekend.” Saturday plus Sunday, minus the processor’s cut, arriving as one number. The bank feed matches it back to the days it covers and files the fees separately, so weekend revenue stays honest and the deposit ties out. Monday morning ## The weekend, already reconciled Saturday and Sunday’s payout is in the feed; you categorize it once, with the processor’s fee split out as its own expense instead of quietly shaved off sales. The weekend’s seven deliveries are in as bills with due dates. Food cost for week 23 came in at 28.4% — $5,226 of food against $18,400 of sales — the third week under your 30% target since you re-priced the pastry case. What actually needs you is two lines long: credit the shorted produce, and schedule Friday’s bills. - Weekend payout categorized once, fee split out - Delivery invoices in as bills, sorted by due date - Shortages recorded as vendor credits the same morning - Food cost as a percentage of sales, every week Food & BeverageOne set of booksMonday morningFood & BeverageOne set of booksMonday morning Built for the work ## The parts of Bokeping you’ll lean on [Vendor credits The shorted case becomes a credit that morning, not on the invoice after next. Learn more]()[Ingredient costs & COGS Costs move as bills are entered, so food cost is a weekly number. Learn more]()[Payout reconciliation Sat plus Sun, minus fees, equals Monday’s deposit — categorized once, fee split out. Learn more]()[Expense tracking Rent, gas, linens and repairs by category, so the creep shows up in June. Learn more]() The re-price ## When butter jumps 14%, the menu answers back The dairy list arrives with Tuesday’s delivery: butter from $4.25 to $4.85 a pound, and flour up another 6%. In most kitchens that page goes in a drawer and reappears next January as a margin that shrank for reasons nobody can name. Here it lands the moment the bill is entered — the croissant’s food cost moves from $0.92 to $1.04, the pastry case drifts toward your 70% floor, and the case for a price change is already made in numbers. Four items go up fifty cents on Friday, while the quarter can still be saved. - Ingredient costs move when the bill is entered - Item cost and margin visible before you re-price - A margin dip shows up in weeks, not next January - Every supplier increase leaves a dated paper trail In the field Retail Restaurants Bakeries & cafés Bookshops Built for days like these. FAQs ## Fair questions ### How do I track food cost percentage weekly? Enter deliveries as bills and let each ingredient carry its current cost; cost of goods posts against what you sell, so food cost as a share of sales is a live number — 28.4% on $18,400 of sales is $5,226 of food. Two honest notes. Purchases and usage aren’t the same thing in a week where you loaded the walk-in, so run a periodic count and let a stock adjustment true it up at real cost. And ingredient costing comes with Standard ($29 a month, or $290 a year) — Free tracks the bills but not the cost of goods behind them. ### The produce came up short again. How do I get that money back? Record a vendor credit the morning it happens — shorted case, wrong item, spoiled in transit — for the exact dollars, against the exact supplier. It stays open and visible until it applies to that supplier’s next bill, so you pay the difference rather than paying full and waiting for a credit memo that arrives two invoices later. The audit trail keeps the whole story, which is useful the third time it happens with the same vendor. ### Does Bokeping connect to my POS? There is no Toast, Square, or Clover integration, and Bokeping does not pull POS tickets. Bank feeds or .qbo bank files can bring in the transactions for processor payouts, but they do not contain daily sales summaries or menu-item detail. Record sales and fees separately using supported CSV/XLSX templates, then reconcile them to the payouts. Menu-item reporting and per-plate recipe costing require a POS or another tool that has that detail. ### Card payouts bundle the whole weekend. How does that reconcile? Monday’s deposit is Saturday plus Sunday, less the processor’s percentage and per-transaction fees, less anything refunded in the same batch. In Bokeping you categorize that deposit once and split the processor’s fee out as its own expense, so weekend revenue stays gross, your annual processing cost is a number you can see, and reconciliation finishes at $0.00 difference. ### Can Bokeping run payroll or handle tips for my staff? No. We don’t run payroll, we don’t track hours or breaks, and we don’t do tip pooling or tip-outs — a kitchen’s payroll is a compliance product with filings attached, and it isn’t ours. Run it through Gusto, Toast Payroll, or whoever you use now. The payroll withdrawal lands in the bank feed and you categorize wages, employer taxes and tips paid out, so labor cost shows up next to food cost where it belongs. ### What about waste and spoilage? Record a stock adjustment. The quantity comes off and the dollars post to waste at what the food actually cost you, with a reason and a date attached — so a bad week has an explanation instead of just a worse number. Do it alongside your weekly count and spoilage stops being the invisible line that eats the two points you were trying to win back on the menu. ## Bokeping for food & beverage Start free, bring your history over, and see your own numbers by this afternoon. [Start for free]() Other industries ## Different shelves, same books [Retail & E-commerce]()[Professional Services]()[Construction & Trades]()[Freelancers & Contractors]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/industries/freelancers/ Markdown page: https://bokeping.com/solutions/industries/freelancers.md Text version of the public page. Check the canonical page for current terms and interactive features. Industries / Freelancers & Contractors # Real books, freelancer-sized. Invoice in a minute, watch expenses file themselves, and hand your tax preparer clean numbers — free to start, honest forever. [Start for free]()[See pricing]() “Business and personal are the same account.” The first year everything runs through one checking account — the client deposit, the grocery run, the laptop. The feed only suggests; nothing posts until you confirm, so the business half goes into the books and the personal half never does. Money you took out for yourself books to owner’s draw instead of pretending to be an expense. “Tax season is a shoebox of receipts.” Expenses categorize from the bank feed every week, so April is a login for your preparer rather than a weekend spent reconstructing a year you already lived. “Accounting software costs more than my software.” Free covers 20 a month of each kind of record — invoices, bills, expenses and the rest — with bank CSV import and real double-entry reports. No card is required, and Free itself never expires. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. Automatic bank feeds start on Standard at $29 a month per company. Friday, 4:55 PM ## The whole week’s books in five minutes Send the invoice for the project you shipped — $2,800, pay button on it. Confirm the six business transactions the feed already sorted, and leave out the three that were personal; nothing posts until you say so. Move 30% of what landed to the tax account, which is $840 this week and the entire reason next April is boring. Close the laptop: the ledger underneath is proper double-entry, balanced and traceable, and you never had to think about it. - One invoice, sent in a minute, with a pay button - Six business transactions confirmed, three personal ones left out - 30% moved to the tax account while you’re thinking about it - Cash on hand and what’s owed to you, at a glance Freelancers & ContractorsOne set of booksFriday, 4:55 PMFreelancers & ContractorsOne set of booksFriday, 4:55 PM Built for the work ## The parts of Bokeping you’ll lean on [Invoicing Send the day you ship, with a pay button on it and a reminder behind it. Learn more]()[Expense tracking The laptop, the software, the co-working desk — sorted the week they happen. Learn more]()[Bank feeds Confirm the business half of a shared account; the personal half never posts. Learn more]()[Free accountant access Your preparer gets a login in April instead of a folder of PDFs. Learn more]() The second week of April ## Tax season is one invitation, not one weekend You know the April ritual: a shoebox, a bank export, and a preparer billing hours to rebuild a year you already lived. This time it’s an email — your preparer gets a free login, free on every plan including Free, and finds 482 categorized expenses, 61 invoices, four estimated payments of $4,050 already recorded, and books that balance to the penny. Profit came in at $54,000 and the 30% you moved every week added up to $16,200, so nobody is hunting for a number in April. They ask two questions, and that’s the whole season. - Deductions sorted all year by the feed, not in April - Your preparer gets their own free login on any plan - They pull the P&L, Balance Sheet and expense detail themselves - Estimated payments already recorded, quarter by quarter In the field Retail Restaurants Bakeries & cafés Bookshops Built for days like these. FAQs ## Fair questions ### I have one account for everything. How do I keep business and personal apart? Open a business checking account — that’s the real answer, it’s free at most banks, and after that every transaction in it belongs in your books. Until you do: connect the shared account, confirm the business transactions, and leave the personal ones unposted. The feed only suggests; nothing enters the ledger without you. When you pay yourself, or when a personal charge lands on the business card, book it to owner’s draw rather than an expense category — that single habit is most of what separates books a preparer trusts from a spreadsheet they have to redo. ### What do I actually hand my tax preparer in April? A login, not a folder. Free accountant access comes with every plan, so they open the year themselves: Profit & Loss on cash or accrual, Balance Sheet, expense detail by category, and the general ledger behind any number that looks strange. If they prefer files, export the same reports as PDF or CSV. What Bokeping doesn’t produce is the return — no Schedule C, no 1099s, no filing. It produces the numbers those forms are built from, which is the part that usually costs you billable hours. ### Can Bokeping work out my quarterly estimated taxes? No. Bokeping doesn’t calculate estimated tax and doesn’t file anything — we’re not going to guess at your bracket, your state, or your deductions. What it does: show your profit for the quarter on whichever basis you file on, so a set-aside is arithmetic instead of a feeling, and record the estimated payment when you make it so the year adds up. The percentage itself is a conversation with your preparer. ### Is the Free plan actually free, or a trial with a fuse? Actually free. Twenty a month of each kind of record — invoices, estimates, bills, expenses and the rest — real double-entry reports, and a free login for your accountant. No card is required and Free has no expiry date. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. After the trial, each company can stay on Free or choose its own paid subscription. Automatic bank feeds start on Standard; on Free you upload your bank’s CSV, and bringing your history over is free on every plan. ### What happens when I outgrow 20 invoices a month? Standard is $29 a month, or $290 a year, and everything you have already entered comes with you — same books, same history, higher limits. You upgrade when the volume justifies it, not because a countdown ran out. ### I don’t know a debit from a credit. Is that a problem? No. You work in plain English — send an invoice, confirm a transaction, move money to the tax account — and Bokeping writes the double-entry underneath, balanced, dated, and traceable back to the document that caused it. Your preparer sees proper books; you never have to see the jargon. ## Bokeping for freelancers & contractors Start free, bring your history over, and see your own numbers by this afternoon. [Start for free]() Other industries ## Different shelves, same books [Retail & E-commerce]()[Professional Services]()[Construction & Trades]()[Food & Beverage]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/industries/professional-services/ Markdown page: https://bokeping.com/solutions/industries/professional-services.md Text version of the public page. Check the canonical page for current terms and interactive features. Industries / Professional Services # Bill the work. Skip the paperwork. Estimates that win the engagement, invoices that go out the day the work ships, and a P&L that shows whether the practice actually pays. [Start for free]()[See pricing]() “June’s work is August’s money.” You did the work in June, invoiced on the 30th, and the client’s AP runs net 45. The P&L says a strong month and the bank account disagrees — both are true. Bokeping builds both from the same ledger and flips between accrual and cash, so you can read performance and survival separately instead of arguing with one number. “Invoicing slips to the weekend.” A month of retainers duplicates from last month in a coffee break — same rates, same terms, same tax treatment. Out on the 1st instead of the 9th is eight days off every payment date. “Chasing money makes me the bad guy.” Reminders go out on day 3 and day 10 without you writing them, and every invoice carries a pay button. The awkward email mostly never has to happen. End of the month ## Month-end, minus the invoicing marathon Eight retainers duplicate from last month in a few minutes — nothing retyped, nothing forgotten. Harlow’s June is the interesting one: the $6,000 retainer, plus $900 of out-of-scope work you would otherwise have failed to bill, less a $450 credit note for the deadline you missed. That is $6,450 realized on a $6,900 engagement, visible the day you close the month rather than the day your accountant closes the year. The P&L is already done, because it was never not done. - A month of retainers duplicated, not retyped - Out-of-scope work billed while anyone still remembers it - Credit notes on the record when you eat something - Billed, credited and collected — per client, per month Professional ServicesOne set of booksEnd of the monthProfessional ServicesOne set of booksEnd of the month Built for the work ## The parts of Bokeping you’ll lean on [Estimates Scope the engagement in writing, then convert the yes into the first invoice. Learn more]()[Invoicing Duplicate last month’s retainers, add the out-of-scope line, send the batch. Learn more]()[Customer payments Advances held as credit, partial payments, and the balance after a client overpays. Learn more]()[Cash vs accrual Flip June between earned and collected without rebuilding a thing. Learn more]() The slow payer ## The awkward email you never have to write Kestrel Partners is twelve days past due on $3,400, and you know how that conversation usually goes — you draft something polite, soften it twice, and send it a week later than you should. This time the reminder went out on day 3 and again on day 10 without you touching it. Tuesday morning the client clicks the pay button on the invoice itself, the payment posts, the receivable closes, and the receipt sends itself. Of the $7,400 June left outstanding, $4,000 remains, and you spent none of your Monday on it. - Reminders on a schedule you set once - A pay button on the invoice — Stripe or Forte, at the processor’s rates, no markup - Card or bank transfer, the client picks - The payment posts and closes the invoice on its own In the field Retail Restaurants Bakeries & cafés Bookshops Built for days like these. FAQs ## Fair questions ### Can I take a deposit or retainer before the work starts? Yes, and there are two ways to book it — the difference matters to your accountant. Invoice the deposit and it books as income when that invoice posts, which is simple and fine for a lot of cash-basis practices. Or take the money first and record it as a payment on the client’s account: it sits as their credit until you apply it to an invoice for work you’ve actually done. Use the second when the cash truly arrives ahead of the work — it’s the client’s money, not your revenue, and your P&L shouldn’t say otherwise. Either way, partial payments and the remaining balance track to the penny on both sides. ### I do the work in June and get paid in August. Cash or accrual? Read both — they answer different questions. Accrual puts the $21,600 in June where the work happened and tells you whether the practice is profitable. Cash puts the $14,200 in the month it landed and tells you whether you can make payroll. Bokeping builds both from the same double-entry ledger, so it’s a toggle on the P&L, Balance Sheet and Cash Flow rather than a rebuild, and the general ledger drill-down works either way. Which basis you file on is a call for your tax preparer — Bokeping doesn’t file returns. ### Did that fixed-fee project actually make money? Honest answer: you get an exact revenue side and no project cost side. Per client, everything billed, credited and collected is there — so a $6,000 retainer that realized $6,450 of a $6,900 scope is precise. What Bokeping doesn’t do is job costing: there’s no way to tag a subcontractor bill, a license or a payroll run to an engagement and get a per-project P&L. If most of your work is fixed-fee and thin, keep the cost side in a spreadsheet next to these numbers, or run a job-costing tool alongside. We would rather say that than ship a shallow version and let you trust the wrong number. ### Does Bokeping track my hours? No, and that’s deliberate. Bokeping isn’t a time tracker, a timesheet system, or project management — and it doesn’t do per-employee time tracking either. Use whatever timer you already like, then bill the result as line items: hours × rate, a fixed fee, or a monthly retainer. Your books stay books. ### Most of my invoices repeat every month. Do I retype them? No. Duplicate last month’s invoice, adjust what changed, send. Rates, terms, payment settings and tax handling carry over, so eight retainers go out in the time it takes the kettle to boil — and the ones with an extra line this month are the only ones that need thinking about. ### My accountant does my year-end. What do they get? A free login on any plan, including Free. They see real double-entry books — every entry balanced, every correction reversed and reposted rather than silently edited — and they pull the statements themselves instead of emailing you for exports. Most find there’s nothing to clean up first, which is usually the difference between a fee and a bigger fee. ## Bokeping for professional services Start free, bring your history over, and see your own numbers by this afternoon. [Start for free]() Other industries ## Different shelves, same books [Retail & E-commerce]()[Construction & Trades]()[Food & Beverage]()[Freelancers & Contractors]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/industries/retail-ecommerce/ Markdown page: https://bokeping.com/solutions/industries/retail-ecommerce.md Text version of the public page. Check the canonical page for current terms and interactive features. Industries / Retail & E-commerce # Books for businesses with shelves. Payouts that match your sales, stock that counts itself, and margins you can see per product — whether the register is a counter or a checkout page. [Start for free]()[See pricing]() “The deposit is never any one day’s sales.” A card payout is three days of orders, minus the processor’s cut, minus the refunds that cleared inside the same batch. When it lands in your bank feed you categorize it once — sales in, the processor’s fee split out as its own expense — so sales income stays gross, fees stay visible, and the bank ties out to the penny. “I don’t know what I make on a product.” Every sale posts the real cost of the exact item that left the shelf, from that item’s own cost history. Margin per SKU is a number you read before you reorder, not a year-end reconstruction. “Stock lives in a spreadsheet nobody trusts.” Quantities move with every invoice, purchase order and count — in the store and the storage unit both — and inventory value ties to the balance sheet instead of drifting away from it. A Tuesday with Bokeping ## Yesterday’s payout, untangled in two minutes The overnight deposit was $3,022.09, and it isn’t any single day’s sales. It’s 41 card orders from Saturday through Monday — $3,214.00 gross — less two refunds that cleared inside the same batch and $105.51 of processor fees. In Bokeping you categorize that one deposit with the fee split out as its own expense, and your sales income stays gross where your accountant expects it. Your morning is a two-minute split, not an afternoon with a calculator. - One deposit, categorized once - Processor fees split out as their own expense, not shaved off sales - Refunds inside the batch on their own line - Reconciliation that ends at $0.00 difference Retail & E-commerceOne set of booksA Tuesday with BokepingRetail & E-commerceOne set of booksA Tuesday with Bokeping Built for the work ## The parts of Bokeping you’ll lean on [Inventory & COGS Cost of goods posts per sale, so margin per SKU is live. Learn more]()[Payout reconciliation One deposit untangled back into the days of sales inside it. Learn more]()[Purchase orders Reorder in writing; receiving turns the PO into a bill and moves the stock. Learn more]()[Sales tax A rate per jurisdiction, exempt items handled, one report per filing period. Learn more]() The restock call ## Reorder on margin, not on nerves Two SKUs dropped below their reorder point this morning. Before you spend anything you look at what each one actually earns: the 12 oz ceramic mug costs you $4.80 and sells at $15.00, which is 68%; the travel tumbler costs $8.50, sells at $12.50, and leaves 32%. So the mugs get 96 units and the tumblers get 24, and the purchase order is with your supplier before lunch. When the pallet lands Thursday you receive it, the PO becomes a bill, and the shelf count moves with the money — no second entry, no side spreadsheet. - Reorder flags before the shelf goes empty - Cost, sell price and margin on the item itself - Receive short and the remainder stays open on the order - Quantity and inventory value update together In the field Retail Restaurants Bakeries & cafés Bookshops Built for days like these. FAQs ## Fair questions ### How does a card payout reconcile back to my sales? A processor deposit is not a sale, it’s a settlement — several days of orders, less the fees, less any refunds that cleared in the same batch. When the payout hits your bank feed, Bokeping matches it back to the sales it covers and splits the fees onto their own expense line. So $3,214.00 of card orders, $86.40 of refunds and $105.51 of fees resolve into the $3,022.09 that actually landed, your income stays gross, your fee expense is visible for the year, and reconciliation finishes at $0.00 difference instead of “close enough.” ### How does Bokeping know what each product costs me? Every purchase records what you paid, and every sale posts the cost of the exact item that left the shelf using that item’s own cost history. Cost of goods sold books itself sale by sale, which is why margin per SKU is live rather than a year-end reconstruction — buy a mug at $4.60 in March and $4.80 in May and each sale carries the cost of what actually shipped. Click any margin and drill through to the entry behind it. Inventory and cost of goods sold come with Standard ($29 a month, or $290 a year). ### Do you plug into Shopify, Amazon, or my POS? There is no storefront or POS integration. You can connect the bank account that receives processor payouts, or import its transactions from a bank file such as .qbo. Those bank records do not contain individual orders, gross sales, or stock movements. Record sales and fees separately using supported CSV/XLSX templates, then reconcile them to the payouts. If you need order-level or inventory sync from a storefront, you will need a tool that provides that integration. ### I keep stock in a store and a storage unit. Can it handle both? Yes. Track quantities per location and see one total across all of them. Transfers move stock between locations without losing any in transit — the units show as in transfer until they land, counted once. Counts and adjustments work per location too, so a bad count in the storage unit doesn’t contaminate the shop floor number. ### A customer returned two lamps. What happens to the books? Issue a credit note against the original invoice. The sales tax reverses at the rate you charged, the items come back into stock at their real cost so your inventory value stays honest, and the credit either applies to the customer’s next invoice or gets refunded. If the refund went back through your card processor, it shows up inside a later payout — matched there, so the deposit still ties. ### What about sales tax when I sell in more than one place? Set up a rate per jurisdiction and Bokeping applies the right one line by line, with exempt items and exempt customers handled without a manual override. At filing time one report shows what you collected, what you’ve remitted, and what you still owe, by rate and by period, and you record the payment when you remit. Bokeping prepares the numbers; it doesn’t file the return or pay the tax — that stays with you or your accountant. ## Bokeping for retail & e-commerce Start free, bring your history over, and see your own numbers by this afternoon. [Start for free]() Other industries ## Different shelves, same books [Professional Services]()[Construction & Trades]()[Food & Beverage]()[Freelancers & Contractors]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/integrations/ Markdown page: https://bokeping.com/solutions/integrations.md Text version of the public page. Check the canonical page for current terms and interactive features. Integrations # Connected where it counts. Bokeping doesn’t collect integrations for the logo wall. It connects deeply to the few things your books depend on — your bank, your payments, and your history. [Start for free]()[Developer API]() Bank Feeds · via Plaid ## Your bank, connected once Bokeping connects to thousands of US banks and card accounts through Plaid. The connection is read-only and encrypted — your credentials never touch Bokeping, and Bokeping can never move your money. - Thousands of US banks and credit cards - Read-only: view transactions, never move money - Credentials stay with Plaid, encrypted end to end - Disconnect any time without losing history [More about Bank Feeds]() Online Payments ## A pay button on every invoice Let customers pay by card or from a bank account straight from the invoice. The payment posts itself, the invoice closes itself, and the receipt sends itself — you just watch the balance change. - Card and bank payments on invoices - Payments post to the books automatically - No markup on processing fees - Receipts sent without you touching anything [More about Online Payments]() CSV & QBO Import ## Moving in is a file drop Bring customers, vendors, items, invoices, and bills from separate CSV/XLSX files. Use bank files such as .qbo for bank and credit-card transactions only. Review the supported fields and preview for each import. - CSV/XLSX import for supported record types - .qbo import for bank and credit-card transactions - Duplicates detected, not duplicated - A full report of what landed where [More about Import]() Our approach ## How we think about integrations Most accounting tools measure integrations by the length of the logo wall. We measure them by what happens to your ledger. A connection that drops half-labeled transactions into your books creates work; one that arrives named, matched, and deduplicated removes it. So every integration we ship has to meet the same bar as a feature: the numbers it writes must trace to balanced entries, and the failure modes must be boring. That’s why the list above is short and the depth is real. Bank feeds don’t just import — they match, learn, and reconcile. Payments don’t just process — they post, close the invoice, and send the receipt. Import doesn’t just load rows — it reports every one it touched. When we add the next name to this page, it will work the same way. All connections ## What’s live, what’s next We’d rather ship a short honest list than a long aspirational one. Planned means planned — not “someday.” [Plaid Live Bank & card feeds]()[Stripe Live Online invoice payments — cards]()[Forte Live Online invoice payments — cards & ACH eCheck]()[CSV import Live Spreadsheet data, in bulk]()[.qbo bank import Live Bank & credit-card transactions]()[Developer API Live Your books, programmable]() Gusto Planned Payroll into the books Avalara Planned Automated tax rates Zapier Planned Everything else FAQs ## Fair questions ### Do you charge extra for integrations? No. There’s no per-integration fee: automatic bank feeds come with Standard and up, CSV import is on every plan including the trial, and the developer API and its keys come with Pro. When a customer pays an invoice online, the card processing fee belongs to the payment processor — Bokeping shows it plainly and books it as a fee, never buried in the total. ### What if my bank isn’t on Plaid? Use CSV import. Export transactions from your online banking, drop the file in, and they land in the same review flow with the same duplicate screening. Your books can’t tell the difference — the feed just saves you the export step. ### Can I request an integration? Yes, and please do. The planned list — Gusto, Avalara, Zapier — is shaped by exactly these requests. Tell us what your business runs on and we’ll tell you honestly whether it’s coming, and roughly when. ### What happens to synced data if I disconnect? Everything already in your books stays there. A connection is a pipe, not a warehouse — disconnecting stops new transactions from arriving, but your history, categorization, and reconciliations are untouched. Reconnect any time and the feed picks up where it left off. ## Missing a connection you need? Tell us what your business runs on — the planned list above is shaped by exactly these emails. [Contact us]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [Connect Your Bank via Plaid — Read-Only Feeds](https://bokeping.com/solutions/integrations/bank-feeds.md) - [Import From QuickBooks or CSV, Free on Any Plan](https://bokeping.com/solutions/integrations/import.md) - [Accept Online Invoice Payments with Stripe or Forte](https://bokeping.com/solutions/integrations/payments.md) --- Canonical page: https://bokeping.com/solutions/integrations/bank-feeds/ Markdown page: https://bokeping.com/solutions/integrations/bank-feeds.md Text version of the public page. Check the canonical page for current terms and interactive features. Integrations / Bank Feeds # Your bank, connected in two minutes. Bokeping connects to thousands of US banks and card accounts through Plaid. Read-only, encrypted, reversible — and your credentials never touch Bokeping. [Start for free]()[All connections]() Read-only by design The connection can see transactions. It cannot move money, pay anyone, or change anything at your bank. Ever. Credentials stay with Plaid You sign in on Plaid’s encrypted screen. Bokeping receives transactions — never your username or password. Reversible any time Disconnect in one click. Your transaction history stays in your books; only the feed stops. Your data stays yours Transactions in your books belong to you: export them any time, and Bokeping never sells or shares your banking data. Disconnecting removes the feed’s access — not your records. What arrives ## Each transaction shows up ready to file A raw bank line says “POS DEBIT 4417 CITYPWR 06/14.” What lands in Bokeping says City Power & Light, June 14, $318.40, and — because you’ve filed this payee before — a suggested category of Utilities with the confidence to match. You’re not decoding statements; you’re confirming sentences. - Payee names cleaned up, not raw bank codes - Date and amount exactly as the bank recorded them - A suggested category, in plain words - Deposits matched to open invoices when they fit When the feed hiccups ## Feeds fail politely, not silently Banks run maintenance. Passwords change. Connections expire. When any of that happens, Bokeping tells you plainly — a status on the account, not a mystery gap you discover at reconciliation. Reconnect in a click, and the catch-up sync fetches what you missed while duplicate detection makes sure nothing arrives twice. - A clear status the moment a feed needs attention - Reconnect in one click — no re-setup - Missed days back-fill on the next sync - Duplicates detected and skipped on catch-up How it works 1 Pick your bank Search thousands of US banks and card issuers inside Bokeping. 2 Sign in through Plaid Your bank’s own login, on Plaid’s encrypted screen. Bokeping never sees it. 3 Transactions flow in Deposits and withdrawals arrive named, dated, and ready to confirm — usually before your coffee. FAQs ## Fair questions ### Is my bank supported? Plaid covers thousands of US banks and credit unions, including all the major ones. If yours isn’t covered, CSV import handles any bank that can export a file — which is nearly all of them. ### Can Bokeping move money in my account? No. The connection is read-only at the protocol level. Bokeping can see transactions to keep your books current — it has no ability to initiate transfers or payments. ### I changed my bank password. Is the feed broken? It pauses, and Bokeping shows a “reconnect” status on the account rather than failing quietly. Sign in through Plaid once more and the feed resumes, back-filling anything it missed in between — with duplicates skipped. ### Can I connect more than one account or bank? Yes. Checking, savings, and cards across as many institutions as you use, each feeding its own account in Bokeping. Transfers between your own accounts show up on both sides so they’re easy to match rather than double-count. ### How much history comes in when I first connect? It depends on the bank — most provide somewhere between a few months and two years of history through Plaid. Whatever the feed can’t reach, CSV import covers: export the older statements once and the two sources meet without overlap, because duplicates are detected. ### What happens if I disconnect? The feed stops; nothing else changes. Every transaction already in your books stays there, and you can reconnect or switch to CSV import whenever you like. ## Connect your bank today Automatic feeds come with Standard and Pro, including during your account’s one-time Pro trial. The trial starts with your first company; other companies you create during it share its end date. On Free you upload your bank’s CSV. If your bank isn’t on Plaid, upload its CSV instead — same review flow, one extra step. [Start for free]() [How the Banking features work →]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/integrations/import/ Markdown page: https://bokeping.com/solutions/integrations/import.md Text version of the public page. Check the canonical page for current terms and interactive features. Integrations / CSV & QBO Import # Moving in is a file drop. Import customers, vendors, items, invoices, and bills from separate CSV/XLSX files. Bring bank transactions in through CSV/XLSX or bank files such as .qbo. Review the preview and results for each import. [Start for free]()[All connections]() CSV/XLSX for supported records Import customers, vendors, items, invoices, and bills separately, using the supported fields for each record type. .qbo for bank transactions Web Connect files contain bank or credit-card activity, not customer lists, vendor lists, invoices, or a complete QuickBooks company. Nothing silently dropped Every row and every column is accounted for in the import report — landed, skipped, or flagged, with the reason. No lock-in, either direction Nothing is written until you confirm the preview, your file stays your file, and everything you import can be exported back out. Moving in shouldn’t mean being kept in. The mapping screen ## Your columns, our fields, one honest preview CSV and XLSX exports name their columns differently — “Client,” “Customer Name,” “Bill To.” Bokeping suggests column mappings for you to review and previews the rows before import. Check required fields and any unsupported data before confirming. Structured bank files such as .qbo have a fixed format: Bokeping reads their transaction fields automatically, without custom column mapping. - Column mapping guessed, then shown for approval - A live preview of real rows before anything posts - Unmapped columns with data are flagged, never dropped - Cancel at any point — the books are untouched until you confirm The import report ## Every row gets a verdict, with a reason When the import finishes, you don’t get a shrug and a spinner — you get a report. This many rows landed. These twelve were skipped as duplicates of rows you already have. These three were flagged, each with its row number and what was wrong: a date that isn’t a date, an amount with a stray character. Fix them in the file and re-run it, or enter them by hand — either way, you can verify instead of trust. - Landed, skipped, flagged — every row in one of three lists - Skips name the duplicate they matched - Flags carry row numbers and plain-English reasons - One bad row never blocks the other five thousand How it works 1 Prepare separate files Export the lists and documents you need from your old tool as CSV/XLSX. Download bank activity separately from your bank as .qbo or another supported bank format. 2 Choose the matching import Select the record type and review the preview. Map CSV/XLSX columns to supported fields; .qbo files belong in bank transaction import. 3 Read the report What landed, what was skipped as a duplicate, what needs a look — every row accounted for. FAQs ## Fair questions ### What exactly can I import? Customers, vendors, items, invoices, and bills use separate CSV/XLSX files with the fields supported by each import. Bank transaction import also accepts .qbo, .ofx, and .qfx files. A .qbo file contains bank or credit-card activity only, not a full QuickBooks company. Import the required contacts and items before their documents, then review bank activity and reconcile balances. ### Is there a file size limit? Imports comfortably handle files with thousands of rows — years of history in one go. If an export is enormous, split it by year and run the batches separately; duplicate detection means an overlap between batches lands once, not twice. ### Can I re-run an import after fixing errors? Yes — that’s the intended workflow. Fix the flagged rows in your file and drop the whole thing back in. Rows that already landed are skipped as duplicates; only the corrected ones post. The report proves it either way. ### Will I get duplicates if I import twice? No. The importer detects rows it has already seen and skips them, listing each skip in the report so you can verify rather than trust. ### Do my opening balances come across? Yes. Customer and vendor balances, open invoices, and bank balances post to the right accounts, so day one in Bokeping agrees with the last day in the old system. ### What if my file has errors? Bad rows are flagged with row numbers and reasons instead of silently vanishing — fix them in the file or in Bokeping afterward. One bad row never blocks the rest of the import. ## Bring your books over Import is free on every plan — most businesses are moved in by end of day. [Start for free]() [The full switching guide →]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/integrations/payments/ Markdown page: https://bokeping.com/solutions/integrations/payments.md Text version of the public page. Check the canonical page for current terms and interactive features. Integrations / Online Payments # A pay button on every invoice. Let customers pay by card or from a bank account straight from the invoice — through Stripe or Forte, whichever you connect. The payment posts itself, the invoice closes itself. [Start for free]()[All connections]() Cards, and bank accounts too Cards through Stripe or Forte; bank accounts by ACH eCheck through Forte. Either way the checkout page carries your invoice details. Posts itself Payment lands → invoice closes → receipt sends → books update. You did none of that. No markup on fees You pay your processor’s own rates — Stripe’s published rates, or your Forte merchant agreement. Bokeping adds nothing on top. Card numbers are never kept With Stripe, your customer enters the card on Stripe’s PCI-compliant checkout. With Forte, the details travel from Bokeping’s checkout page to Forte over an encrypted connection. Either way Bokeping records that a payment happened and how — never the card or account number. Click to reconciled ## Follow one payment the whole way home Tuesday, 8:41 AM: the customer clicks Pay on INV-0187 and enters a card on the checkout page. The invoice closes, the receipt sends itself, and the payment is posted to the deposit account you chose. Thursday: the processor’s payout reaches your bank feed, net of its fee. You reconcile it against the payment Bokeping already posted and record the fee as an expense — the fee is simply the gap between what the customer paid and what arrived. - Invoice closes the moment the payment clears - Receipt sent automatically — no follow-up email - Payment posted to your deposit account, dated the day it cleared - Payout reconciled against that payment when it reaches the bank Refunds ## Refunds without spreadsheet archaeology A refund is where most books quietly go wrong: the money leaves your processor, the invoice still says paid, and three weeks later nobody remembers why the bank is $180 short. In Bokeping the refund is a first-class record — issue it against the original sale, and the invoice, the customer’s history, and the ledger all update together. When the refund passes through your bank feed, it matches instead of raising a mystery. - Refund full or partial, from the original invoice - A credit note keeps the paper trail complete - The customer’s balance updates on both sides - The bank feed line matches — no orphan withdrawals How it works 1 Connect Stripe or Forte once Link or create a Stripe account, or enter the credentials of your Forte merchant account, from Bokeping’s settings in a few minutes. 2 Send invoices as usual Every invoice now carries a pay button. Nothing else about your flow changes. 3 Watch payments post themselves Paid invoices close on their own. When the payout reaches your bank, you reconcile it against the payment already in the books. FAQs ## Fair questions ### Stripe or Forte — which should I connect? Either one puts the same pay button on your invoices. Stripe is the quicker start: link or create an account from settings and take cards. Forte fits a business that already holds a Forte merchant account, or that wants customers to pay from a bank account by ACH eCheck as well as by card. ### What does it cost? Bokeping doesn’t add a markup — you pay your processor’s own fees: Stripe’s published rates, or the terms of your Forte merchant agreement. ### When does the money reach my bank? On your processor’s schedule: Stripe pays out in typically two business days; Forte funds cards on the schedule in your merchant agreement, and eCheck a few days later once the bank transfer settles. When the payout lands in your bank feed, you reconcile it against the payment Bokeping already posted. ### Can a customer pay part of an invoice? Yes. Partial payments post against the invoice and the remaining balance stays open and visible on both sides. Reminders keep chasing the remainder, not the part that’s already paid. ### How do refunds work? Issue the refund against the original sale and everything updates together: the invoice, the customer’s history, and the ledger. When the refund shows up in your bank feed, it matches to the record instead of becoming an unexplained withdrawal. ### What about disputes and chargebacks? The dispute itself is handled with your processor — in Stripe’s dashboard, or with Forte for card chargebacks and returned eChecks — where you submit evidence. On the books side, the withheld amount and any dispute fee arrive through your bank feed as real transactions you categorize — so a chargeback is recorded honestly instead of vanishing into a reconciliation gap. ### Do customers need an account? No. They click the pay button on the invoice, enter their card or bank details on the secure checkout page, and they’re done. ## Get paid faster Invoices with a pay button get paid days sooner. Turn it on once. [Start for free]() [How Customer Payments work →]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/switching/ Markdown page: https://bokeping.com/solutions/switching.md Text version of the public page. Check the canonical page for current terms and interactive features. Solutions / Switching to Bokeping # Switch without losing a number. Bring supported lists and documents from spreadsheets or QuickBooks using separate CSV/XLSX files. Import bank activity separately, review the results, and reconcile your opening balances. [Start for free]()[See pricing]() CSV & QBO import, built in Use CSV/XLSX for supported lists and documents. Use .qbo bank files for bank or credit-card transactions only, not a complete QuickBooks company. An afternoon, not a quarter Most businesses are running by end of day: history in, bank connected, first invoice out. Nothing silently dropped The importer reports every row and every column — what landed, what was skipped, and why. Duplicates are detected, not duplicated. The import ## Bring the records you need Import customers, vendors, items, invoices, and bills from separate CSV/XLSX files using the fields each import supports. Bank files such as .qbo add bank activity only. Review document balances and any payment records separately, then compare opening balances with the old system. - Customers, vendors, items, invoices, bills, bank activity - Opening balances that actually balance - Duplicate detection on every import - A full report of what landed and what didn’t The first week ## Old habits, better tool Connect the bank, confirm the feed’s first batch, send an invoice from your imported customer list. By Friday the books are current and you’ve stopped opening the old tab. - Bank connected in two minutes, read-only - Your customer and item lists ready to use - The old system stays untouched as a fallback - Help center guides for every step Step by step ## Pick the guide for where you are now Each one is the same shape: what to decide first, the order to import in, and an honest list of what does not come across. [From QuickBooks Export lists and transactions, import free, and prove the trial balance ties out in twenty minutes. Read the guide]()[From Xero One CSV per list, conversion balances posted as opening balances, and life after bank rules. Read the guide]()[From spreadsheets Clean the sheet, map the columns, set an opening balance from a statement, and stop keeping a shadow copy. Read the guide]() CSV & QBO import, built inAn afternoon, not a quarterNothing silently droppedCSV & QBO import, built inAn afternoon, not a quarterNothing silently dropped Invoicing < 1 min from new invoice to sent Banking 1 click to sort a bank transaction Reports To the penny statements that tie out FAQs ## Fair questions ### Do I have to wait for January to switch? No. Pick any clean cutoff — usually the end of your last reconciled month. History up to that date imports with opening balances that tie out, and new work starts in Bokeping the same day. Year-end is a fine time to switch; it just isn’t the only one. One thing that doesn’t come across: payroll history. Bokeping doesn’t run payroll, so keep Gusto or ADP where it is and post the payroll journal from there. ### Can I run both systems in parallel for a while? Yes, and it’s a sensible way to build trust: keep the old tool read-only as a fallback while you work in Bokeping. Most people stop opening the old tab within a week — but it’s your call to make, not a bridge we burn for you. ### I’m coming from spreadsheets, not QuickBooks. Does that work? That’s the most common switch we see. Export your sheets as CSV — customers, items, open invoices, bank history — and map the columns once. If the spreadsheet was messy, the import report shows exactly which rows need a look instead of guessing on your behalf. ## Bring your books over Import is free on every plan. Your old data, your new system, one afternoon. [Start the switch]() Under the hood ## The product behind it [### Invoicing & Sales Professional invoices, estimates that convert, and payments that post themselves. Learn more]()[### Bills & Purchases Track what you owe, pay it on time, and know where every dollar went. Learn more]()[### Banking Bank feeds, one-tap categorizing, and reconciliation that actually finishes. Learn more]()[### Inventory Know what’s in stock, where it is, and what it really costs you. Learn more]()[### Reports & Accounting Real double-entry books, readable statements, and numbers that tie out. Learn more]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() ## More pages in this section - [Move from QuickBooks to Bokeping — Migration Guide](https://bokeping.com/solutions/switching/quickbooks.md) - [Move From Spreadsheets to Real Books](https://bokeping.com/solutions/switching/spreadsheets.md) - [Switch from Xero to Bokeping — Migration Guide](https://bokeping.com/solutions/switching/xero.md) --- Canonical page: https://bokeping.com/solutions/switching/quickbooks/ Markdown page: https://bokeping.com/solutions/switching/quickbooks.md Text version of the public page. Check the canonical page for current terms and interactive features. Switching / From QuickBooks # Move from QuickBooks without losing a number. Half a day is the honest estimate: thirty minutes exporting, an hour importing and mapping, twenty minutes proving the balances tie out — and the rest spent being pleasantly surprised. Import is free, and nothing is written until you have seen the preview. [Start for free]()[Compare the two]() Before you start ## Three decisions worth ten minutes each Nearly every migration that goes badly went wrong before a single file moved. Settle these three and the rest is file handling. Pick a clean cut-over date The first of a month is good; the first of your fiscal year is better. Best of all is the day after your last reconciled bank statement — everything before it is settled history, everything after it is new work in Bokeping. Decide how much history you actually need You rarely need every year you have ever recorded. Open invoices and bills, plus the current fiscal year, covers most businesses. Anything older is reference — and QuickBooks can keep holding it. Keep the old system read-only for a quarter Do not cancel QuickBooks the day you import. Stop entering new work in it, let the subscription run to its renewal, and export PDF copies of the reports you would hate to lose. A fallback you never use is cheap; one you needed and canceled is not. The sequence ## Seven steps, in this order The order matters more than the speed. Lists before transactions, transactions before balances, balances before you trust a single report. 1. 1 ### Reconcile, then freeze Run your last bank reconciliation in QuickBooks through the cut-over date and let it finish clean. The numbers you are about to import are only as trustworthy as the day you copy them from — reconciling first means any discrepancy you find later belongs to the import, not to the history. 2. 2 ### Export your lists QuickBooks produces separate exports for your lists — customers, vendors, items and the chart of accounts. Keep them as separate files rather than one merged sheet: each one imports into a different place in Bokeping, and separate files make the import report easy to read. 3. 3 ### Export your transactions — and three proof reports Prepare separate CSV/XLSX files for the invoices, bills, and other supported records you plan to import, matching each file to the relevant Bokeping template. For bank activity, download a .qbo (Web Connect) file or another supported transaction file from your bank. A .qbo file contains bank or credit-card transactions, not your customer and vendor lists or sales and purchase documents. Also export the trial balance, A/R aging summary, and A/P aging summary as of the cut-over date so you can compare balances after import. 4. 4 ### Import the lists first, in order Chart of accounts, then customers and vendors, then items. Bokeping guesses which of your columns is which, shows you every guess in a preview, and writes nothing until you confirm. Fix the mapping once and it holds for the rest of the file. [How column mapping works]() 5. 5 ### Import the transactions Import invoices and bills through their respective CSV/XLSX imports, then review the documents and any payment records needed to establish the correct outstanding balances. Import .qbo files through Banking for bank transactions only. Review each import result and match bank activity to existing documents where appropriate; a bank transaction alone does not recreate its invoice or bill. 6. 6 ### Post opening balances and tie out Opening balances post to the right accounts as of your cut-over date, so day one in Bokeping agrees with the last day in QuickBooks. Now open the three reports you exported and compare: bank balances, A/R total, A/P total. If those agree, the migration is sound. [Financial statements in Bokeping]() 7. 7 ### Connect the bank and send one invoice Bank feeds are Plaid-powered, read-only, and included from Standard up, including during your account’s one-time Pro trial. The trial starts with your first company; companies created during it share the same end date. Confirm the first batch of categorizations and the suggestions start learning your habits. Then send one real invoice from your imported customer list. [How bank feeds work]() The honest inventory ## What comes across, and what doesn’t ### What comes across - Customers and vendors, with their balances. Names, contact details and what each one owes you or you owe them as of the cut-over date. - Your items list. Products and services with prices and descriptions, ready to drop onto the first invoice. - Your account structure — with a caveat. Bokeping starts you on a standard chart of accounts rather than lifting yours across wholesale. Rename and add what you need before you import transactions, and the preview shows you where each one is landing so nothing files itself under the wrong heading. - Open invoices and bills. Still open, still aged, still chasing the same people. Partly paid documents keep the balance that is actually outstanding. - Bank transaction history. The lines behind the balance, so your first reconciliation in Bokeping has something to reconcile against. - Opening balances that tie out. Posted as of your cut-over date, to the account they belong in — which is why the trial balance comparison is a twenty-minute job and not a week. ### What doesn’t - QuickBooks Payroll history and filed tax forms. Pay runs, payroll liabilities and anything you have already filed stay with Intuit. Export PDFs of your payroll registers and year-end forms before you stop paying for the subscription, and keep a payroll provider — Bokeping does not run payroll and does not file returns. - Memorized reports and custom layouts. A saved report is a saved set of options, not data. Rebuild the two or three you actually open; most people find the default statements cover them. - Bank rules. Your QuickBooks rules do not travel. Bokeping learns from the categorizations you confirm in the first week instead of asking you to re-type the rules — but that first week is you teaching it. - Reconciliation status on past periods. History arrives as history, not as pre-cleared lines. You do not re-reconcile the past: the opening balance as of the cut-over date is the settled figure, and reconciliation starts fresh from there. - Attachments beyond what you can export. Receipts and documents attached inside QuickBooks come across only if you download them. Pull them out in a batch while you still have access. - Class and location tracking, where we have no equivalent. Where your classes or locations line up with a dimension Bokeping keeps, they map. Where they do not, that detail lands as description text rather than something reportable — worth checking before you rely on it. Bokeping does not sell payroll, file tax returns, or do project and job costing. It also does not consolidate multiple entities — you can run more than one company from a single login, each with its own books and its own separately billed subscription, but there is no combined set of statements across them. If your QuickBooks file leans on any of those, keep the tool that does them — a payroll provider such as Gusto or ADP, your filing agent, your consolidation spreadsheet — and let Bokeping be the ledger underneath. A realistic week ## Export Monday morning. Reconcile Friday afternoon. Mon 9:00 Export Lists, then transactions, then the three proof reports. Around thirty minutes of clicking and waiting. Mon 11:00 Import and map Files in, columns confirmed in the preview, import report read. The lists take minutes; the transactions take longer to check than to load. Mon 15:00 Tie out, connect the bank Trial balance and the two agings against your exports. Then the bank feed — read-only, two minutes. Tue First invoice out From the imported customer list, on your own template, with the right number in sequence. Fri First reconciliation The week’s feed against the bank. Twelve minutes, because the opening balance was right on Monday. Then leave QuickBooks read-only until you have closed a full quarter in Bokeping. By the time the renewal comes round, the decision makes itself. While you are here ## The three things people check next [What the importer actually does The mapping preview, duplicate detection, and the report that gives every row a verdict. CSV & QBO import]()[Bring your accountant with you Free access on every plan, a real general ledger underneath, and period lock when the year closes. For accountants]()[The first reconciliation What Friday looks like once the opening balance is right — and how the feed learns your habits. Reconciliation]() FAQs ## Fair questions about leaving QuickBooks ### Can I run QuickBooks and Bokeping in parallel? Yes, and for the first quarter you should — as a fallback, not as a second set of books. Keep QuickBooks readable but stop entering new work in it. Entering the same invoice in both systems does not give you a safety net; it gives you two versions of the truth and no way to tell which one is wrong. ### What if I switch mid-year? Most businesses do. Pick the first of a month, ideally the day after your last reconciled statement, and import the year to date so a single system reports the whole year. If you would rather import only open balances, that works too — your year-end pack is then the QuickBooks reports for the stub period plus Bokeping from the cut-over on, which is exactly what an accountant expects to see in a switching year. ### Who checks the opening balances? You can, in about twenty minutes: bank balances, A/R total, A/P total and a trial balance where debits equal credits, each against the report you exported from QuickBooks. If you would rather someone else signed it off, invite your accountant — every plan includes 2 free accountant seats that don’t count against your own user count, and they get a real general ledger and audit trail to look at, not a summary. ### What does the migration cost? Nothing. There is no migration fee, no setup fee and no service to buy. CSV and QBO file import are included on every plan. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. Each company is billed separately: Standard is $29 a month for up to 3 users, Pro $59 for up to 10 — or $290 and $590 a year, two months free. Switching from something else?[From Xero]() ·[From spreadsheets]() ·[Switching overview]() ·[Help center]() ## Bring your QuickBooks file over Import is free, the preview shows you everything before it lands, and your old file stays exactly where it is. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/switching/spreadsheets/ Markdown page: https://bokeping.com/solutions/switching/spreadsheets.md Text version of the public page. Check the canonical page for current terms and interactive features. Switching / From Spreadsheets # Move off the spreadsheet without a rebuild. Two hours is the honest estimate, and the first one goes on tidying the sheet you already have — one header row, one row per transaction, amounts stored as numbers. Import is free on every plan, and the preview shows you every row before a single one posts. [Start for free]()[See the setup guide]() Before you start ## Three decisions worth ten minutes each This is the friendliest switch there is — no export screens, no file formats, no account to close. It goes wrong in only one way: an unclear starting point. Settle these three first. Pick a clean cut-over date The first of a month is good; the first of your tax year is better. Your sheet probably already has a natural break — the last month you totaled up and felt finished with. Use that one. Decide how much history you actually need If it is one tab of transactions, bring the lot. If it is five years across twelve tabs with three different layouts, bring this year and last, and keep the old file as reference. Nobody has ever regretted importing less history. Keep the sheet read-only for a quarter Do not delete it — but stop typing into it. Save a copy, rename it something you would never open by accident, and keep it as a fallback while you build trust in the new numbers. The risk here is not losing the file; it is quietly maintaining two. The sequence ## Seven steps, and four of them are tidying A spreadsheet import almost never fails on the import. It fails on a merged cell, a date written two ways, or an amount stored as text. Spend the hour on the file and the rest takes minutes. 1. 1 ### Work on a copy, never the original Duplicate the file first and clean the duplicate. Everything below is destructive — deleting header art, unmerging cells, flattening formulas — and you want the original sitting untouched next to it while you do it. 2. 2 ### One header row, one row per transaction Delete the logo, the title row and the blank spacer rows above your data so the very first row is your column names. Unmerge every merged cell. If a single row describes two payments, split it into two. A computer reading your sheet has none of the context your eye supplies. 3. 3 ### One idea per column — and no subtotals Date, description, who it was with, amount, category. Delete monthly subtotal rows and running-balance columns; those are outputs, and Bokeping computes them from the transactions. If money in and money out live in two columns, that is fine — just keep it consistent all the way down. 4. 4 ### Amounts as numbers, dates in one format Strip currency symbols, thousands separators typed by hand, trailing spaces and footnote asterisks — a cell holding “$1,234.00 ” is text, not money. Write negatives with a minus sign rather than brackets. Then pick one date format, 2026-03-14 or 03/14/2026, and make the whole column match: a column mixing “4/5” with “April 5” is the single biggest source of flagged rows. 5. 5 ### Export each tab as its own CSV, then import in order One tab, one file, one import: customers and vendors first, then items, then transactions. Bokeping guesses which of your columns is which, shows the guesses over real rows, and writes nothing until you confirm. The report afterwards names every row as landed, skipped as a duplicate, or flagged with a reason — so fixing three bad dates and re-running the whole file is the normal workflow, not a restart. [How column mapping works]() 6. 6 ### Set your opening balance from a bank statement An opening balance is what was true on the morning of your cut-over date. Take the bank statement covering that date and use the closing balance from the last line before it — the statement figure, not today’s app balance and not the available balance. Then list the invoices customers still owed you on that date, and the bills you still owed. Those three figures are the floor everything else is measured from, which is why they come from a statement rather than from the sheet you are replacing. [Financial statements in Bokeping]() 7. 7 ### Close the spreadsheet for good Shadow copies die of a thousand “just this ones”. Two things end it: enter the next transaction only in Bokeping, and connect the bank feed — Plaid, read-only, included from Standard up — so most entries appear without you typing them. Then rename the file to something ugly, move it out of your working folder, and set yourself a date after your first clean reconciliation when you stop opening it. [How bank feeds work]() The honest inventory ## What comes across, and what doesn’t ### What comes across - Anything tabular. Customers, vendors, items, invoices, bills, bank lines — if it fits in rows and columns, it imports. - As much history as you care to bring. Years of transactions in one file. Duplicate detection means an overlap between two files lands once, so you can import in batches without fear. - Open invoices with what is still owed. If your sheet tracks who has paid, those balances come across as genuinely open invoices you can chase and settle — not as notes. - Bank history straight from the bank. Your bank’s own CSV export is a better source than your sheet for the bank side: it has every line, in the bank’s wording, with no typos. Import that rather than retyping. - Your description column. The notes you have been writing to yourself for years land as memo text, searchable, attached to the transaction they belong to. - Opening balances that hold. Posted as of the cut-over date so day one here agrees with the last day of the sheet — and so your first reconciliation has a floor to stand on. ### What doesn’t - Formulas, and the reasoning inside them. Values import; formulas do not. A cell showing 1,240 that is really a SUM arrives as 1,240 and nothing else. Where a column was doing your accounting for you — allocating, prorating, accruing — that job now belongs to the ledger, so check the numbers those columns produced before you rely on them. - Color coding and highlighting. Yellow means “chase this” to you and nothing at all to a computer. Before you export, turn the colors into an actual column — a Status or Category value — or accept that the meaning stays behind with the fill. - Cell comments, notes and merged title rows. Anything living outside the grid is invisible to a CSV. If a comment holds something you need, move it into the description column first. - Pivot tables, charts and running balances. These are reports, not records. Bokeping regenerates the equivalents from the transactions themselves, which is the point — they can never disagree with the ledger the way a stale pivot can. - Receipts in the folder next to the sheet. Scans and PDFs stored alongside the file are not part of it. Attach the ones that matter to their transactions here, or keep the folder as your archive. - Whatever your side tabs were quietly doing. A payroll tab, a job-costing tab. Those are the ones to check before you assume the sheet is finished — see the note below. A tab per company is the exception: one login can hold several companies, each with its own books, so those tabs become separate sets of accounts rather than a problem. Bokeping does not sell payroll, file tax returns, or do project and job costing. It also does not consolidate several companies into one set of accounts — you can run more than one company from a single login, each with its own books and its own plan, but the group roll-up still happens outside. If one of your tabs was doing that work, keep doing it where it is — a payroll provider such as Gusto or ADP, your filing agent, a consolidation sheet at group level — and post the resulting figures into Bokeping so the ledger stays complete. A realistic week ## Clean it Monday morning. Reconcile Friday afternoon. Mon 9:00 Clean the copy The whole job lives here: one header row, unmerged cells, numbers as numbers, one date format. An hour, once. Mon 11:00 Import and map One tab, one file. Confirm the column guesses in the preview, read the report, fix any flagged rows and re-run. Mon 14:00 Opening balance, bank connected The statement figure as of the cut-over date, plus what was owed each way. Then the feed — read-only, two minutes. Tue First invoice out Numbered, taxed and tracked as a document you can chase — rather than a row you remember to look at. Fri First reconciliation The week’s feed against the bank. This is the moment the spreadsheet stops being necessary. Then keep the old file read-only for a quarter — and notice, somewhere around week three, that you have not opened it once. While you are here ## The three things people check next [What the importer actually does The mapping preview, duplicate detection, and the report that gives every row a verdict with its row number. CSV & QBO import]()[Set up your books in an afternoon The step-by-step for everything after the import: fiscal year, sales tax, first invoice, first close. Guides]()[Give your accountant real books Double-entry, an audit trail and period lock — 2 free accountant seats on every plan. For accountants]() FAQs ## Fair questions about leaving the sheet ### Can I keep the spreadsheet running in parallel? Keep it as a read-only fallback for a quarter, yes. Keep updating it, no — this is the one parallel run that reliably goes wrong, because a sheet is easy enough to edit that you will keep doing it, and then you have two records that disagree and no way to tell which one is right. Enter the next transaction here, and let the old file go quiet. ### What if I switch mid-year? Perfectly normal, and easier from a spreadsheet than from anywhere else. Pick the first of a month and import the year to date so one place reports the whole year. If the earlier months are messy, import from the cut-over date only and keep the sheet as the record for the stub period — your accountant will simply add the two halves at year end. ### Who checks the opening balances? You can, in about fifteen minutes: does the bank balance here match the statement, does the total customers owe you match your own list, does the total you owe match the bills in the drawer. If you would rather someone signed it off, invite your accountant — access is free on every plan, and they get a real double-entry ledger with an audit trail to inspect, which is exactly what a spreadsheet could never give them. ### What does it cost to move? CSV import is included on every plan at no extra cost. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. Free is $0, with 20 of each kind of sales and purchase record a month. Each company is billed separately. Standard is $29 a month ($290 a year) for automatic bank feeds, unlimited records, inventory, purchase orders, and up to 3 users. Pro is $59 a month ($590 a year) for up to 10 users, roles and permissions, and multiple locations within one company. Switching from something else?[From QuickBooks]() ·[From Xero]() ·[Switching overview]() ·[Ask us first]() ## Bring the spreadsheet in CSV import is free on every plan, the preview shows you everything before it lands, and your file stays your file. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]() --- Canonical page: https://bokeping.com/solutions/switching/xero/ Markdown page: https://bokeping.com/solutions/switching/xero.md Text version of the public page. Check the canonical page for current terms and interactive features. Switching / From Xero # Move from Xero with the balances intact. Half a day, honestly measured: thirty minutes of CSV exports, an hour importing and mapping, twenty minutes proving the numbers tie out against your own aged reports. Import is free, and nothing is written until you have approved the preview. [Start for free]()[Compare the two]() Before you start ## Three decisions worth ten minutes each Coming from Xero the mechanics are the easy part — clean CSV exports, a bank side that is usually already reconciled. What is left to decide is where the line falls, and these three settle it. Pick a clean cut-over date The first of a month works; the first of your fiscal year works better. Xero calls the figures you carry over your conversion balances — same idea here, and the cleaner the date, the less there is to carry. Decide how much history you actually need Open invoices and bills plus the current year is enough for almost everyone. Older years are reference, and Xero can keep them — read-only access to old data beats a heroic full-history migration. Keep the old system read-only for a quarter Stop entering new work in Xero, but let the subscription run to its renewal and export PDFs of anything you would hate to lose. A fallback you never open is cheap insurance; one you canceled last month is not. The sequence ## Seven steps, in this order None of it is hard, but each step leans on the one above it. Work straight down the list and you never have to import the same file twice. 1. 1 ### Get to zero unreconciled Xero rewards you for reconciling daily, so this is usually the easy step: clear the remaining items up to your cut-over date so no bank line is still waiting for a decision. Anything you leave unreconciled becomes a discrepancy you will chase later in a system you have not learned yet. 2. 2 ### Export each list as its own CSV Xero exports its lists to CSV one at a time — contacts, inventory items, and your account list for reference. Keep them as separate files. Each one imports to a different place in Bokeping, and separate files make the import report readable instead of a wall. 3. 3 ### Export transactions and three proof reports Take the invoice, bill and bank account transaction exports for the period you are bringing across. Then export three reports as of the cut-over date: trial balance, aged receivables summary, aged payables summary. Those three are how you prove the migration in twenty minutes rather than trusting it for a year. 4. 4 ### Import the lists, in order Chart of accounts first, then contacts, then items. Bokeping guesses which of your columns is which, shows every guess in a preview with real rows, and writes nothing until you confirm. One useful surprise: Bokeping keeps a single contact list with customer and supplier roles, the same shape Xero uses, so contacts land as one clean list rather than two. [How column mapping works]() 5. 5 ### Import invoices, bills and bank history Awaiting-payment invoices arrive still awaiting payment, part-paid documents keep the balance that is genuinely outstanding, and bank lines land as the history your first reconciliation will run against. Duplicates are detected and skipped, so an overlap between two exports lands once — with the skip listed by row. 6. 6 ### Post opening balances and tie out Your conversion balances become opening balances, posted to the right accounts as of the cut-over date. Now open the three reports you exported from Xero and compare: bank balances, receivables total, payables total. When those agree, the migration is sound and you can stop worrying about it. [Financial statements in Bokeping]() 7. 7 ### Connect the bank, re-teach the rules, send one invoice Bank feeds are Plaid-powered and read-only, included from Standard up and during your account’s one-time Pro trial. The trial starts with your first company; companies created during it share the same end date. Your Xero bank rules do not travel, but you do not rebuild them by hand either: confirm the first batch of suggestions and Bokeping starts matching the way you actually categorize. Then send a real invoice from your imported contact list. [How bank feeds work]() The honest inventory ## What comes across, and what doesn’t ### What comes across - Contacts, with their balances. One list with customer and supplier roles, exactly as you keep it in Xero, plus what each side owes as of the cut-over date. - Chart of accounts. Accounts and their types, mapped into Bokeping’s structure in the preview so anything that landed under the wrong heading is corrected before it posts. - Inventory and service items. Codes, names, descriptions and prices, ready to drop onto the first invoice without retyping. - Invoices and bills, at the right status. Awaiting payment stays awaiting payment, paid stays paid, and part-paid keeps the outstanding balance rather than the original total. - Bank transaction history. The lines behind the balance, so the first reconciliation in Bokeping has something real to reconcile against. - Opening balances that tie out. Posted as of the cut-over date, to the account they belong in — which is why the comparison against your Xero trial balance takes twenty minutes. ### What doesn’t - Bank rules. The single most-missed item. Xero rules are logic, not data, and there is no export that carries them. Bokeping does not ask you to re-type them either: it learns from the categorizations you confirm in the first week, so the cost is a few days of paying attention, not an afternoon of rule-building. - Payroll. Xero’s US payroll runs through a partner, so your pay runs and filings live in that partner’s system and stay there. Keep the provider — Bokeping does not run payroll and does not file returns. Post the payroll journal to Bokeping and your books stay complete. - Custom report layouts and saved reports. A saved report is a saved set of options, not data. Rebuild the two or three you genuinely open each month; the default statements cover most of what the others were doing. - Repeating invoice templates. Recurring schedules are configuration and need setting up once on this side. Worth doing on day one so nothing silently stops going out. - Files, attachments and anything from Hubdoc. Documents attached to transactions come across only if you download them first. Pull them out in a batch while you still have access to the account. - Reconciliation history and tracking categories with no equivalent. History imports as history, not as pre-reconciled lines — the opening balance is the settled figure and reconciliation starts fresh. Tracking categories map where Bokeping keeps an equivalent dimension; where it does not, that detail lands as description text rather than something you can report on. Bokeping does not sell payroll, file tax returns, or do project and job costing. It also does not consolidate multiple entities — you can run more than one company from a single login, each with its own books and its own separately billed subscription, but there is no combined set of statements across them. If you run Xero Projects, expense claims through a partner app, or a group of companies rolled up together, keep the tool that does that work and let Bokeping be the ledger underneath it. A realistic week ## Export Monday morning. Reconcile Friday afternoon. Mon 9:00 Export One CSV per list, then transactions, then the three proof reports. Around thirty minutes. Mon 11:00 Import and map One CSV at a time, each mapping confirmed against real rows. Reading the report is the slow half, and it is the half worth doing. Mon 15:00 Tie out, connect the bank Trial balance and both aged reports against your Xero exports. Then the bank feed — read-only, two minutes. Tue First invoice out Raised against an imported contact, numbered in your own sequence, out before the coffee goes cold. Fri First reconciliation The week’s feed against the bank, with suggestions already shaped by what you confirmed on Tuesday. Then leave Xero read-only until you have closed a full quarter here. The renewal date makes the final decision easier than any feature comparison will. While you are here ## The three things people check next [What the importer actually does The mapping preview, duplicate detection, and the report that gives every row a verdict. CSV & QBO import]()[Life after bank rules How categorization learns from your first week of confirmations instead of asking you to write rules. Categorization]()[Bring your accountant with you Free access on every plan, a real general ledger underneath, and period lock when the year closes. For accountants]() FAQs ## Fair questions about leaving Xero ### Can I run Xero and Bokeping in parallel? Yes, and for a quarter you should — as a fallback, not as a second set of books. Keep Xero readable but stop entering new work there. Recording the same invoice twice does not give you a safety net; it gives you two versions of the truth and no way to tell which one is wrong when they disagree. ### What if I switch mid-year? Most businesses do, and Xero users are usually well placed for it because the bank side is already reconciled. Pick the first of a month and import the year to date so one system reports the whole year. If you would rather bring only open balances, that is fine too — your year-end pack becomes the Xero reports for the stub period plus Bokeping from the cut-over on, which is exactly what an accountant expects in a switching year. ### Who checks the opening balances? You can, in about twenty minutes: bank balances, receivables total, payables total, and a trial balance where debits equal credits — each against the report you exported from Xero. If you would rather have it signed off, invite your accountant. Accountant access is free on every plan and they get a real general ledger, audit trail and period lock to work with, not a summary screen. ### What does the migration cost? Nothing, and there is no service to buy. CSV import is included on every plan. Each account gets one Pro trial, starting when you create your first company. Other companies you create during that trial share the same end date. When the trial ends, each company moves to Free unless you choose a paid plan for it. Companies created after your trial ends start on Free. Each company is billed separately: Standard is $29 a month for up to 3 users, Pro $59 for up to 10 — or $290 and $590 a year, two months free. Accountant access sits outside that count: each company’s plan carries 2 free external accountant seats. Switching from something else?[From QuickBooks]() ·[From spreadsheets]() ·[Switching overview]() ·[Help center]() ## Bring your Xero data over Every list exports as CSV, import is free on every plan, and your Xero organization stays exactly where it is. [Start for free]() ## Ready to know your money? Free plan, no card needed. Bring your QuickBooks or spreadsheet history, invite your accountant, and start reading your own books today. [Start for free →]()