# Guides (Full)
---
source: /docs/guides.md
# Guides
Practical guides covering everything from your first sign-in to advanced financial workflows. Whether you're new to Bkper or looking to master specific features, start with the section that matches your needs.
- [Getting Started](https://bkper.com/docs/guides/getting-started.md): A roadmap from your first Book and transaction to reporting, collaboration, and automation.
- [Using Bkper](https://bkper.com/docs/guides/using-bkper/signing-in.md): Day-to-day workflows for Transactions, Accounts, Groups, Books, and features like properties and hashtags.
- [Google Sheets](https://bkper.com/docs/guides/google-sheets.md): Use Bkper functions and features directly in Google Sheets for reporting and analysis.
- [Automations](https://bkper.com/docs/guides/automations/bank-connections.md): Bank Connections, automatic transaction posting, and workflow automations.
- [Accounting Principles](https://bkper.com/docs/guides/accounting-principles/fundamentals/permanent-accounts.md): Double-entry bookkeeping, account types, receivables, payables, and financial modeling in Bkper.
- [Account & Billing](https://bkper.com/docs/guides/account-and-billing/subscriptions.md): Plans, pricing, billing management, and account settings.
- [Templates](https://bkper.com/docs/guides/templates/profit-and-loss.md): Pre-built Book templates for personal finances, business accounting, and more.
- [Troubleshooting](https://bkper.com/docs/guides/troubleshooting/known-issues-google-sheets.md): Solutions to common issues and answers to frequently asked questions.
---
source: /docs/guides/account-and-billing/delete-account.md
# Delete Bkper Data and Close Account
You have full control over your data in Bkper. If you no longer need your data, you can delete it at any time without prior notice.
## Delete data
To delete recorded data from Bkper, **delete your books**. Before deleting a book, make a backup by using the Bkper Add-on for Google Sheets to fetch all transactions to a spreadsheet, or download a CSV file to your computer.
> **Caution**
> Once you delete a book, there is no way to recover the data.
## Remove Google account access
To revoke Bkper's access to your Google Account, go to [apps connected to your Google Account](https://security.google.com/settings/security/permissions).
Select **Bkper** on the list and click **Remove**.
After revoking access, Bkper will no longer have access to any data from your Google Account. Note that this only removes the authorization — any recorded data is preserved in Bkper. To delete the data itself, delete your books as described above.
## Mobile app
To stop using Bkper on your phone, uninstall the Bkper app following the instructions for your device.
## Unsubscribe from emails
Stop receiving emails from Bkper by clicking any **unsubscribe** link at the bottom of Bkper emails.
## Deceased account holders
If you need to cancel the subscription or delete the data of someone who has passed away, send an email to [support@bkper.com](mailto:support@bkper.com). The Bkper team will help with the cancellation and any data removal.
---
source: /docs/guides/account-and-billing/google-cloud.md
# Bkper on Google Cloud
You can subscribe to Bkper through the Google Cloud Marketplace when your organization wants Bkper charges to be billed by Google Cloud instead of by Bkper directly.
Use this guide only for subscriptions purchased through Google Cloud Marketplace. If your subscription is billed directly by Bkper through Stripe, see [Manage Bkper Subscription](https://bkper.com/docs/guides/account-and-billing/manage-subscription.md) instead.
Existing Google Cloud Marketplace subscriptions retain their current commercial terms. Changes to Bkper's direct Stripe Prices do not automatically change an existing Google subscription.
> **Caution**
> Google controls the Marketplace checkout, billing, and order-management screens. The exact labels and order of steps can vary by country, billing account, permissions, and Google interface updates.
>
> When a Google Cloud step differs from this guide, follow the current controls shown by Google Cloud. Do not create a second subscription to work around an unclear or missing control.
## Before you start
Make sure you know which account should own the subscription.
- **Bkper account** — the subscription applies to the Bkper account you associate during the Marketplace signup flow. Use the Bkper login that owns the Books you want covered by the plan.
- **Google Cloud billing account** — the charges are billed by Google Cloud. You need permission to purchase Marketplace products on the billing account your organization wants to use.
- **Billing terms** — payment methods, invoices, taxes, refunds, and billing disputes are handled under Google Cloud Marketplace terms, not Bkper's direct Stripe billing flow.
If you cannot select a billing account or complete the purchase, contact the administrator of your Google Cloud organization or billing account.
## Subscribe through Google Cloud Marketplace
1. Open the [Bkper listing on Google Cloud Marketplace](https://console.cloud.google.com/marketplace/details/bkper-public/bkper).
2. Sign in to Google Cloud with an account that can purchase products for the intended billing account.
3. Choose the Bkper plan you want from the Marketplace listing.
4. Select the correct Google Cloud billing account.
5. Review the price, billing terms, and Google Cloud Marketplace terms shown by Google.
6. Confirm the purchase in Google Cloud Marketplace.
7. When Google Cloud offers the provider signup or account-association step, continue to Bkper.
8. Sign in to Bkper with the account that should receive the subscription.
9. Open a Book owned by that Bkper account and verify that the plan is reflected there.
> **Note**
> The Google Cloud purchase and the Bkper account association are both important. If the purchase completes but the Bkper account is not associated, Bkper may not know which account should receive the plan.
## Change your plan
Use Google Cloud Marketplace order management to upgrade or downgrade a Bkper subscription purchased through Google Cloud.
1. Open Google Cloud Console and go to your Marketplace orders or subscriptions.
2. Find the existing Bkper order.
3. Open the order details.
4. Use the plan-management action provided by Google Cloud.
5. Choose the target Bkper plan, if it is available for your order.
6. Review the price, effective date, proration, and terms shown by Google.
7. Confirm the change.
8. Open a Book owned by the associated Bkper account and verify the updated plan.
> **Tip**
> If the plan you need is not available in the Marketplace controls, contact [Bkper support](mailto:support@bkper.com) before creating a new subscription.
## Cancel or return to the free plan
Cancel the paid subscription from Google Cloud Marketplace order management.
Depending on the controls available for your order, Google Cloud may offer cancellation directly or a change to a free Bkper plan. Use the option shown for your current Marketplace order.
Before confirming, review the cancellation terms shown by Google, including:
- when the paid plan stops applying,
- whether any remaining paid period continues,
- whether charges, credits, or refunds are affected.
After confirming the change in Google Cloud, open a Book owned by the associated Bkper account and verify the plan status.
> **Caution**
> Do not delete Books or revoke account access as a substitute for cancelling a Google Cloud Marketplace subscription. Billing changes must be made through Google Cloud Marketplace.
## Invoices, receipts, and refunds
For Google Cloud Marketplace subscriptions:
- Google Cloud bills the subscription.
- Google Cloud provides invoices and receipts through Cloud Billing.
- Google Cloud Marketplace terms apply to payment, cancellation, tax, refund, and billing-dispute handling.
- Bkper's direct [Refund Policy](https://bkper.com/docs/guides/account-and-billing/subscriptions.md#refund-policy) does **not** apply to Google Cloud purchases.
For Google Cloud billing documentation, see [Cloud Billing documentation](https://cloud.google.com/billing/docs) and [Google Cloud terms](https://cloud.google.com/terms/).
### I cannot select a billing account
You may not have permission to purchase Marketplace products for that billing account, or the billing account may not be active. Contact your Google Cloud billing administrator.
### The purchase completed, but Bkper does not show the plan
First, confirm that the Bkper account association step was completed with the correct Bkper login.
If the plan still does not appear, contact [Bkper support](mailto:support@bkper.com) and include:
- the Bkper login email that should receive the subscription,
- the Google Cloud Marketplace order or subscription identifier,
- the plan purchased,
- the approximate purchase time.
Do not include card numbers, bank details, or other sensitive payment information.
### I associated the wrong Bkper account
Contact [Bkper support](mailto:support@bkper.com) before purchasing again. Include the Google Cloud Marketplace order identifier and both the incorrect and intended Bkper login emails.
### I cannot find the plan-change or cancellation control
Check that you are signed in to the Google account with access to the Marketplace order and the relevant billing account. If the control still is not available, contact your Google Cloud billing administrator or Google Cloud support.
### I need more Business capacity
Business capacity is expressed in blocks of 3,000 average posted transactions per month.
If the capacity you need is not available through the Marketplace flow, contact [Bkper support](mailto:support@bkper.com) for guidance. Do not create another subscription or change the existing Google order until the available options have been reviewed.
---
source: /docs/guides/account-and-billing/manage-subscription.md
# Manage Bkper Subscription
Use this guide for subscriptions billed directly by Bkper through Stripe. For a subscription purchased through Google Cloud Marketplace, see [Bkper on Google Cloud](https://bkper.com/docs/guides/account-and-billing/google-cloud.md).
Subscription management opens in Stripe's secure hosted billing and checkout pages. Bkper does not provide separate custom billing controls. Stripe may update the interface, so review the price, effective date, and payment details shown before confirming any change.
## Current direct-billing prices
| Plan | Monthly | Yearly | Capacity |
| -------- | ------------------: | ------------------: | ----------------------------------------------------- |
| Standard | $20/month | $192/year | 1,000 posted transactions per calendar month |
| Business | $40/month per block | $384/year per block | 3,000 average posted transactions per month per block |
Both yearly prices save exactly **20%** compared with twelve monthly payments.
Standard always uses subscription quantity 1 and has no quantity control. Current Business monthly and yearly subscriptions can change the number of blocks in Stripe's billing portal, with a minimum of one block. Business quantity does not change automatically.
> **Note**
> Prices above apply to new subscriptions. If Stripe shows a different price for an existing subscription, those terms continue until you approve a plan or billing-cycle change.
## Subscribe to a paid plan
1. Sign in to [Bkper](https://app.bkper.com/) with the account that owns the Books the subscription should cover.
2. Open **Pricing** from the account menu.
3. Choose Standard or Business and select monthly or yearly billing.
4. Review the subscription, price, billing cycle, and account shown in checkout.
5. Enter the payment details and confirm the subscription.
6. Return to Bkper and open **Billing** to verify the active plan.
Each successful charge produces an invoice and receipt. Stripe also sends payment reminders when a payment is overdue or a card is nearing expiration.
After repeated failed payment attempts, a subscription may be cancelled. You can correct the payment method and resubscribe if needed.
## Understand when a change takes effect
Do not assume every subscription change is immediate. The confirmation screen shows the effective date and any amount due or credited.
- A paid plan increase may take effect immediately after successful payment. Any proration is shown before confirmation.
- A current Business quantity increase is prorated and invoiced immediately. The increased entitlement becomes available only after Stripe confirms payment.
- A current Business quantity decrease takes effect at renewal with no immediate credit. The current entitlement remains until Stripe changes the effective subscription quantity at renewal.
- A plan decrease takes effect at the end of the current billing period.
- A change from yearly to monthly billing takes effect at the end of the current yearly period.
- Other billing-cycle changes use the timing shown before confirmation.
- Cancellation takes effect at the end of the current billing period.
You keep the entitlement already paid for until a scheduled decrease or cancellation takes effect.
## Change your plan
1. Sign in to [Bkper](https://app.bkper.com/).
2. Open **Billing** from the account menu.
3. Select **Update plan**.
4. Choose an available plan and billing cycle.
5. Review the price, effective date, and any proration.
6. Confirm only when those details match the intended change.
7. Return to Billing and verify whether the change is active or scheduled.
### Increase Business capacity
1. Open **Billing** and select **Update plan**.
2. Increase the Business quantity by the required number of 3,000-average-transactions-per-month blocks.
3. Review the prorated amount Stripe will invoice immediately.
4. Confirm the change and complete any required payment step.
5. Return to Billing and verify the increased capacity after payment succeeds.
Capacity does not increase automatically from usage. Bkper waits for Stripe to confirm payment before applying the higher entitlement.
### Reduce Business capacity
1. Open **Billing** and select **Update plan**.
2. Choose a lower Business block quantity, with a minimum of one.
3. Review the renewal date shown by Stripe.
4. Confirm the scheduled change.
The current quantity and entitlement remain through the paid period. The lower quantity takes effect at renewal, with no immediate credit.
### Change or cancel while a decrease is pending
Stripe creates a subscription schedule for a pending Business decrease. While that schedule is active, the hosted portal blocks further subscription edits and cancellation.
Contact [Bkper support](mailto:support@bkper.com) if you need to remove the pending decrease. Support releases the schedule rather than cancelling it. This preserves:
- the current subscription,
- the current Business quantity,
- any access already paid for.
After support releases the schedule, reopen the billing portal. If you still want a lower quantity, schedule the decrease again.
## Change billing period
Standard and Business both support monthly and yearly billing.
1. Open **Billing** and select **Update plan**.
2. Choose the intended billing cycle.
3. Review the amount and effective date.
4. Confirm the change.
5. Return to Billing and verify whether the new cycle is active or scheduled.
Changing from yearly to monthly billing is scheduled for the end of the current yearly period. Do not expect an immediate switch or a mid-period refund.
## Cancel your subscription
If a Business quantity decrease is pending, first follow the [support path above](#change-or-cancel-while-a-decrease-is-pending). Stripe blocks cancellation while the decrease schedule is active.
1. Open **Billing** from the Bkper account menu.
2. Select **Cancel plan**.
3. Review the effective date.
4. Confirm the cancellation.
5. Return to Billing and verify that cancellation is scheduled.
Bkper stops renewing the subscription. Paid features remain available until the end of the current billing period, then the account returns to Free.
## Update payment method
1. Open **Billing**.
2. Select **Add payment method**.
3. Enter the new card details.
4. Mark it as the default payment method when appropriate.
5. Save the payment method and verify the default shown in Billing.
### Declined and failed payments
Card issuers do not share detailed decline reasons with Bkper. If a payment remains declined:
1. Verify the payment details and billing address.
2. Contact the card issuer for the specific reason.
3. Add another payment method if necessary.
4. Return to Billing and verify the subscription status.
Do not send card numbers or other sensitive payment details to Bkper support.
## Download invoices and receipts
1. Open **Billing**.
2. Find **Invoice history**.
3. Open the required invoice date.
4. Choose **Download invoice** or **Download receipt**.
## Next steps
- [Compare Bkper plans](https://bkper.com/pricing/)
- [Review subscription capacity and usage rules](https://bkper.com/docs/guides/account-and-billing/subscriptions.md)
- [Contact Bkper support](mailto:support@bkper.com)
---
source: /docs/guides/account-and-billing/subscriptions.md
# Bkper Subscriptions
Bkper offers three plans for new subscriptions: **Free**, **Standard**, and **Business**. Standard capacity applies to an individual subscriber. Business capacity applies to the subscribed domain.
The prices below apply to new subscriptions billed directly by Bkper. Google Cloud Marketplace purchases follow the prices and terms shown by Google.
## Bkper Free
You can start with no credit card. Free includes:
- **100 posted transactions per calendar month per owner**
- Unlimited Books and Accounts
- Unlimited Collaborators
- Activity history
- Google Sheets add-on
- Bots and automations
- Chart reports
You can also test Bank Connections for 45 days.
Free remains available if you cancel a paid subscription. Your data stays accessible after the paid period ends.
## Bkper Standard
Standard costs:
- **$20 per month**, or
- **$192 per year**
The yearly price saves exactly **20%** compared with twelve monthly payments.
Standard includes everything in Free, plus:
- **1,000 posted transactions per calendar month per owner**
- Saved Queries
- Bkper Bank Connections
## Bkper Business
Business costs:
- **$40 per month per capacity block**, or
- **$384 per year per capacity block**
The yearly price saves exactly **20%** compared with twelve monthly payments.
Each Business block provides capacity for **3,000 average posted transactions per month** across the subscribed domain. Business includes everything in Standard, plus:
- Book closing and lock dates
- White-label Books
- Domain-wide activation
All users with an email under the subscribed domain, such as `mydomain.com`, receive Business access. Transactions posted in Books owned by those users contribute to the domain's usage.
Business block quantity does not change automatically. Current direct-billed Business monthly and yearly subscriptions can change quantity in Stripe's hosted billing portal, with a minimum of one block. Standard remains at quantity 1 and has no quantity control.
If your organization uses Google Workspace, Bkper uses its Workspace logo. Otherwise, contact the Bkper team to configure the domain logo.
## How usage is counted
A successfully posted transaction counts toward usage for the applicable billing scope. The source does not matter: manual entry, import, bank connection, bot, app, or API.
- Draft transactions do not count until posted.
- Trashing a posted transaction does not subtract it from usage.
- Free and Standard use the current calendar month's posted transactions.
- Business capacity is expressed as average posted transactions per month per block.
For Free and Standard, transactions count for the **Book owner**, not the collaborator who posts them. For Business, usage is pooled across the subscribed domain.
> **Note**
> Posting a transaction with an older transaction date still counts when it is posted. For example, posting a January-dated transaction in February contributes to February's posting activity.
## How the Business rolling average works
Business capacity smooths activity across busy and quiet months. It is not a limit of 3,000 transactions in every individual month.
For an established Business subscription, Bkper adds the posted transactions from the **current calendar month and previous 11 calendar months**, then divides that total by 12. The current month is included as it happens, and the displayed average is rounded up to a whole transaction. When a month leaves this rolling window, its transactions no longer contribute to the average.
Each purchased block raises the allowed average:
| Business blocks | Allowed monthly average | Capacity across 12 months |
| --------------: | ----------------------: | ------------------------: |
| 1 | 3,000 | 36,000 |
| 2 | 6,000 | 72,000 |
| 3 | 9,000 | 108,000 |
For example, suppose a domain with one block posted 24,000 transactions during the previous 11 months. It can post up to 12,000 transactions in the current month before reaching a rolling total of 36,000 and an average of 3,000 per month.
### How capacity starts
A monthly Business subscription builds its rolling capacity one calendar month at a time, starting with the month when the account first switched from Free to a paid plan:
| Paid calendar months | One-block rolling capacity |
| ---------------------------------- | -------------------------: |
| 1 | 3,000 |
| 2 | 6,000 |
| 3 | 9,000 |
| 12 or more (latest 12 months used) | 36,000 |
An annual Business subscription receives the full 12-month capacity immediately: 36,000 posted transactions per purchased block across its rolling window.
### When you reach capacity
Before posting, Bkper checks whether the new transaction—or the entire batch being posted—would take the rolling average above the purchased capacity. Outside an active trial, posting pauses when there is not enough capacity. You can continue creating drafts.
Posting becomes available again when earlier activity leaves the rolling window or when another Business block is added. Blocks and paid overages are not added automatically. Add capacity through Stripe's hosted billing portal before you need it.
## Billing and capacity changes
Payment renewal dates do not reset Free or Standard transaction usage. Their counters reset on the first day of each calendar month.
If Free or Standard reaches its current-month capacity, you can continue recording drafts and post them after the next reset. You can also choose a higher current plan.
Business capacity is not increased automatically, and there is no automatic paid overage.
- Increasing the current Business quantity is prorated and invoiced immediately. Bkper applies the higher entitlement only after Stripe confirms payment.
- Decreasing the current Business quantity takes effect at renewal with no immediate credit. Until then, Bkper continues using Stripe's current effective quantity.
- A pending decrease blocks further subscription edits and cancellation in the portal. Bkper support can release the pending schedule while preserving the current subscription and quantity.
Learn how to change quantity and handle a pending decrease in [Manage Bkper Subscription](https://bkper.com/docs/guides/account-and-billing/manage-subscription.md).
## Storage and other limits
You can create as many Books and add as many collaborators as needed, regardless of plan.
There is no limit on the total number of transactions stored. Transactions can include attachments of up to 20 MB each, with no limit on total attachment storage. Activities remain available for four years.
## Refund policy
You can [cancel your Bkper subscription](https://bkper.com/docs/guides/account-and-billing/manage-subscription.md#cancel-your-subscription) at any time. Paid access continues through the end of the current billing period.
For subscriptions billed directly by Bkper, the money-back guarantee covers the **current subscription period**, whether monthly or yearly. Send a request to [support@bkper.com](mailto:support@bkper.com).
> **Caution**
> Refunds are not issued for previous billing periods. Google Cloud Marketplace purchases follow Google's payment, cancellation, and refund terms instead.
Depending on your bank, a refund may take 5–10 business days to appear.
## Next steps
- [View current Bkper pricing](https://bkper.com/pricing/)
- [Manage a direct Bkper subscription](https://bkper.com/docs/guides/account-and-billing/manage-subscription.md)
- [Manage Bkper through Google Cloud Marketplace](https://bkper.com/docs/guides/account-and-billing/google-cloud.md)
---
source: /docs/guides/accounting-principles/accounting-methods/accrual-basis.md
# Accrual Basis
The **accrual basis** records revenues and expenses at the moment they occur, regardless of when cash actually changes hands. This generates [payable](https://bkper.com/docs/guides/accounting-principles/payables/accounts-payable.md) or [receivable](https://bkper.com/docs/guides/accounting-principles/receivables/accounts-receivable.md) balances that represent outstanding obligations until the money moves.
When the cash does move — whether as a full settlement or a partial installment — a separate transaction records that payment.
## Example — a printing company
A printing company buys paper from a supplier and sells folders to a client, both on credit.
### The accounts
The book needs accounts that track the cash position, the counterparties, and the goods involved.
### Recording the purchase
The company buys printing paper on credit, then pays the supplier later. Two [transactions](https://bkper.com/docs/core-concepts.md#transactions) capture this:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 05/07 | 3,000.00 | Supplier | >> | Paper | Printing Paper A4 300 |
| 31/07 | 3,000.00 | Bank Account | >> | Supplier | Payment |
### Recording the sale
The company sells folders on credit, then receives the payment from the client:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 12/07 | 300.00 | Folders | >> | Client | 100 Color foldable Folders |
| 31/07 | 300.00 | Client | >> | Bank Account | Payment of the 100 Folders |
> **Note**
> With the accrual method you can track receivables and payables — obligations that remain visible in your balances until settled. This is not possible with the [cash basis](https://bkper.com/docs/guides/accounting-principles/accounting-methods/cash-basis.md) method, which only records transactions when money moves.
---
source: /docs/guides/accounting-principles/accounting-methods/cash-basis.md
# Cash Basis
The **cash basis** records revenue when a payment is received and expenses when a payment is made. Unlike the [accrual basis](https://bkper.com/docs/guides/accounting-principles/accounting-methods/accrual-basis.md), you do not track receivables or payables — every transaction reflects actual cash movement.
## Example — a printing company
A printing company buys paper and sells folders, recording each event only when money changes hands.
### The accounts
Because this cash-basis example does not track outstanding receivables or payables, the book only requires accounts for the cash position, income, and expenses.
> **Note**
> In this simplified cash-basis example, there are no supplier or payable timing accounts — expenses are recorded directly when paid. Other liability accounts, such as loans, credit cards, or taxes payable, can still exist in a cash-basis book when they reflect real obligations.
### Recording the transactions
Each transaction corresponds to an actual cash movement:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 22/07 | 300.00 | Bank Account | >> | Papers | Expenses with papers |
| 26/07 | 30.00 | Client | >> | Bank Account | Client's payment |
The purchase is recorded on the date the bank pays, and the sale is recorded on the date the client's payment arrives — not when the order is placed or the invoice issued.
---
source: /docs/guides/accounting-principles/billing-invoicing.md
# Billing and Invoicing
Invoicing is handled by your preferred invoicing solution, and the generated invoices are recorded as receivables in Bkper through automations. This way, your receivable balances always reflect the actual amount to collect.
There are many online invoicing solutions available — such as [ZipBooks](https://zipbooks.com/), [Invoice Ninja](https://www.invoiceninja.com/), [Zoho](https://www.zoho.com/invoice/), and [Yamm](https://yet-another-mail-merge.com/) — that connect to Bkper without programming through automations like the [Google Sheets Add-on for Bkper](https://bkper.com/blog/turn-google-sheets-into-a-powerful-accounting-tool/).
The [Bkper API](https://bkper.com/api) also lets you customize and extend Bkper into Google Workspace, so you can build your own solutions and automate workflows — including invoicing — with simple Google Apps Scripts that fully integrate with Google Workspace.
---
source: /docs/guides/accounting-principles/bkper-for-accountants.md
# Bkper for Accountants
Bkper's core implements the same fundamentals as any double-entry bookkeeping or accounting system, with a key differentiating factor.
## A paradigm shift in transaction representation
Instead of working with traditional journal entries:
Bkper is driven by a **transaction flow** — resources move from one Account to another:
Both representations are fundamentally the same, but the shift in paradigm introduces a higher level of abstraction that changes how teams work with financial data:
- The flow representation is closer to reality.
- It is easier to understand for non-accountants.
- It sets a common language among clients, accountants, and developers.
- It enables much more effective financial modeling.
- It enhances control and audit.
- It presents accounting as a **strategic tool**, rather than a tax and compliance burden.
## An event-driven architecture
Instead of relying on databases and batch processes:
Bkper is built as an **event-driven API**, converting a complex, rigid, compliance-driven environment into a consistent and organized ledger.
### What this architecture enables
- Effective [robot process automation](https://bkper.com/docs/guides/automations/apps-and-bots.md)
- Flexible and simple customizations
- Reusable components and services — Bots, Apps, and Templates
- Streamlined and safe [collaboration](https://bkper.com/docs/guides/using-bkper/book-sharing.md)
## Built on Google Cloud Platform
Bkper applies the highest security standards:
- **User management** outsourced to Google Workspace
- **API access** through OAuth2 and SSL
- **Distributed datastore**, [encrypted at rest](https://cloud.google.com/docs/security/encryption/default-encryption)
- **[Point-in-time disaster recovery](https://cloud.google.com/datastore/docs/pitr)** up to 7 days
- **Security infrastructure** outsourced to Google Cloud Platform
---
source: /docs/guides/accounting-principles/fundamentals/account-reconciliation.md
# Account Reconciliation
Reconciling your Bkper accounts against real-world bank statements ensures that your records match reality. Bkper's daily balance values — sometimes called a running or rolling balance — make it straightforward to spot and correct discrepancies.
## Selecting the account and period
Open your Book and select the Account that corresponds to the bank statement you want to reconcile. When you select an Account, the **daily balance value** appears on the **last Transaction of each day**.
This is the corresponding bank statement for the same Account and period.
## Detecting differences
From the **final balance value** on the Book you can quickly detect the difference between the Book and the statement. In this example, the Book shows −72.47 while the statement shows −92.22.
## Comparing daily balances
Compare the daily balance values on the Transactions from the beginning of the period until you detect what causes the difference.
**The Book:**
**The statement:**
Walk through the daily balances chronologically. When a day's balance in Bkper diverges from the statement, the Transaction causing the difference is on that day — it may be a wrong amount, a missing Transaction, or a duplicate.
## Correcting discrepancies
Correct any difference you find by editing the Transaction. After correcting all errors during the period, the daily balance values on all Transactions match the daily balance values on the statement.
## Marking reconciled Transactions
The **check mark** on Transactions serves as a powerful reconciliation aid. Beyond confirming the balance value, it can also signal that attachments, properties, and other details have been reviewed. Check each Transaction as you reconcile it to maintain a clear reference of what has been verified.
> **Tip**
> Use the [check and uncheck](https://bkper.com/docs/guides/using-bkper/transactions.md#checking-and-unchecking) feature systematically during reconciliation. Unchecked Transactions give you a clear view of what still needs review — making it easy to pick up where you left off.
---
source: /docs/guides/accounting-principles/fundamentals/amortization.md
# Amortization
Amortization gradually writes down the balance of an intangible asset over its useful life, spreading the cost across the periods that benefit from it.
## The accounts
Two accounts handle the process: an **accumulated amortization** account (liability type) that tracks the total amount written down, and an **amortization expense** account (outgoing type) that records the periodic cost.
## Recording amortization transactions
Each period, record a transaction that moves an amount from the accumulated amortization account to the expense account. In this example, an intangible asset worth 5,000.00 is amortized over five months at 1,000.00 per month:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 05/05 | 1,000.00 | Accumulated amortization | >> | Amortization expense | 5 x 1000 corresponding to Intangible asset XYZ |
| 04/06 | 1,000.00 | Accumulated amortization | >> | Amortization expense | - |
| 05/07 | 1,000.00 | Accumulated amortization | >> | Amortization expense | - |
| 05/08 | 1,000.00 | Accumulated amortization | >> | Amortization expense | - |
| 06/09 | 1,000.00 | Accumulated amortization | >> | Amortization expense | - |
> **Tip: Recording in bulk**
> For linear amortization with equal amounts, use the [record multiplier](https://bkper.com/docs/guides/using-bkper/record-guide.md) on the single-entry input to record all transactions at once. Alternatively, prepare entries in a Google Sheet and record them with the [Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md).
## Sample book
Explore a working example: [Amortization](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAoPCv0b0LDA).
---
source: /docs/guides/accounting-principles/fundamentals/balance-sheet-equity.md
# Balance Sheet and Equity
Equity is what remains when you subtract liabilities from assets on the balance sheet. Bkper can show this value in real-time, updating automatically after every posted transaction.
## Setting up an equity group
To view your equity, group all your asset and liability accounts into a single **Equity** group.
The Equity group in the balance sidebar combines all the movements from these accounts, providing an up-to-date equity balance after each posted transaction.
## Viewing the balance sheet
Find your balance sheet on the left side of the dashboard. It shows all asset and liability accounts with their current balances, and the Equity group displays the net result.
---
source: /docs/guides/accounting-principles/fundamentals/bank-accounts.md
# Bank Accounts
When you operate with several bank accounts, consolidating the total balance across all of them can become difficult. In Bkper, you can group your bank accounts into a single [Group](https://bkper.com/docs/core-concepts.md#groups) and get the consolidated balance value effortlessly.
## Viewing individual balances
On the Balance Sheet in the left menu of your Book, you can find the balance values of each bank Account.
## Grouping for a consolidated balance
To get the **consolidated balance value of all bank accounts**, group them into a single Group. The Group total updates automatically as Transactions are recorded.
## Recording Transactions
Record incoming and outgoing Transactions to and from your bank accounts. Each Transaction moves an amount from one Account to another.
## Tracking each account separately
Each bank Account maintains its own running balance based on all recorded Transactions. When you filter a single permanent Account, Bkper shows that running balance on each transaction row. See the [Accounts guide](https://bkper.com/docs/guides/using-bkper/accounts.md#running-balance) for where it appears in the interface.
**Brex Cash** 7,000 = +20,000 − 8,000 − 5,000
**Citi Bank** 500 = +8,000 − 5,000 − 2,000 − 500
The **Bank Accounts** Group updates together with the Transactions, always showing the consolidated balance value of all the bank accounts.
**Bank Accounts 7,500 = Brex Cash 7,000 + Citi Bank 500**
---
source: /docs/guides/accounting-principles/fundamentals/closing-a-period.md
# Closing a Period
**Closing a book** is a concept rooted in the early days of bookkeeping and accounting. Physical books were used to write down each transaction, and at some point those books reached their last page. To solve this, closing entries were recorded in that book and opening entries in a new one, so balances could carry forward correctly.
From closing books came the concept of **closing a period**. If a book was closed after a fixed period, performance could be measured on a time basis. This became a standard practice — an important moment to assess how an entity performed, understand its new position, and share the results through standard reports.
These concepts became so deeply rooted in bookkeeping that many systems inherited them. But what if a book has no physical limitations, and entries can be endless?
## Continuous balance values
The most significant difference with a traditional book or system is Bkper's concept of **continuous balance values**. Balance values in Bkper are updated and [audited](https://bkper.com/docs/guides/using-bkper/balances-audit.md) on every posted transaction. Each posted transaction updates both the position and the performance up to that moment.
For the conceptual overview of how balances work in Bkper, see [Core Concepts — Balances](https://bkper.com/docs/core-concepts.md#balances).
Permanent accounts carry their balances forward continuously, while non-permanent accounts are read within the selected period. Period boundaries follow the timezone set on the book.
This means permanent account balances carry over to a new financial year, while Incoming and Outgoing accounts are reported by period — without closing entries or stored midnight resets.
A bank account's running balance illustrates this concept — the closing value of one day becomes the starting value for the next. To see where the running balance appears in the current interface, see the [Accounts guide](https://bkper.com/docs/guides/using-bkper/accounts.md#running-balance).
Since there is no limitation on the number of transactions in a Bkper book, **there is no need to close a book**. You simply continue recording transactions on the same book for as long as needed.
## Closing a period
Different from closing a book is the concept of **closing a period**. Since balances in Bkper are updated and [audited](https://bkper.com/docs/guides/using-bkper/balances-audit.md) on each posted transaction, there is no specific action required to close one period and open another. You can simply continue recording transactions.
## Reporting a period
With an endless book of transactions, continuous balance values, and no closing date — how do you report a period in Bkper?
Since balances are updated on each posted transaction and date boundaries naturally separate one reporting window from the next, a dynamically selected **[date range](https://bkper.com/docs/guides/using-bkper/date-range-slider.md)** reports both the performance and the closing position of that period.
Learn how to use dates and periods for reports in the [Query Guide](https://bkper.com/docs/guides/using-bkper/search-and-queries.md).
To illustrate, consider a book that holds transactions from **January 2018** through **February 2020**. To report the **position** (balance sheet) for 2018, query:
```
on:12/31/2018
```
And for 2019:
```
on:12/31/2019
```
To report the **performance** (profit & loss) for 2018, query:
```
after:01/01/2018 before:01/01/2019
```
And for 2019:
```
after:01/01/2019 before:01/01/2020
```
## Locking a period
To prevent spontaneous, malicious, or erroneous modifications to a reported or audited period, a [lock date](https://bkper.com/docs/guides/using-bkper/books.md#closing--lock-dates) can be set on each book. Once a lock date is set, no modifications or transactions can be recorded before that date. Only book owners and editors can change the lock date to an earlier date.
This is the option that most closely resembles closing a period in Bkper.
---
source: /docs/guides/accounting-principles/fundamentals/credit-cards.md
# Credit Cards
A credit card represents money you owe — making it a **liability type** account (yellow in Bkper). Setting it up this way lets you track the outstanding balance, payments, and interest charges accurately.
## Setting up the account
Create a **Credit Card** account as a liability alongside your other accounts.
## Recording expenses
When you charge expenses to the credit card, the **amount owed on the card increases**. Record each expense as a movement from the credit card account to the appropriate expense account.
## Recording a partial payment
When you make a partial payment, the **amount owed on the credit card decreases** by the amount paid.
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 04/03/2017 | 255.00 | Bank Account | >> | Credit Card | Partial credit card payment |
For simplicity, the examples shown here use the same date in the screenshot, but they represent a sequence: expenses increase the amount owed, payments reduce it, interest adds to the unpaid balance, and the final payment clears the liability.
## Recording interest charges
The credit card company charges interest on the remaining unpaid balance. Record this as a movement from the credit card account to an interest expense account, which increases the amount owed.
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 04/03/2017 | 30.00 | Credit Card | >> | Credit Card Interests | Interest on outstanding balance |
## Paying off the full balance
When you pay the remaining outstanding balance, the outstanding balance returns to zero.
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 04/03/2017 | 280.00 | Bank Account | >> | Credit Card | Full credit card payoff |
---
source: /docs/guides/accounting-principles/fundamentals/double-entry-bookkeeping.md
# Double-Entry Bookkeeping
Bkper is a double-entry bookkeeping system. This guide takes you from the basics of double-entry — and how Bkper interprets it — through choosing accounts and [account types](https://bkper.com/docs/core-concepts.md#account-types), to [grouping accounts](https://bkper.com/docs/core-concepts.md#groups) so you can centralize control of your finances in one snapshot on the balance sidebar.
This is the level of control you can work toward:
> **Note**
> This level of detail is not mandatory — you can start with just a few accounts. The colors in the image correspond to the account type colors in Bkper.
## Double-entry bookkeeping
**How does double-entry bookkeeping work?** Each time you make a transaction — like paying someone — you make at least two entries in two different accounts, as the resource goes from one account to another.
**What is an account?** In Bkper, an account is a place where resources reside or flow through. For those familiar with traditional accounting, this can also be translated into a T-account with debit (left) and credit (right) sides.
Key principles of double-entry bookkeeping:
- A transaction always consists of a Debit and Credit entry in a book
- Debit and Credit entries are always in two different accounts
- Debit and Credit are always in balance in a book
- To start a book you make balance adjustments to your accounts
- On Debit-balance accounts, debit entries increase the balance
- On Debit-balance accounts, credit entries decrease the balance
- On Credit-balance accounts, debit entries decrease the balance
- On Credit-balance accounts, credit entries increase the balance
## A single transaction
The payment by bank transfer of a bus ticket becomes a **credit** entry on your Bank account and a **debit** entry on your Expenses account. The bank account decreased and the expenses account increased.
## Combining transactions
On a work trip, some expenses are made and at the end of the month the company reimburses them.
First, a pizza for lunch costs $50.00. The **credit** entry records the amount to be reimbursed (increasing) at $50.00, and the **debit** entry records the expense increasing by $50.00.
Next, a hotel stay costs $250.00. The **credit** entry records the reimbursable amount increasing by $250.00, and the **debit** entry records the expense increasing by $250.00.
The reimbursement of all expenses at the end of the month is done by bank transfer. The **credit** entry records the Bank account decreasing by $300.00, and the **debit** entry records the reimbursement on the Collaborator account decreasing by $300.00.
## How Bkper represents this
Bkper transactions follow the same bookkeeping principles. When you take the combination of transactions described above and put the account balances together, the Bkper representation matches exactly.
The simplified view of these transactions:
In the current Bkper app, the same model appears in two complementary views: the **Transactions** tab shows the movements, while the **Accounts** tab shows the places those movements affect.
## Starting with accounts
Transactions represent the exchange of resources between two accounts. If you are not familiar with bookkeeping or accounting concepts, start with just a few accounts that represent all your activities. With a few accounts, transaction identification can be done with searchable [#hashtags](https://bkper.com/docs/guides/using-bkper/hashtags.md) in the description.
As the need for more granularity grows naturally, you can add accounts that make sense for your activities. Add an online payment receivable alongside your bank account, or detail expenses into separate accounts to track their balances during a running period.
## Account types
Account types determine if an account appears on the balance sheet or the income statement in the balance sidebar.
**Asset** (blue) and **Liability** (yellow) accounts are permanent accounts shown on the upper part of the sidebar — together they represent your balance sheet. **Incoming** (green) and **Outgoing** (red) accounts are non-permanent accounts shown on the lower part — together they represent your income statement for a given period.
See also: [Permanent accounts, debit and credit balances](https://bkper.com/docs/guides/accounting-principles/fundamentals/permanent-accounts.md)
With account types assigned, Bkper uses the same color language across the transaction list, account list, and balance sidebar.
## Grouping by account type
With accounts that represent financial movements, you can **group accounts** of the same kind and see their total balance on the sidebar. Group all customer accounts into one group to show the combined customer balance. The same applies for revenue, assets, liabilities, or expenses.
Bkper does not allow grouping Permanent Accounts with Non-Permanent accounts, but you can group Assets with Liabilities to see your **Equity**, and group Incoming with Outgoing to see your **Net Profit** for a given period.
> **Note**
> The group totals on the balance sidebar show the combined balance of all accounts in the group in one place.
## Grouping permanent accounts
Grouping permanent accounts shows the result of your balance sheet on the sidebar.
## Grouping non-permanent accounts
Grouping non-permanent accounts shows the result (net profit) of the selected running period on the sidebar.
> **Note**
> - The asset and liability accounts are omitted from the image above for visualization purposes
> - Groups that hold accounts from two different types are colored gray in Bkper
With all groupings in place:
> **Note**
> - The **Equity** and **Net Profit** balance totals appear on the balance sidebar
> - **Permanent accounts** are organized on top; **non-permanent** accounts are shown for the current month below
> **Note**
> - Permanent account groups and Non-Permanent account groups are colored gray
> - An account can be grouped into multiple groups across different hierarchies
Explore this concept hands-on by making your own copy of the [advanced concept book](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwPnMyPIIDA).
---
source: /docs/guides/accounting-principles/fundamentals/inventory-depreciation.md
# Inventory Depreciation
This guide shows a periodic asset write-down flow in Bkper. Whether you apply it to inventory obsolescence or another depreciating asset, you record periodic transactions that move value from the asset into a depreciation expense account, with an accumulated depreciation account reflecting the total reduction.
## The accounts
Set up your chart of accounts with the relevant asset, liability, and expense accounts to capture the full depreciation cycle.
### Receive inventory
When inventory arrives, record the transaction that increases your asset account.
### Pay for the inventory
Record the payment to reflect the cash outflow.
### Depreciate inventory over time
Periodically record depreciation to reflect the loss of value. Each transaction moves a portion of the asset value into the depreciation expense.
> **Tip**
> To record all depreciation transactions at once, prepare your entries in a Google Sheet and use the [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md) to post them to your book in bulk.
## Sample book
Explore a working example of inventory depreciation in the [Inventory Depreciation sample book](https://app.bkper.com/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAgN6_kKUKDA).
---
source: /docs/guides/accounting-principles/fundamentals/permanent-accounts.md
# Permanent Accounts and Balance Types
Bkper account types define two things at once:
- whether the balance carries forward continuously or is read within a period
- whether the account increases on the **From** side or the **To** side of a transaction
This guide explains those two dimensions together so you can read balances correctly.
If you need the broader model first, see [Core Concepts — Account Types](https://bkper.com/docs/core-concepts.md#account-types) and [Balances](https://bkper.com/docs/core-concepts.md#balances).
## The Two Dimensions That Matter
Every account in Bkper has:
1. a **time behavior**
2. a **balance direction**
### Time behavior
Accounts are either:
- **Permanent** — balances carry forward continuously
- **Non-permanent** — balances are interpreted within a selected period
### Balance direction
Accounts either increase when they appear on:
- the **From** side of a transaction
- the **To** side of a transaction
These two dimensions combine into the four account types used in Bkper.
## The Four Account Types
| Account type | Time behavior | Increases on | Typical examples | Main question it answers |
| --- | --- | --- | --- | --- |
| **Asset** | Permanent | **To** | Bank, cash, inventory, receivables | What do I have right now? |
| **Liability** | Permanent | **From** | Loans, credit card debt, suppliers | What do I owe right now? |
| **Incoming** | Non-permanent | **From** | Sales, salary, interest | How much did I earn in this period? |
| **Outgoing** | Non-permanent | **To** | Rent, payroll, supplies, fuel | How much did I spend in this period? |
## Permanent Accounts
**Permanent accounts** are the balance-sheet accounts in Bkper:
- **Asset** accounts
- **Liability** accounts
Their balances do not reset when the month or year changes. They accumulate continuously and show your financial position at a point in time.
A **Bank** account is a typical permanent Asset account. Each incoming transfer increases its balance, and each outgoing payment decreases it. A **Loan** account is a typical permanent Liability account. Each new borrowing increases the liability balance, and each repayment reduces it.
Permanent accounts answer position questions such as:
- How much cash do I have now?
- How much inventory do I hold now?
- How much do I still owe?
## From Balances: Liability and Incoming Accounts
Accounts with a **From** balance increase when they appear on the **From** side of a transaction.
This includes:
- **Liability** accounts
- **Incoming** accounts
Use this pattern when the source side of the movement is what should grow.
Typical examples:
- a **Loan Payable** account increases when borrowed money comes from that liability account into the bank
- a **Sales** or **Salary** account increases when income flows from that account into a bank or cash account
These accounts often answer period or obligation questions such as:
- How much revenue did I generate this month?
- How much salary income did I receive this year?
- How much do I still owe on this liability?
## To Balances: Asset and Outgoing Accounts
Accounts with a **To** balance increase when they appear on the **To** side of a transaction.
This includes:
- **Asset** accounts
- **Outgoing** accounts
Use this pattern when the destination side of the movement is what should grow.
Typical examples:
- a **Bank** account increases when money arrives in it
- an **Expense** account increases when money is assigned to that spending category
These accounts often answer questions such as:
- How much cash is in this bank account now?
- How much is still receivable from customers?
- How much did I spend on fuel this month?
## How This Appears in Bkper
In Bkper, account type determines both the color and how the balance should be interpreted.
**The Accounts**
**The Transactions**
When reading a balance, ask two questions:
1. Is this account **permanent** or **non-permanent**?
2. Does it increase on the **From** side or the **To** side?
Those two answers tell you whether you are looking at:
- a position that carries forward
- or activity within a period
## Why This Matters
Understanding this model helps you:
- choose the right account type when creating accounts
- interpret balances without relying on debit/credit memorization
- understand why Assets and Outgoing accounts grow on the **To** side
- understand why Liabilities and Incoming accounts grow on the **From** side
- read reports and grouped balances correctly
## Next Steps
- Learn the underlying movement model in [Double-Entry Bookkeeping](https://bkper.com/docs/guides/accounting-principles/fundamentals/double-entry-bookkeeping.md)
- Review the big picture in [Core Concepts](https://bkper.com/docs/core-concepts.md)
- See how time-based balances work in [Closing a Period](https://bkper.com/docs/guides/accounting-principles/fundamentals/closing-a-period.md)
---
source: /docs/guides/accounting-principles/fundamentals/profit-loss-net-income.md
# Profit & Loss and Net Income
**Net income** is the result of all revenues and gains minus the cost of goods sold, expenses, and losses over a given period. In Bkper, you can track this figure in real time by grouping your incoming and outgoing accounts under a single cross group.
## Setting up the Net Income group
Place all incoming and outgoing accounts into a cross group called **Net Income**. This group spans both account types, so its balance always reflects the difference — your profit or loss for the selected period.
## Reading the result
Once the group is in place, the sidebar shows the **Net Income** balance alongside the individual incoming and outgoing totals. The value updates automatically every time a transaction is posted against any account in the group.
Use the date slider above the balances to navigate between periods and compare results month by month.
> **Tip**
> The [Profit and Loss Report on Google Sheets](https://bkper.com/docs/guides/templates/profit-and-loss.md) guide shows how to pull these balances into a spreadsheet and build a shareable P&L statement.
---
source: /docs/guides/accounting-principles/fundamentals/recording-refunds.md
# Recording Refunds
Refunds are a common part of bookkeeping, whether you are receiving a refund on a purchase or issuing a refund on a sale. In Bkper, refunds are recorded by **inverting the original transaction**, effectively reversing its financial impact.
> **Caution**
> Deleting the original transaction is not recommended — it removes valuable financial history and disrupts account balances. Always record refunds as reversal transactions instead.
## The principle
A refund is simply the opposite of the original transaction. Instead of recording new income or expense, you reverse the original entry to reflect the return of funds. This ensures that the original transaction remains in your records, the refund is accurately accounted for, and account balances stay consistent and reconcilable.
## Refunding a sale
When you sell something, you typically record:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/01/2026 | 100.00 | Service | >> | Receivable | Original sale |
If you later issue a refund, reverse the transaction by swapping the accounts:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/02/2026 | 100.00 | Receivable | >> | Service | Refund on sale |
This removes the revenue from your books, clears the receivable (if it was unpaid) or adjusts the balance accordingly, and keeps the transaction history intact for accurate reporting.
## Refunding a purchase
When you make a purchase, you record:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 02/01/2026 | 200.00 | Payable | >> | Expense | Original purchase |
If you later receive a refund, invert the transaction:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 02/02/2026 | 200.00 | Expense | >> | Payable | Refund on purchase |
This removes the expense from your books and restores the payable amount, ensuring the correct balance. For a partial refund, simply adjust the amount accordingly.
## Why reverse instead of delete
- **Keeps records accurate** by maintaining a clear transaction history
- **Ensures proper reconciliation** with bank statements and financial reports
- **Maintains the integrity of account balances**, making it easier to track incoming and outstanding amounts
- **Allows for adjustments**, such as deducting any fees charged on the refund, ensuring the net amount is correctly reflected
> **Note**
> Refund transactions may not always happen on the same day as the original sale or purchase. This method ensures that both the initial transaction and its refund are properly accounted for, even when they occur in different accounting periods.
---
source: /docs/guides/accounting-principles/fundamentals/sales-taxes-vat.md
# Sales Taxes / VAT
Recording sales taxes in Bkper lets you see your tax receivable or payable balance at any moment. The approach depends on whether tax is included in the sales price or added separately.
In all cases, tax accounts track what you owe the government (**Output Tax** — a liability) and what the government owes you (**Input Tax** — an asset).
> **Tip**
> These examples use simplified cash basis for easy understanding. You can also set up more complex tax flows involving [accounts payable](https://bkper.com/docs/guides/accounting-principles/payables/accounts-payable.md) and [accounts receivable](https://bkper.com/docs/guides/accounting-principles/receivables/accounts-receivable.md) instead of a direct bank account.
## Taxes included in the price
When the tax is already embedded in the price, each purchase or sale is recorded at the **full amount** first. A second transaction then extracts the tax portion into a dedicated tax account.
### Purchase (tax included)
You buy supplies for **220** (includes 20 tax at 10%). You pay 220, but your real expense is 200 — the other 20 is a tax credit you reclaim.
```mermaid
flowchart LR
B["Bank"]:::asset -- "220" --> E["Expense"]:::outgoing
E -- "20" --> IT["Input Tax"]:::asset
```
| # | Amount | From | | To | Description |
|---|---|---|---|---|---|
| 1 | **220.00** | Bank `Asset` | >> | Expense `Outgoing` | Service or product purchased |
| 2 | **20.00** | Expense `Outgoing` | >> | Input Tax `Asset` | #vatin |
**Result:** Expense = 200, Input Tax = 20 (reclaimable), Bank = −220
The second transaction corrects the expense — 20 of the 220 was never your cost, it's a tax credit.
### Sale (tax included)
You sell a product for **440** (includes 40 tax at 10%). The customer pays 440, but your real revenue is 400 — the other 40 is the government's money passing through you.
```mermaid
flowchart LR
P["Product"]:::incoming -- "440" --> B["Bank"]:::asset
OT["Output Tax"]:::liability -- "40" --> P
```
| # | Amount | From | | To | Description |
|---|---|---|---|---|---|
| 1 | **440.00** | Product `Incoming` | >> | Bank `Asset` | Service or product sold |
| 2 | **40.00** | Output Tax `Liability` | >> | Product `Incoming` | #vatout |
**Result:** Revenue = 400, Output Tax = 40 (owed to government), Bank = +440
The second transaction corrects the revenue — 40 of the 440 was never yours, it belongs to the government.
## Taxes not included in the price
When the tax is added separately from the price, the purchase or sale is recorded at the **net amount**. A separate transaction records the tax portion, increasing what the customer owes (or what you owe the supplier).
### Purchase (tax not included)
You buy a product for **500** net, plus 50 tax (10%). You owe the supplier a total of 550.
```mermaid
flowchart LR
S["Supplier"]:::liability -- "500" --> E["Expense"]:::outgoing
S -- "50" --> IT["Input Tax"]:::asset
```
| # | Amount | From | | To | Description |
|---|---|---|---|---|---|
| 1 | **500.00** | Supplier `Liability` | >> | Expense `Outgoing` | Product purchased |
| 2 | **50.00** | Supplier `Liability` | >> | Input Tax `Asset` | #vatin |
**Result:** Expense = 500, Input Tax = 50 (reclaimable), Supplier liability = 550
The tax transaction increases what you owe the supplier (liability goes up by 50) and creates a tax credit (Input Tax asset goes up by 50). When you pay, you settle the full 550.
### Sale (tax not included)
You sell a service for **600** net, plus 60 tax (10%). The client owes you a total of 660.
```mermaid
flowchart LR
P["Product"]:::incoming -- "600" --> C["Client"]:::asset
OT["Output Tax"]:::liability -- "60" --> C
```
| # | Amount | From | | To | Description |
|---|---|---|---|---|---|
| 1 | **600.00** | Product `Incoming` | >> | Client `Asset` | Service sold |
| 2 | **60.00** | Output Tax `Liability` | >> | Client `Asset` | #vatout |
**Result:** Revenue = 600, Output Tax = 60 (owed to government), Client receivable = 660
The tax transaction increases what the client owes you (receivable goes up by 60) and creates a tax liability (Output Tax goes up by 60). Revenue stays at 600 — the tax is the government's money, not yours.
## Settlement
At the end of a tax period, close the outstanding Input Tax and Output Tax balances. Offset the credits against the liability, then pay (or reclaim) the difference.
**Example:** Input Tax = 50 (credits), Output Tax = 60 (liability). You owe 10.
```mermaid
flowchart LR
IT["Input Tax"]:::asset -- "50" --> OT["Output Tax"]:::liability
B["Bank"]:::asset -- "10" --> OT
```
| # | Amount | From | | To | Description |
|---|---|---|---|---|---|
| 1 | **50.00** | Input Tax `Asset` | >> | Output Tax `Liability` | #settlement — offset credits |
| 2 | **10.00** | Bank `Asset` | >> | Output Tax `Liability` | #settlement — pay remaining |
After settlement, both Input Tax and Output Tax have zero balance.
---
You can automate tax-included transactions with the [Tax Bot](https://bkper.com/apps/sales-tax-bot.md). The bot listens for posted transactions and automatically records the tax entry based on rates configured on your accounts or groups.
> **Caution**
> These are general and simplified examples of recording sales taxes. Always consult your local tax specialist on how to record sales taxes correctly in your bookkeeping.
---
source: /docs/guides/accounting-principles/modeling/multiple-currencies.md
# Multiple Currencies
When you work with multiple currencies, **keep a separate book for each currency**. How you structure the flow between books depends on your business processes, regulations, and local requirements. Some operations use intermediary accounts to track fees, taxes, and spread; others simply record mirror transactions in both books and reconcile exchange gains or losses periodically.
Regardless of your process, the principle is the same: one book per currency, linked through intercompany or operation accounts.
## Simple transfer example
Here is a straightforward remittance from Brazil to the United States.
### Book 1 — BRL
In the Brazilian book, the transfer moves funds from the local bank to an asset account representing the US operation:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 14/11 | 240.00 | Banco | >> | US Operation | Transfer to USA |
The **US Operation** account is an asset — it represents money held abroad from the Brazilian perspective.
### Book 2 — USD
In the US book, the same transfer is recorded as funds arriving from the Brazilian operation:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 14/11 | 60.00 | Brazilian Operation | >> | Bank account | Transfer from Brazil |
The **Brazilian Operation** account is a liability — it represents an obligation to the Brazilian entity from the US perspective.
You can later settle the intercompany balance by paying the Brazilian operation back, or clear the remaining balance as an outgoing expense or incoming revenue depending on exchange rate variations.
> **Note**
> This is a simplified example that reflects one possible process. Your actual setup may differ depending on regulations, intermediary banks, and how you handle exchange fees.
## Aggregating reports across currencies
You can consolidate the Balance Sheet and Profit & Loss statements from multiple currency books into a single report using the [Google Sheets Add-on](https://bkper.com/docs/guides/google-sheets.md).
## Tracking gains and losses from exchange variation
When you hold balances in multiple currencies, exchange rate fluctuations cause gains or losses over time. To track these periodically:
1. Fetch the relevant account balances from each book using the Google Sheets Add-on
2. Calculate the balance in the other currency using a formula like `=GoogleFinance("CURRENCY:USDEUR")`
3. Record the difference back to the book as incoming revenue (gain) or outgoing expense (loss)
> **Tip**
> If you deal with many transfers and accounts across currencies, this process can become laborious. Consider automating it with the [Exchange Bot](https://bkper.com/apps/exchange-bot.md).
---
source: /docs/guides/accounting-principles/modeling/structuring-books-collections.md
# Structuring Books and Collections
## One Book per entity
The simplest way to use Bkper is with **one Book per entity**. An entity can be a company, department, individual, or any unit that operates within its own financial scope.
If you do not have a clear need for multiple units or operational segmentation, keeping one Book per entity is always preferable — it simplifies reconciliation and reduces overhead.
Still, the question often arises: when should you use more than one Book, or a Collection of Books?
## When to use more than one Book
Multiple Books are needed when your entity operates with more than one unit of measurement, or when your internal structure requires segmentation.
### Multiple units
Use a separate Book when the same entity tracks different units — for example:
- **Currencies** (USD, EUR, JPY)
- **Quantities and values** (inventory quantities alongside their monetary value)
A company operating in USD, EUR, and JPY would use three Books — one per currency. An entity tracking both inventory quantities and their financial value would use one Book for quantities and another for monetary value.
This separation ensures transaction consistency within each unit and enables accurate calculations such as gains, losses, or value changes.
### Internal segmentation
You may also split Books for organizational or managerial purposes:
- **Functional separation** — payables, receivables, HR
- **Access control** — giving different teams access only to relevant data (e.g., Department A and Department B)
Each part can be represented as a separate Book with its own permissions and scope. As operations scale, separating Books by department with tailored access becomes essential to maintain control and clarity.
## When to use a Collection
A [Collection](https://bkper.com/docs/core-concepts.md#collections) is a container for multiple Books that are logically related, typically belonging to the same entity or operational structure.
Collections help:
- **Simplify navigation** across related Books
- **Enable orchestrated automations** using Bkper Agents (Bots)
Collections are used in a wide range of real-world scenarios — from small startups operating in just two currencies, to large investment funds managing portfolios across 27 currencies — all under the same entity, organized through Books and Collections.
## Orchestrating automations with Bkper Agents
Bkper Agents operate within a Collection of Books to automate and synchronize operations.
### Portfolio Agent
The [Portfolio Agent](https://bkper.com/apps/stock-bot.md) tracks financial instruments such as stocks or bonds. It tracks both quantities and values, and computes unrealized results (market price changes) and realized results (gains and losses from operations). It works across Books — typically one for quantities and others for values.
### Exchange Bot
The [Exchange Bot](https://bkper.com/apps/exchange-bot.md) synchronizes balances and transactions between Books in different currencies. It tracks unrealized forex gains and losses and computes realized results on currency conversions. It is ideal for entities managing finances in multiple currencies under a unified structure.
### Inventory Bot
The [Inventory Bot](https://bkper.com/apps/inventory-bot.md) coordinates Books that track inventory quantities and inventory values (e.g., COGS, adjustments). It supports real-time inventory valuation and accurate COGS tracking.
### Subledger Bot
The [Subledger Bot](https://bkper.com/apps/subledger-bot.md) consolidates separate Books (e.g., payables, receivables, departments) into a central general ledger Book. Each subledger operates independently while the general ledger provides a consolidated view — keeping operations modular while unifying reporting.
---
source: /docs/guides/accounting-principles/modeling/tracking-departments-projects.md
# Tracking Departments, Projects, and Cost Centers
Managing multiple segments within your entity — whether departments, properties, projects, or cost centers — is a common need. You want to track how each segment performs financially while maintaining an organized view of your overall finances.
In Bkper, each Transaction moves an amount from one Account to another. You cannot record a single Transaction that splits across multiple departments the way traditional systems might handle multi-line entries. Instead, Bkper offers a flexible approach to track segments, adaptable to different scales and needs.
This guide presents several approaches — from very simple to more complex — helping you choose the right method for your situation.
## Hashtags — the simplest starting point
Record Transactions with [hashtags](https://bkper.com/docs/guides/using-bkper/hashtags.md) to segment your income and expenses while maintaining a single, clean Chart of Accounts organized by traditional financial categories.
Imagine you manage two rental properties: Lider and Prime. Instead of duplicating your Chart of Accounts for each property, you record Transactions like this:
```
01/15 2,500 Rent >> Tenant A #Lider
01/20 1,800 Rent >> Tenant B #Prime
01/22 300 Bank >> Maintenance #Lider
01/24 150 Bank >> Maintenance #Prime
```
Your Rent Account shows total rental income across all properties (4,300), while clicking `#Lider` instantly filters all Transactions for that property — showing rent recognized to Tenant A and 300 in maintenance expense. You can generate balance reports filtered by hashtag to see the financial performance of each segment.
### When to use hashtags
This approach works best when you have small to medium transaction volumes per segment and want simple, fast implementation. It is ideal when you want to avoid Chart of Accounts complexity and when reporting by segment is occasional rather than continuous.
### Advantages
Hashtags are very simple to implement and maintain. The approach scales easily as you add new departments or projects without changing your Chart of Accounts. Your Chart of Accounts remains clean and unified, making it fast to record Transactions. You can view balance totals filtered by hashtag, providing clear segment reporting.
### Limitations
Balance reporting for hashtags is limited to queries with up to 30,000 Transactions. Balance values are not automatically tied to hashtags — you need to generate reports to see segment balances. You cannot create sub-hierarchies or nested structures within hashtags.
> **Tip**
> See the [General Ledger Template](https://bkper.com/docs/guides/templates/general-ledger-template.md) for a working example of hashtag-based segment reporting. Also explore the [Search Assistant](https://bkper.com/docs/guides/using-bkper/search-and-queries.md#search-assistant) and [Query Guide](https://bkper.com/docs/guides/using-bkper/search-and-queries.md) for powerful filtering options.
## Accounts and Groups per segment
Create separate Accounts for each segment and use [Groups](https://bkper.com/docs/core-concepts.md#groups) to organize them for both segment-level and category-level views. This approach provides instant balance values for each segment through the Account structure.
For two properties, you create Accounts for each segment:
**From Accounts (green):**
- Rent_Lider
- Rent_Prime
**To Accounts (red):**
- Maintenance_Lider
- Maintenance_Prime
You can also create Groups organized by category. Since an Account can belong to different Groups in different hierarchies, the same Accounts can be grouped differently:
- **Income** (gray Group)
- **Rent** (green Group) — Rent_Lider, Rent_Prime
- **Maintenance** (red Group) — Maintenance_Lider, Maintenance_Prime
> **Caution**
> In Bkper, Account and Group names are unique within a Book. You cannot create multiple "Rent" Accounts that exist independently under different parent Groups. Each Account name must be unique across the entire Book — this is why the example uses names like **Rent_Lider** and **Rent_Prime** rather than simply "Rent" in each property context.
A Group can only have one parent Group, meaning it exists in one hierarchy. However, Accounts can belong to multiple Groups in different hierarchies, giving you flexibility in how you view your data.
### When to use Accounts and Groups
This approach works well with moderate transaction volumes when you have a few segments that are relatively stable and do not change frequently. It is ideal when you need instant balance values per category (Expenses, Income) without generating separate reports, and when segment reporting is less critical to your operations.
### Advantages
Balance values are instantly available for each segment through Accounts, and consolidated balance values are instantly available through Groups. There is no transaction limit for balance reporting. The structure works well for stable organizational structures where segments remain consistent over time.
### Limitations
This approach creates a more complex [Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md) that requires careful maintenance. Adding new expense or income categories requires creating Accounts for all segments. The [Bkper Agent](https://bkper.com/apps/bookbot.md) autocomplete may struggle when you have similar Account names like Rent_Lider and Rent_Prime — it may need more context in your Transaction description to correctly allocate to the right Account.
## Separate hierarchies with dual organization
Build several Group hierarchies: ones organized by segment and another organized by traditional financial categories. This hybrid approach balances granular segment tracking with consolidated financial reporting.
Using the property example, you create the same segment-specific Accounts as above, but organize them into separate hierarchies:
**Hierarchy 1 — Property Lider:**
- **Lider Income** (gray Group) — Rent_Lider, Maintenance_Lider
**Hierarchy 2 — Property Prime:**
- **Prime Income** (gray Group) — Rent_Prime, Maintenance_Prime
**Hierarchy 3 — Financial Categories:**
- **Income** (gray Group)
- **Revenue** (green Group)
- **Rent** (green Group) — Rent_Lider, Rent_Prime
- **Expenses** (red Group)
- **Maintenance** (red Group) — Maintenance_Lider, Maintenance_Prime
This structure enables you to view financial performance both by individual property (Lider Income shows all income and expenses for that property) and by category (Rent Group shows total rental income across all properties).
While Accounts can belong to multiple Groups in different hierarchies, each Group can only have one parent. The Lider Income Group and the Income Group are separate hierarchies, both containing the Rent_Lider Account.
### When to use separate hierarchies
This approach works when you need both segment-level and category-level reporting perspectives. It suits operations with a moderate number of segments (typically 3–10) that have a stable structure. Use it when higher transaction volumes make the 30,000 Transaction hashtag limit restrictive.
### Advantages
You gain dual reporting perspectives, viewing your finances both by segment and by category. All balance values are instantly available without generating reports. There are no transaction limits. The structure provides flexible reporting across different dimensions of your operation.
### Limitations
This approach creates a complex Chart of Accounts. Creating new categories requires updates across all segments. You need careful planning of your hierarchy structure. The Group hierarchy limitations still apply — one parent per Group. The [Bkper Agent](https://bkper.com/apps/bookbot.md) autocomplete may also struggle with similar Account names.
## Separate Books with the Subledger Bot — most complex
Create a separate Book for each segment with its own complete Chart of Accounts, then use the [Subledger Bot](https://bkper.com/apps/subledger-bot.md) to consolidate all segment Books into one General Ledger Book. Each segment Book can have its own permissions, access controls, bank connections, language, and automations.
For the property example, create three Books:
- **Lider Book** — complete Chart of Accounts for this property
- **Prime Book** — complete Chart of Accounts for this property
- **General Ledger Book** — consolidated view of all properties
Record Transactions in each property Book using simple Account names:
**Lider Book:**
```
01/15 2,500 Rent >> Tenant A
01/17 2,500 Tenant A >> Bank
01/22 300 Bank >> Maintenance
```
**Prime Book:**
```
01/20 1,800 Rent >> Tenant B
01/23 1,800 Tenant B >> Bank
01/24 150 Bank >> Maintenance
```
The Subledger Bot automatically records these Transactions in the General Ledger Book. It consolidates segment-level Accounts into aggregated Accounts, so your General Ledger shows Rent as the consolidated total of the Rent_Lider and Rent_Prime Accounts — giving you individual property performance per property Book and total consolidated results in the General Ledger.
Each segment Book operates independently with its own Transaction history and Chart of Accounts. You can [share](https://bkper.com/docs/guides/using-bkper/book-sharing.md) the Lider Book with the property manager for Lider without giving them access to Prime data or the entire operation data. The General Ledger provides the consolidated financial view across all operations.
### When to use separate Books
This approach is designed for operations with a large number of segments and high transaction volumes. Use it when you need data separation between segments for different teams, confidentiality requirements, different bank connections, and slightly different operations per segment. It works well when different people manage different segments and should not see each other's data. The approach also shines when you want to use a template Book to quickly spin up new segments, and when you require advanced access control.
### Advantages
Separate Books provide clean data separation between segments. Each segment operates independently with its own scope. You gain granular access control, sharing each Book with different teams. Adding new segments is easy — copy your template Book and configure it. Balance values are available instantly in all Books with no transaction limits. The approach scales well for larger organizations where segments are more complex.
### Limitations
This approach has the **highest maintenance overhead**. Changes to your Chart of Accounts structure must be replicated to the General Ledger and other Books. The initial setup is more complex, requiring understanding of custom properties for the Subledger Bot. Reporting requires accessing multiple Books. You face additional overhead in consolidation management. The approach requires [Subledger Bot](https://bkper.com/apps/subledger-bot.md) installation and configuration.
## Which approach should you choose?
Start by asking yourself these questions:
**What is your transaction volume per segment?** If you have under 30,000 total Transactions to report per hashtag at once, hashtags work perfectly. Beyond that limit, use Accounts with Groups, Separate Hierarchies, or Separate Books.
**How often do your segments change?** For frequently changing segments, hashtags offer the most flexibility. With stable segments that rarely change, any approach works. For segments that never change, Separate Books provide the best scalability.
**Do you need instant balance values per segment?** If occasional reports are sufficient, hashtags work fine. If you need continuous monitoring with instant balance values, use Accounts with Groups, Separate Hierarchies, or Separate Books.
**Do different teams need different access?** If everyone sees everything, use hashtags, Accounts with Groups, or Separate Hierarchies. If you need confidential separation with different access levels, use Separate Books.
**How do segments differ operationally?** If segments operate differently, Separate Hierarchies or Separate Books best reflect those differences.
**How important is ease of recording?** If speed matters greatly, hashtags are fastest. If you are willing to be more careful with Account selection, Accounts with Groups work well. If accuracy matters more than speed, Separate Books provide the clearest structure.
> **Tip**
> Start as simple as you can — most likely with hashtags. As your operation grows and you reach the 30,000 Transaction limit or need more sophisticated reporting, migrate to Accounts with Groups or Separate Hierarchies. As you scale further or need access control, move to Separate Books. Bkper's flexibility allows you to evolve your approach as your needs change.
## Summary
Tracking multiple segments within your entity requires choosing the right organizational approach. **Hashtags** offer simplicity and speed. **Accounts and Groups** provide instant balance values with moderate complexity. **Separate Hierarchies** add dual reporting perspectives for growing reporting needs. **Separate Books** with the Subledger Bot deliver full separation and access control for operations with different teams and workflows.
Start simple, measure your needs, and evolve your approach as your understanding and operation grows. Bkper's flexibility ensures you can restructure your organization without losing historical data or disrupting ongoing operations.
---
source: /docs/guides/accounting-principles/owners-equity/capital-contributions.md
# Capital Contributions
A capital contribution is an act of giving money or assets to a company or organization.
There are two main types of contribution agreements. The first requires the business to take on a debt — essentially a [loan payable](https://bkper.com/docs/guides/accounting-principles/payables/loan-payable.md). The second lacks the characteristics of debt: there is no execution date, no interest, and the capital does not necessarily have to be paid back.
Capital contribution agreements are usually made with investors, but they can also come from someone interested in partnering with your company.
Both types of contributions are represented by the **Liability** Account type, which holds a permanent "From Account" balance.
The key difference in how you record them in Bkper is that **non-debt agreements** are included in the [Equity](https://bkper.com/docs/guides/accounting-principles/fundamentals/balance-sheet-equity.md) Group, while **debt agreements** are not. Non-debt contributions increase the Equity of the business and should not appear as an account payable on the balance sheet. Debt-like contributions remain liabilities and are better grouped with other obligations, such as loans payable.
---
source: /docs/guides/accounting-principles/owners-equity/owners-withdrawal.md
# Owner's Withdrawal
The owner's withdrawal (or draw) account is essential for managing finances as a sole proprietor. Setting it up correctly in Bkper lets you track money taken out of the business for personal use while maintaining accurate financial records.
## Setting up the account
The owner's withdrawal account is a **liability type** account (yellow in Bkper) grouped under **Owner's Equity**.
> **Note**
> An owner's withdrawal account can alternatively be created as an asset type account (blue) representing a "receivable" to the company. However, since withdrawals directly reduce owner's equity on the Balance Sheet, it is more logical to include it in the Owner's Equity group as a liability type account.
## How it works
Owner's withdrawal accounts are **contra equity accounts** — they reduce the owner's equity, which from the company's perspective is a liability.
When you make a **capital contribution**, the movement flows from the owner's equity account to the bank account, increasing the owner's stake in the business.
When you make a **withdrawal**, the movement is reversed — from the bank account to the owner's withdrawal account, decreasing the owner's equity.
## Recording transactions
**Capital contribution** — adding funds to the business:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/09/2023 | 5,000.00 | Owner's Equity | >> | Bank Account | Capital contribution |
**Owner's draw** — withdrawing money for personal use:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/09/2023 | 2,000.00 | Bank Account | >> | Owner's Draw | Personal withdrawal |
---
source: /docs/guides/accounting-principles/owners-equity/retained-earnings.md
# Retained Earnings
Retained earnings is a component of owner's equity that represents net income reinvested in the business. By recording periodic results correctly, you can track how profits and losses accumulate on the balance sheet over time.
## Setting up the account
The retained earnings account is a **liability type** account (yellow in Bkper), grouped within **Owner's Equity**.
## Understanding the accounting
After an operating period, the financial result is either positive (profit) or negative (loss). That result can then be presented on the balance sheet through retained earnings as part of owner's equity.
### Transitioning the result to the balance sheet
Moving the periodic result from the income statement to the balance sheet via the retained earnings account presents accumulated results within owner's equity. The book itself remains balanced throughout.
**Profits increase owner's equity** — A profit is recorded to the retained earnings account, growing the owner's stake in the business.
**Losses decrease owner's equity** — A loss is recorded from the retained earnings account, reducing the owner's stake.
## Sample transactions
An operating period that ends with a **profit** increases owner's equity:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 31/12/2023 | 10,000.00 | Income Summary | >> | Retained Earnings | Net income for the period |
An operating period that ends with a **loss** decreases owner's equity:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 31/12/2023 | 5,000.00 | Retained Earnings | >> | Income Summary | Net loss for the period |
> **Tip: Practical tips**
> - **Account type for the income summary** — You can use either an incoming or outgoing type account. For clarity, consider using an incoming type account (green) for profits and an outgoing type account (red) for losses.
> - **Exclude from the income hierarchy** — The income summary account should be omitted from the income hierarchy, since it would zero out the actual result.
> - **Keep things tidy** — Place the income summary account in the lower section of incoming and outgoing type accounts. Consider grouping summary accounts into one hidden group to keep the sidebar organized.
---
source: /docs/guides/accounting-principles/payables/accounts-payable.md
# Accounts Payable
Sometimes you incur expenses — ordering goods or services from suppliers — that you will not pay immediately. The payment may come later or even in installments. Accounts payable tracking in Bkper makes it easy to see exactly how much you owe each supplier at any time.
## Setting up supplier accounts
Create an intermediate **liability type** account (yellow in Bkper) for each supplier. All expenses you incur with that supplier are recorded from this account to the appropriate expense account, which increases the amount owed to that supplier.
## Recording expenses
When you receive goods or services from a supplier, record the expense from the supplier's payable account to the relevant expense account.
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/01/2024 | 180.00 | Supplier A | >> | Office Supplies | Invoice #1001 |
| 05/01/2024 | 150.00 | Supplier A | >> | Raw Materials | Invoice #1002 |
This generates a payable balance of 330.00 for the supplier — meaning you owe this amount. Attaching the invoice to each transaction is good practice for your records.
## Recording payments
When you pay the supplier, record a transaction from your asset account (bank or cash) to the supplier's payable account.
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 15/01/2024 | 330.00 | Bank Account | >> | Supplier A | Payment invoices #1001 #1002 |
This clears the payable balance with that supplier — you no longer owe them.
> **Tip: Practical tips**
> - **One account per supplier** — Create as many supplier accounts as you need. Each one independently tracks how much you owe that supplier.
> - **Partial payments** — You can record partial payments and reference the invoice numbers to track exactly which invoices have been settled.
> - **At a glance** — The balance on each supplier account always shows the current amount owed, giving you a real-time view of your total payables.
---
source: /docs/guides/accounting-principles/payables/loan-payable.md
# Loan Payable
A loan payable is a **liability account** (yellow in Bkper) used to track the amount you owe to a lender, including the interest that accrues over time.
**Example:** Your business takes out a **$100,000** loan from a bank at 7% annual interest.
Before recording, it helps to understand two key components:
- **Principal** — The original sum borrowed. If you repay a $10,000 loan in 10 installments, $1,000 of each installment corresponds to principal.
- **Interest** — The cost of borrowing, expressed as a percentage of the principal over a period. At 5% annual interest on $10,000, the yearly interest is $500.
## Setting up accounts
You need four accounts to track a loan properly:
- **Asset account** (Bank or Cash) — Where the loan proceeds become available.
- **Liability account** (Loan Payable) — Tracks the outstanding loan balance.
- **Expense account** (Interest Expense) — Tracks the cost of borrowing.
- **Asset account** (Loan Payment) — Splits each payment into principal and interest portions, making it easier to reconcile with bank and loan statements.
## Recording the loan
Record the initial loan amount as a movement from the Loan Payable account to the Bank account:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/01/2024 | 100,000.00 | Loan Payable | >> | Bank Account | Loan received |
## Recording payments
Each periodic payment involves separating the principal repayment from the interest expense:
**Record the total monthly payment** from the Bank to the Loan Payment account. Then split the Loan Payment into its two components:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/02/2024 | 1,500.00 | Bank Account | >> | Loan Payment | Monthly payment #loan |
| 01/02/2024 | 917.00 | Loan Payment | >> | Loan Payable | Principal repayment #loan |
| 01/02/2024 | 583.00 | Loan Payment | >> | Interest Expense | Interest portion #loan |
> **Tip: Practical tips**
> - **Hashtags** — Use a hashtag like `#loan` to easily filter loan transactions from other entries.
> - **Cash flow** — Record future loan payments to identify potential cash-flow issues ahead of time.
> - **Tax implications** — In many regions, interest expenses on business loans are tax-deductible, making it important to separate principal from interest. Consult your tax advisor for specific guidance.
---
source: /docs/guides/accounting-principles/receivables/accounts-receivable.md
# Accounts Receivable
Sometimes you generate revenue — by invoicing a customer, for example — but the customer does not pay right away. Payment may come later, even in installments. Accounts receivable tracking in Bkper lets you see exactly how much each customer owes you at any time.
## Setting up customer accounts
Create an intermediate **asset type** account (blue in Bkper) for each customer. Revenue you earn from that customer is recorded from the income account to this receivable account, which increases the amount the customer owes you.
## Recording revenue
When you invoice a customer, record the revenue from the appropriate income account to the customer's receivable account.
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/01/2024 | 1,000.00 | Sales Revenue | >> | Customer A | Invoice #2001 |
| 15/01/2024 | 2,000.00 | Sales Revenue | >> | Customer A | Invoice #2002 |
This generates a total receivable balance of 3,000.00 — the amount the customer owes you. Attaching the invoice to each transaction is good practice for your records.
## Recording payments received
When the customer pays you, record a transaction from the customer's receivable account to your asset account (bank or cash).
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/02/2024 | 3,000.00 | Customer A | >> | Bank Account | Payment invoices #2001 #2002 |
This clears the receivable balance for that customer — they no longer owe you.
> **Tip: Practical tips**
> - **One account per customer** — Create as many customer accounts as you need. Each one independently tracks how much that customer owes.
> - **Partial payments** — Record partial payments and reference the invoice numbers to track exactly which invoices have been settled.
> - **At a glance** — The balance on each customer account always shows the current amount owed, giving you a real-time view of your total receivables.
---
source: /docs/guides/accounting-principles/receivables/aging-accounts-receivable.md
# Aging Accounts Receivable
Aging is the process of categorizing accounts receivable by time periods. It shows how long you have held an asset or how long a bill has gone unpaid — giving you a clear picture of which customers are current and which are overdue.
## Setting up receivable accounts
The first step is to create a [receivable account](https://bkper.com/docs/guides/accounting-principles/receivables/accounts-receivable.md) for each customer you want to track.
Imagine you sold a product to two customers — John will pay in two installments and Kate will pay at once.
## Recording the sales
Record the products or services you sold, which builds up the receivable balance for each customer.
## Scheduling expected payments
If you want planned collections to appear on the timeline, you can record future-dated payment transactions at the dates you anticipate receiving them. Treat these as expected settlements, not proof that cash has already been collected, and update or remove them if the customer pays a different amount or on a different date.
## Monitoring collection status
Check whether you received all payments by reviewing the receivable balance. A zero balance means the customer has paid in full, while an outstanding balance tells you exactly how much is still owed and for how long.
> **Tip**
> By keeping one receivable account per customer, you can see at a glance who has paid, who is overdue, and by how much — making follow-up straightforward.
---
source: /docs/guides/accounting-principles/receivables/loan-receivable.md
# Loan Receivable
A Loan Receivable is a type of [account receivable](https://bkper.com/docs/guides/accounting-principles/receivables/accounts-receivable.md) where you track all the money owed to you by someone you lent money to, plus the interest revenue generated periodically by the outstanding balance.
In this example, imagine you loan $100 to John at a 10% interest rate.
## Setting Up the Accounts
Start by creating an **Asset** Account to track the outstanding loan balance, and an **Incoming** Account to track the interest revenue:
## Recording the Loan
Record the initial loan amount as a transaction moving resources from your bank to the loan receivable Account:
## Recording Interest
Record interest periodically (usually monthly) as it accrues on the outstanding balance:
> **Tip**
> To calculate and record interest periodically, you can use the [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md).
---
source: /docs/guides/automations/apps-and-bots.md
# Apps & Bots
Bkper apps and bots take care of repetitive bookkeeping so you can focus on decisions instead of data entry. Once installed on a book, they listen for Events — a transaction posted, checked, or edited — and react automatically, without manual intervention.
## Apps vs Bots
**Bots** are event-driven automations. They run silently in the background and react to activity in your books — recording tax entries, mirroring transactions, or updating inventory every time a relevant transaction is checked.
**Apps** provide a user interface alongside their automation. They add menu items to your book and may also handle events, but they're designed to be interacted with directly — not just to run in the background.
In practice, the distinction rarely matters when choosing what to use. Browse the available automations below, start with the one that matches your workflow, and use the [Automations Portal](https://bkper.com/docs/guides/automations/automations-portal.md) when you are ready to install it.
> **Note**
> Apps and bots run on behalf of the user who installed them. Their actions appear in your book's **Activities panel**, where you can review what happened and investigate errors.
### Bkper Agent
The [Bkper Agent](https://bkper.com/apps/bookbot.md) automates bookkeeping using AI. It handles two things: parsing documents (invoices, receipts, bank statements) into draft transactions, and intelligently categorizing transactions by learning from your bookkeeping history. The more you use it, the more accurate it becomes.
### Exchange Bot
The [Exchange Bot](https://bkper.com/apps/exchange-bot.md) handles multi-currency accounting. It automatically mirrors transactions across currency books and calculates unrealized foreign exchange gains and losses — essential if you operate in more than one currency.
### Tax Bot
The [Tax Bot](https://bkper.com/apps/sales-tax-bot.md) calculates and records tax entries automatically. When you post a purchase or sale transaction, it applies the configured tax rates and creates the corresponding tax account entries — no manual calculation required.
### Subledger Bot
The [Subledger Bot](https://bkper.com/apps/subledger-bot.md) keeps subsidiary books and a general ledger in sync. Transactions recorded in subledger books are automatically consolidated into the parent book, giving you both detailed records and a consolidated view.
### Portfolio Bot
The [Portfolio Bot](https://bkper.com/apps/stock-bot.md) tracks financial instruments — stocks, bonds, funds, or any asset with a quantity. It calculates realized profits and losses using FIFO, and supports periodic revaluations to reflect current market prices.
### Inventory Bot
The [Inventory Bot](https://bkper.com/apps/inventory-bot.md) tracks physical inventory quantities and calculates cost of goods sold using FIFO. It bridges your Financial Books (which track money) with a dedicated Inventory Book (which tracks units), keeping both in sync automatically.
---
**[Browse all apps and agents →](https://bkper.com/apps.md)**
## How automations appear in your book
Each automation has its own configuration requirements. Most bots are configured through [properties](https://bkper.com/docs/guides/using-bkper/properties.md) on your accounts, groups, or book, while apps may also provide menus or screens of their own.
After installation, automations appear in your book through the actions they perform. Their responses are recorded in the **Activities panel**, where you can identify the acting bot or app by its logo and name.
## Monitoring and troubleshooting bots
Once installed, bots run automatically, but you can monitor their status and handle any issues directly from your book.
### Finding active bots
- Open your book, click the Settings menu (gear icon), and select **Automations**.
- Go to the **Book Integrations** tab — this lists all bots/apps configured on the current book.
- Active bots appear here with an icon indicating their status.
### Bot status indicators
Status icons show at a glance whether a bot is working:
- **Blue/Gray icon** — Bot is installed and functioning properly.
- **Red background/icon** — Error occurred (check the error message for details).
- **No icon** — Bot is not installed on this book.
These icons are visible in the **Book Integrations** tab of the Automations Portal.
### Finding error messages and responses
Bots log their actions and errors in your book's **activity history**:
- Click the **Activities button** (top-right corner of the book) to open the Activities panel.
- Look for events triggered by the bot — responses (including errors) appear at the bottom of the event.
- Click the response to view details, such as what the bot did or the error message.
### Checking and replaying bot actions
- In the Activities panel, click a bot response to expand it.
- If an error occurred, review the message and fix any configuration issues (e.g., account properties).
- To **replay** a response (e.g., retry a failed action), click the **Replay** button within the response details. This re-runs the bot's logic without duplicating transactions.
> **Tip**
> If a bot repeatedly fails, check its configuration properties on accounts/groups/books. For persistent issues, disconnect/reconnect in the Automations Portal → User Connections tab.
## Where to go next
- **Install, authorize, reconnect, or remove an automation** — use the [Automations Portal](https://bkper.com/docs/guides/automations/automations-portal.md)
- **Inspect app or bot responses, review errors, or replay failed runs** — use [Events](https://bkper.com/docs/guides/using-bkper/events.md)
- **Configure a specific automation** — open the app page from the list above for full documentation
> **Tip: Need something custom?**
> The available bots cover the most common automation needs. If your workflow requires something that doesn't exist yet, you can build your own event-driven app on the Bkper Platform. See the [Platform](https://bkper.com/docs/platform.md) section to get started.
---
source: /docs/guides/automations/automations-portal.md
# Automations Portal
The Automations Portal is where you find, install, and manage all available apps, bots, and bank connections for your Bkper books.
The portal is organized into sections for discovering automations and managing them:
- **Apps** — tools with a user interface, such as the Google Sheets add-on and CSV import/export tools
- **Bots** — background automations such as the Exchange Bot, Tax Bot, and Subledger Bot
- **Bank Connections** — links to your banking institutions
- **User Connections** — your personal authorization status across automations
- **Book Integrations** — the automations configured on the current book
If you first need help choosing the right automation, start with [Apps & Bots](https://bkper.com/docs/guides/automations/apps-and-bots.md).
For monitoring and troubleshooting installed bots, see [Monitoring and Troubleshooting Bots](https://bkper.com/docs/guides/automations/apps-and-bots.md#monitoring-and-troubleshooting-bots).
## Accessing the Automations Portal
The portal is accessed from within any book. Open your book, click the Settings menu (gear icon), and select **Automations**.
## Installing an automation
Open the **Apps** or **Bots** tab, select the automation you want, and click **Install** to add it to your book.
After installation, follow any configuration instructions documented in the guide for that specific automation.
## Authenticate and authorize
The first time you install an automation, you may need to complete two steps:
- **Authenticate** with your Google account to confirm your identity
- **Authorize** the requested permission scopes so the automation can access the resources it needs
Some bots only use your existing Bkper authorization, while others — especially apps and bank connections — may require additional consent.
## User connections vs. book integrations
A **User Connection** represents the authorization link between your user account and an App, Bot, or Bank Connection. A single connection can be used across many books.
A **Book Integration** represents the configuration of an automation on a specific book. You can have different configurations per book while sharing the same user connection.
This distinction matters when troubleshooting setup issues:
- **User Connections** control whether the automation is authorized for your user
- **Book Integrations** control whether the automation is configured on the current book
## User connections
The **User Connections** tab shows all automations connected to your user account, regardless of which book is open.
Use **Disconnect** to revoke authorization for an automation. This can stop it on every book that depends on your user connection. Use **Reconnect** to restore authorization when you want to use that automation again.
> **Note**
> If you collaborate on a shared book that has a Bank Connection, you will not see that connection on your User Connections — it was authorized by the book owner. Bots that only access Bkper, without additional authorization scopes, may also be absent here because they rely on your Bkper authorization itself.
## Book integrations
The **Book Integrations** tab shows all automations configured on the current book. Click any automation to view its configuration details.
- **Bank configurations** define the Bkper Account where the Bank Connection posts transactions
- **Bot and App configurations** show the configuration reference for the current book
## Removing an automation from a book
Use **Remove** in **Book Integrations** when you want to detach an automation from the current book.
Removing an automation from a book does **not** revoke your user connection. It only removes the configuration from that specific book. The same user connection can still be used on other books.
## After installation
The Automations Portal is for setup and management. It is not the main place to inspect what an automation did after it ran.
- To **review app or bot activity in the Activities panel, inspect errors, or replay a failed response when available**, use [Events](https://bkper.com/docs/guides/using-bkper/events.md)
- To **understand what a specific automation is for before installing it**, use [Apps & Bots](https://bkper.com/docs/guides/automations/apps-and-bots.md)
---
source: /docs/guides/automations/bank-connections.md
# Bank Connections
Bkper Bank Connections let you connect directly to your financial institution — banks, credit card operators, credit unions, and more — and post transactions in your Book as they are made available by the institution.
Bkper integrates with institutions in **North America and Europe** via [Plaid](https://plaid.com/) and in **Brazil** via [Pluggy](https://pluggy.ai/en).
## How Bank Connections work
A Bank Connection consists of three parts:
**User Connection** — the authentication and authorization step handled by the connection provider. For European connections, Plaid handles this process, and Bkper does not receive or store your bank credentials. You can disconnect at any time.
**Book Integration** — the configuration that defines the Book and Account where the bank connection posts transactions.
**Post Transactions** — once the integration is active, transactions from the institution are posted in your Book.
This separation is important for professional workflows. For example, a client can create the User Connection — keeping credentials private — while their bookkeeper or CPA integrates that connection with a specific Account in a shared Book.
## Create a Bank Connection
To create a new Bank Connection, open your Book and navigate to the **Settings menu** (⚙️). Select **Automations**, then click **Banks** in the left panel. Choose your country (highlighted in green) and select your bank from the list. Complete the authentication and authorization flow — this process varies by country and institution.
> **Note**
> A video tutorial is available: Create a Bank Connection.
Once authenticated, your User Connection is established. The next step is to integrate the connection with a Book and choose the Account where transactions should be posted.
## Integrate with a Book
After creating a User Connection, integrate it with a Book so that transactions from your financial institution are posted to the right Account.
Open your Book and go to **Settings** (⚙️) → **Automations**. Click **User Connections** in the left panel, then select the connection you want to integrate.
Click **Link Account** next to the specific account at your financial institution.
Select or create the **Account** in your Book where transactions should be posted, choose how much historical data to post, and press **Save**.
> **Note**
> A video tutorial is available: Integrate a Bank Connection with your Book.
> **Caution**
> It can take up to 48 hours for transactions to be posted in your Book after creating an integration. The larger the historical period you select, the longer posting may take. Some financial institutions do not support historical data — in that case, use the manual data import workflow.
## Reconnect
If a Bank Connection has been disconnected — whether intentionally or due to a session expiration — you can reconnect it from the Automations portal.
Open your Book and go to **Settings** (⚙️) → **Automations**. Click **User Connections**, select the disconnected bank, and click the **Reconnect** button.
> **Tip**
> To prevent duplicate transactions, always use the **Reconnect** button on the original connection rather than creating a new one.
## Remove an integration
Removing an integration stops transactions from a specific financial institution account from being posted in your Book. The User Connection itself remains active, so you can re-integrate it later or use it with a different Book.
Open your Book and go to **Settings** (⚙️) → **Automations**. Click **Book Integrations**, select the bank or credit card you want to remove, and click **Remove**.
> **Note**
> Removing an integration does not delete any transactions that have already been posted in your Book. It only stops new transactions from being posted.
## Disconnect
When you no longer need a connection to a financial institution, you can disconnect it entirely from the [Automations portal](https://bkper.com/docs/guides/automations/automations-portal.md).
Open your Book and go to **Settings** (⚙️) → **Automations**. Click **User Connections** in the left panel and select the Bank Connection you want to remove.
Click **Disconnect**.
Confirm by clicking **Yes**.
> **Caution**
> All Book Integrations linked to this User Connection will be removed as well. If you only want to stop posting transactions in a specific Book, [remove the integration](#remove-an-integration) instead.
## Troubleshooting
If you are experiencing issues connecting or reconnecting your bank to Bkper, try the suggestions below.
### Transactions are not being posted
**Wait a little.** After creating your first Book integration, it typically takes some time for transactions to be posted.
**Resave the historical period.** Go to **Settings** (⚙️) → **Automations** → **Book Integrations**, select the integration, choose a new historical period, and click **Save Configuration**.
### Could not connect to your institution
**Invalid credentials** — double-check the username and password you entered. Extra spaces, incorrect capitalization, and punctuation errors are the most common causes.
**Temporary technical problems** — the financial institution may be experiencing downtime. Try again later.
### Transactions stopped posting
After a period of working smoothly, your Bank Connection may stop posting transactions. This can happen due to technical issues, periodic disconnections, or security measures enforced by your bank.
To re-establish the connection:
1. **Remove the integration** — go to **Settings** (⚙️) → **Automations** → **Book Integrations**, select the bank account that stopped posting transactions, and click **Remove**.
2. **Disconnect the User Connection** — still in Automations, go to **User Connections**, select the connection, and click **Disconnect**.
3. **Create a new connection** — follow the steps in [Create a Bank Connection](#create-a-bank-connection).
4. **Integrate with your Book** — follow the steps in [Integrate with a Book](#integrate-with-a-book).
This process refreshes the integration and ensures that the connection is correctly established.
> **Tip**
> If the issue persists after trying these steps, contact Bkper support with the name of your financial institution so the team can investigate. You can also check directly with your bank whether they have any known issues with third-party connections.
---
source: /docs/guides/getting-started.md
# Your First Steps
Bkper tracks the movement of resources — money, inventory, instruments — between accounts using double-entry bookkeeping. To see it in action, you need three things: a **Book**, some **Accounts**, and a **Transaction**.
## See Bkper in action
Start here. These three guides take you from zero to a working Book with real balance values:
1. **[Books](https://bkper.com/docs/guides/using-bkper/books.md)** — Create a Book for the entity you want to track (a business, a project, a portfolio).
2. **[Accounts](https://bkper.com/docs/guides/using-bkper/accounts.md)** — Add Accounts that represent where resources sit or flow (bank accounts, revenue, expenses).
3. **[Transactions](https://bkper.com/docs/guides/using-bkper/transactions.md)** — Record a transaction between two accounts and post it. Balance values update instantly.
That's the aha moment — every transaction moves a precise amount from one account to another, and the books always balance. Everything else in Bkper builds on this foundation.
## Organize and grow
Once you have transactions flowing, structure your Book for clarity and reporting:
- **[Groups](https://bkper.com/docs/guides/using-bkper/groups.md)** — Group related accounts (all expense accounts under "Operating Expenses") for subtotals and cleaner reports.
- **[Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md)** — Design your account structure to match your business or use case.
- **[Collections](https://bkper.com/docs/guides/using-bkper/collections.md)** — Link multiple Books together when you track separate entities that need consolidated views.
## Report and analyze
Find answers in your data without leaving Bkper:
- **[Search & Queries](https://bkper.com/docs/guides/using-bkper/search-and-queries.md)** — Filter transactions by account, date, status, amount, or any combination. Save queries for periodic reports.
- **[Google Sheets](https://bkper.com/docs/guides/google-sheets.md)** — Pull live Bkper data into spreadsheets for custom dashboards, financial statements, and analysis.
- **[Chart Reports](https://bkper.com/docs/guides/using-bkper/chart-reports.md)** — Visualize balances and trends directly in the Bkper web app.
## Work with your team
Bkper is collaborative by design — everyone sees the same real-time data:
- **[Book Sharing](https://bkper.com/docs/guides/using-bkper/book-sharing.md)** — Invite collaborators with the right permission level (Owner, Editor, View Only, and more).
- **[Events](https://bkper.com/docs/guides/using-bkper/events.md)** — Every action generates an event — a complete audit trail of who did what and when.
## Automate
Let Bkper handle repetitive work so you can focus on decisions:
- **[Bkper Agent](https://bkper.com/apps/bookbot.md)** — An AI assistant that drafts transactions from natural language, learns your patterns, and processes document attachments.
- **[Automations](https://bkper.com/docs/guides/automations/apps-and-bots.md)** — Bots react to events automatically — calculating taxes, converting currencies, syncing sub-ledgers.
- **[Bank Connections](https://bkper.com/docs/guides/automations/bank-connections.md)** — Post bank transactions automatically in your Book and keep it up to date.
---
source: /docs/guides/getting-started/best-practices.md
# Best Practices
## Less is better
This principle applies to Collections, Books, Groups, and Accounts, and is grounded in three key benefits:
**Fewer choices to make** for agents and users, which speeds up operations.
**Less maintenance**, especially for reports and integrations.
**Leverage Bkper's flexibility** when more detail, granularity, or units are needed.
For example, you can start tracking your results with just two accounts: **Revenues** (Incoming type) and **Expenses** (Outgoing type). As your business grows, add more detail to your [Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md) — a **Revenue** group with accounts like Services and Subscriptions, and an **Expenses** group with accounts like Rent, Salary, and Insurance.
Create Bkper components (Collections, Books, Groups, Accounts) referring to one unique entity — a business, an asset, a project.
## Avoid periods or dates in names
Don't create Bkper elements that refer to periods or dates (e.g., "Books for My Business 2024" or "My Business 2025"). This might seem practical at first, but over time your list of books will grow, and if applied to accounts will turn your Chart of Accounts into a mess, making reporting complicated.
Instead, create one Book for a specific entity — such as **My Business** — or one Account for a specific expense — such as **Transport**.
To retrieve balance values for a specific date or period, use the search conditions outlined in the [Query Guide](https://bkper.com/docs/guides/using-bkper/search-and-queries.md).
For example, instead of creating a separate receivable account for each customer per month (e.g., "Customer_A_0125", "Customer_A_0225"), create one receivable account **Customer_A**. To search for its outstanding balance for a specific date or period:
- `Customer_A on:01/31/2025`
- `Customer_A after:12/31/2024`
## Avoid units in names
If you track different units — such as currencies, or quantities and values — do not create separate accounts for quantity and value of the same asset in one Book (e.g., "Material_A_qt", "Material_A_value"). Instead, keep one Book for the asset's value and another Book for its quantities.
For a stock portfolio, for example, track the quantity of instruments in one Book and the value of each instrument in another.
> **Tip**
> You might think that having many years of transaction history in one Book could affect performance. This is not the case with Bkper — no matter how many transactions are in your Book, search speed remains unaffected.
## Unusual transactions
Some direct flows between account types can be misleading because they skip the Asset or Liability account that represents the real position being created or settled. Prefer the flow that best reflects business reality.
For example, instead of recording:
`Sales >> Transport`
it is often clearer to record:
- `Sales >> Bank Account`
- `Bank Account >> Transport`
Likewise, instead of:
`Sales >> Supplier`
it is often clearer to record:
- `Sales >> Bank Account`
- `Bank Account >> Supplier`
Direct flows can still be valid when they reflect the real event — such as settlements, refunds, taxes, or accrual positions.
---
source: /docs/guides/getting-started/get-help.md
# Get Help
Bkper offers several channels for learning the platform, getting assistance, and connecting with other users. Here are the best ways to find help and make the most of your experience.
## Bkper Learning Center
The **[Bkper Learning Center](https://bkper.com/learn/)** is your essential starting point for mastering the platform. It covers key concepts like accounting principles, how Bkper works, and how to properly set up your system. These foundational lessons lay the groundwork for unlocking the full potential of Bkper's features.
## Documentation
Beyond the Learning Center, this help center provides detailed [guides](https://bkper.com/docs/guides.md) for everyday use, [developer resources](https://bkper.com/docs/platform.md) for building custom solutions, and complete API references. The content is structured for both humans and AI agents.
## Email Support
For detailed inquiries, send your questions to [support@bkper.com](mailto:support@bkper.com). The Bkper team reviews all messages and replies as available.
## YouTube Channel
The [Bkper YouTube channel](https://www.youtube.com/channel/UCN5aeBRFWOG70X8eYk8qZFQ) offers videos ranging from getting-started tutorials to conceptual explanations of bookkeeping and accounting principles on Bkper. These visual demonstrations complement the Learning Center and documentation.
## Community
Join the [Bkper Community on Discord](https://discord.com/invite/kJMNcV8hE5) to get updates about new features, participate in discussions, ask questions, and connect with other users.
---
source: /docs/guides/google-sheets.md
# Google Sheets Add-on
The Bkper Add-on for Google Sheets connects your Bkper Books to Google Sheets in both directions — fetch live data from Bkper for reports, and record data from Sheets into your Books.
For the complete reference — all Bkper Functions, column headers, recording behavior, and Auto Record — see the Google Sheets Add-on README.
## Tutorials
- Install the Add-on — step-by-step installation and sidebar walkthrough
- Build Your First Report — hands-on tutorial from zero to a working balance report
- Unique, Transaction, and Remote IDs — understand how identifiers work together to prevent duplicates and enable updates
## Report Templates
Working examples of complete reports built with Bkper Functions:
- Financial Statements — Balance Sheet, Income Statement, and Retained Earnings on Google Sheets
- Profit and Loss — Dynamic P&L report using balance period functions
## Troubleshooting
For common issues with Bkper Functions, see Known Issues - Google Sheets.
## Source
The Add-on is free and open-source on GitHub. Install it from the Google Workspace Marketplace.
---
source: /docs/guides/google-sheets/first-report.md
# Build Your First Report
This tutorial walks you through creating a live financial report on Google Sheets using data from your Bkper Book. By the end, you'll have a working balance report that updates automatically as Transactions are recorded in Bkper.
**Prerequisites**: [Install the Bkper Add-on](https://bkper.com/docs/guides/google-sheets/install.md) and have at least one Book with recorded Transactions.
## Step 1 — Open the Sidebar
Open a Google Sheet and go to **Extensions >> Bkper >> Open**. The Bkper sidebar appears on the right side of your Sheet.
The sidebar is your main interface for working with Bkper in Google Sheets. It lets you browse your Books and fetch or save data without writing formulas manually.
Select the **Book** you want to report on from the dropdown. This tells the Add-on which Book to pull data from.
## Step 2 — Fetch Balance Data
Click the **Fetch** tab in the sidebar. This tab lets you pull different types of data from your Book into your Sheet.
Select **Balances** as the data type. The sidebar expands to show balance-specific options.
Configure your fetch:
- **Query** — Enter a query to filter the data. For example, `group:'Revenue' after:01/2024 before:01/2025` fetches revenue balances for the year 2024.
- **Total** — Select this to get total balance values.
- **Function** — Select this so the formula stays connected to your Book (the data updates when you refresh).
Click in a cell where you want the report to start, then press **Fetch**.
## Step 3 — See the Live Connection
The sidebar inserts a formula into your selected cell and the balance data appears in your Sheet.
What just happened:
- The Add-on created a `BKPER_BALANCES_TOTAL` formula in your cell
- The formula contains your **Book ID** — a unique identifier that connects this Sheet to your specific Book
- The formula fetched live data from Bkper and displayed it in your Sheet
This is the key concept: **Bkper formulas are live connections to your Books**. Unlike static data, these values update whenever you refresh. Post a new Transaction in Bkper, click **Extensions >> Bkper >> Update**, and the report reflects the change.
## Step 4 — Understand the Formula
Click the cell with the formula to see it in the formula bar. It looks something like this:
```
=BKPER_BALANCES_TOTAL("agtzfmJrcGVyLWhyZH...", 1, "group:'Revenue' after:01/2024 before:01/2025", TRUE, FALSE, FALSE)
```
Breaking it down:
| Parameter | Value | Purpose |
|:---|:---|:---|
| **bookId** | `"agtzfmJrcGVyLWhyZH..."` | Identifies which Book to fetch from |
| **cache** | `1` | Controls caching — the Update menu increments this to force a refresh |
| **query** | `"group:'Revenue' after:..."` | Filters which balances to return |
| **expanded** | `TRUE` | Shows individual Accounts within the Group |
| **transposed** | `FALSE` | Results appear in rows (set `TRUE` for columns) |
| **hideNames** | `FALSE` | Shows Account/Group names alongside values |
You can edit any of these parameters directly in the formula bar. For example:
- Change the date range to see a different period
- Change `expanded` to `FALSE` to see only the Group total
- Change the query to `group:'Assets'` to report on a different Group
## Step 5 — Add More Data to Your Report
Now that you understand how the formulas work, build out your report by adding more balance fetches. You can either:
**Use the sidebar again** — Click a new cell, adjust the query in the sidebar, and press Fetch. Each fetch creates a new formula in the selected cell.
**Type formulas directly** — Type `=BKPER_` in any cell and Google Sheets suggests available Bkper functions.
A typical financial report might include:
- `BKPER_BALANCES_TOTAL` with `group:'Assets'` for the Balance Sheet
- `BKPER_BALANCES_TOTAL` with `group:'Revenue'` for Income
- `BKPER_BALANCES_PERIOD` with `group:'Expenses'` for monthly expense breakdown
- `BKPER_BALANCES_CUMULATIVE` with `group:'Assets'` for a running balance over time
## Step 6 — Format Your Report
Use standard Google Sheets formatting to make your report presentable:
- Add a title and date range header
- Apply number formatting to balance values
- Add borders and shading to separate sections
- Use Google Sheets' built-in **Print** to generate a PDF
The Bkper formulas are regular spreadsheet formulas — they work with all standard Google Sheets features like `SUM`, `IF`, conditional formatting, and charts.
## Next Steps
- [Google Sheets Add-on README](https://github.com/bkper/bkper-sheets#readme) — Complete reference for all functions, column headers, and recording behavior
- [Financial Statements template](https://bkper.com/docs/guides/templates/financial-statements.md) — A working example of a complete Balance Sheet and Income Statement
- [Profit and Loss template](https://bkper.com/docs/guides/templates/profit-and-loss.md) — A working example of a dynamic P&L report
---
source: /docs/guides/google-sheets/identifiers.md
# Unique, Transaction, and Remote IDs
These three unique identifiers help you track financial records when working with them in an external process (like Google Sheets) and Bkper.
## 1. Unique ID (Your Sheet's ID)
* **What it is:** A unique ID that you create and add to a row (a record or transaction) in your Google Sheet or any other financial data source.
* **The main job:** It prevents you from recording the exact same transaction twice. Once a row with a Unique ID is recorded in Bkper, it is recognized as *idempotent* (meaning it cannot be saved again with that ID in the same book), which prevents duplication.
* **Best use:** This is most helpful if you are using an external process that already assigns IDs to your records; it ensures no duplication when those records move into Bkper.
* *To use this feature with the Bkper Add-on, label a column with **`id`** in the sheet and freeze the first row (headers).*
## 2. Transaction ID (Bkper's ID)
* **What it is:** This is the unique ID that **Bkper creates and assigns** to the transaction once it's successfully saved in your book. It is a different ID than the one you provided in your Google Sheet.
* **The main job:** This is the primary key for managing the transaction *inside Bkper*. Unlike the Unique ID (which prevents duplication on initial input), the Transaction ID is used for *maintenance*: it allows you to search for and update an existing transaction. Crucially, once this ID is present on a row in your sheet, any future save action will update the corresponding transaction in your book.
* **Where to find it:** On the transaction's edit window within Bkper.
## 3. Remote ID (The Link to the Outside)
* **What it is:** When you fetch a transaction *back* into your Google Sheet, the original **Unique ID** that you assigned is now referred to as the **Remote ID** on that row.
* **The main job:** The Remote ID is kept as a reference, linking the transaction back to the original source or external process that created the ID. If you want to update the transaction in Bkper, you must use the **Transaction ID**.
---
source: /docs/guides/google-sheets/install.md
# Install the Add-on
The Bkper Add-on for Google Sheets connects your Bkper Books to Google Sheets, enabling custom reports, data analysis, and automated Transaction recording.
For the complete reference — all Bkper Functions, column headers, and recording behavior — see the [Google Sheets Add-on README](https://github.com/bkper/bkper-sheets#readme).
## Installing the Add-on
Open a new or existing [Google Sheet](https://docs.google.com/spreadsheets/create) and navigate to **Extensions >> Add-ons >> Get Add-ons**. Search for "Bkper" and select it from the results. Click **Install**, then **Continue**, and choose your Google account. Review the permissions Bkper requires and click **Allow** to complete the installation.
## Authenticating for First Use
The first time you use the Add-on, you need to connect it to your Bkper account. Open the Add-on from **Extensions >> Bkper >> Open**.
In the sidebar, click **Sign in with Google** and select the account associated with your Bkper Books.
Once authorized, close the confirmation window and you're ready to use the Add-on.
## What's Included
The Add-on provides several features accessible from **Extensions >> Bkper**:
**[Sidebar](#using-the-add-on-sidebar)** — Browse and select Books directly within Sheets.
**[Auto Record](#auto-record)** — Automatically record Transactions from spreadsheet data as new rows are added.
**[Update](https://github.com/bkper/bkper-sheets#update-reports)** — Refresh all Bkper functions in your Sheet with current data.
**[Generate Transaction IDs](#generating-unique-ids)** — Create unique identifiers for Transactions to prevent duplicates.
**[Bkper Functions](https://github.com/bkper/bkper-sheets#functions-reference)** — Type `=BKPER_` in any cell to access custom functions for pulling Account balances, Transaction data, and more.
## Using the Add-on Sidebar
The **Add-on Sidebar** is a Bkper extension that turns Google Sheets into a powerful accounting tool. It helps you build financial statements, and batch **record** and batch **edit** Transactions in your Books in an easy and intuitive way.
### Fetch Tab
Build reports on Google Sheets by **fetching** balance values from Bkper. The sidebar is a wizard that helps you fetch relevant data for your reports intuitively.
Besides Balance Values, you can also fetch Transactions, Accounts, and Groups from your Book. See the [Functions Reference](https://github.com/bkper/bkper-sheets#functions-reference) for all available functions and their parameters.
When you fetch data with the sidebar wizard, it automatically generates the correct Bkper Function and inserts it in the selected cell.
> **Tip**
> Need a backup? Fetch all your Transactions with a query like `after:1900`.
### Save Tab
Save Transactions, Accounts, and Groups from the sidebar. See the [Recording Reference](https://github.com/bkper/bkper-sheets#recording-data) for all recognized column headers and recording behavior.
#### Updating and preventing duplicates
When sending data from Google Sheets to Bkper, the column headers you use determine what happens to each row.
**Update existing transactions with `Transaction ID`**
If you want to edit transactions that already exist in your Book, first fetch them into your sheet.
Each fetched row includes a **Transaction ID** generated by Bkper. Keep that column and its header unchanged. When you edit the row and save it back, the Add-on uses the **Transaction ID** to find the existing transaction in your Book and **update it** instead of creating a new one.
If a row has an empty **Transaction ID** cell, Bkper treats it as a **new transaction** and records it as a new entry.
**Prevent duplicates for new transactions with `ID`**
If you are importing new data into Bkper — such as bank lines, invoices, or transactions prepared in Sheets — you can use a separate column named **ID**.
In this column, enter your own unique identifier from the source data, such as a bank reference, invoice number, or row identifier. Bkper uses this value to help prevent the same transaction from being recorded more than once.
Unlike **Transaction ID**, the **ID** column does **not** update an existing transaction. It is only used to identify new rows and avoid duplicates.
**Recommended header setup**
To make sure the Add-on recognizes your columns correctly, use the first row as the header row and **freeze** it in Google Sheets (**View → Freeze → 1 row**).
#### Summary: which column should you use?
| Column header | Where the value comes from | What it does | Best used for |
| --- | --- | --- | --- |
| **Transaction ID** | Generated by Bkper when you fetch transactions | Updates an existing transaction | Editing transactions already stored in your Book |
| **ID** | Provided by you from the source data | Helps prevent duplicate posting | Importing new transactions from Sheets, bank exports, or invoices |
| **(empty Transaction ID)** | — | Creates a new transaction | Adding brand new transactions |
## Generating Unique IDs
Assigning a **unique ID** to records on Google Sheets makes Transactions **idempotent** — a Transaction with a unique ID cannot be recorded twice in the same Book.
Freeze the first row of your Sheet with the column headers, and add an **ID** column alongside the system properties.
After freezing the first row, go to the Bkper extension and select **Generate Transaction IDs**.
The unique IDs are inserted in each row that has data.
## Auto Record
Activate **Auto Record** on a tab, and each new row added to a Google Sheet is automatically recorded as a new entry in your Bkper Book. This is especially handy when data flows into your Sheet automatically — from a Google Form, a `QUERY` formula, or another integration.
### Setting Up Auto Record
Open the sidebar from the Add-on menu and select the Book where you want to record the Transactions. Prepare the data you want to record automatically.
Select **Auto Record** on the Bkper Add-on menu.
Toggle the Auto Record switch to **YES**.
New rows on the tab are now automatically recorded in your Bkper Book.
> **Caution**
> When new rows are recorded, a pointer to the last recorded row is stored in the spreadsheet. **Deleting a row already recorded may make the pointer stale**, pointing to a blank row and preventing new lines from being recorded until the pointer is reached again. **Avoid deleting already recorded rows.** If you must delete one, reset the pointer by turning Auto Record off and back on for that tab.
---
source: /docs/guides/templates/financial-statements.md
# Financial Statements on Google Sheets
Bkper integrates with Google Sheets so you can prepare financial statements with live data from your books. This lets you simplify periodic reporting obligations and gain a clear view of your business's financial position and performance — all in a format you can safely share with your team.
The working example in this guide models a small team launching an online subscription-based service. It includes a **Bkper sample book** covering just over two years of operations and a **Google Sheets report** that presents a **Balance Sheet**, an **Income Statement**, and **Retained Earnings** — giving insight into both the financial position and the performance of the business.
## Concepts covered in the example
**Shareholders** — The [Shareholders](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA&query=group%253A) group contains transactions related to the distribution of shares. Two shareholders are founders; two others buy in at par value plus a premium.
**Investment** — The [Capital Contributions](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA&query=group%253A) group tracks investment transactions.
**Reimbursement** — The [Reimbursements](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA&query=group%253A) group records expenses paid by founders before the business generated revenue.
**Payment Gateway** — The [Accounts Receivable](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA&query=group%253A) group represents a payment gateway that handles customer billing.
**Gross Margin / Net Income** — The [Gross Margin](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA&query=group%253A) group captures revenue from operations minus cost of goods sold. [Net Income](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA&query=group%253A) includes all income and expenses.
**Retained Earnings** — The [Retained Earnings](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA&query=group%253A) at the end of the covered period reflect a profit from 2023 and a loss in 2024.
> **Note**
> Payroll in this example is simplified to salary expenses only.
## The financial statement
**Balance Sheet** — The Google Sheet fetches the [Balance Sheet](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=488070461) as of December 31, 2024, alongside the previous year, showing Assets, Liabilities, and Equity and how they evolved over the period.
**Income Statement** — The sheet also fetches an [Income Statement](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=726307163) covering the performance for 2024 and 2023.
**Retained Earnings** — The [Retained Earnings](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=177175078) tab tracks the Profit and Loss evolution across periods.
## Prerequisites
To follow this guide you should have some experience with Google Sheets and Bkper, along with a basic understanding of bookkeeping or accounting principles.
You will need:
- A [Bkper book](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA) — the foundation for organizing and consistently tracking all transactions and balances.
- A [Google Sheets](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew) report — where Bkper data is transformed into financial statements.
- The [Bkper Add-on for Google Sheets](https://gsuite.google.com/marketplace/app/bkper/360398463400) — the integration that connects both platforms.
## How it works
The Bkper Add-on for Google Sheets integrates both services, enabling direct retrieval of financial data from your Bkper book into your spreadsheet.
A financial statement connected to a Bkper book updates automatically as new transactions change account balances. The data is fetched using OAuth2 authentication. The Bkper Add-on and Bkper Functions are open-source projects built on the BkperApp library for Google Apps Script, which accesses the Bkper API.
You can fetch financial data through the [Bkper Add-on wizard](https://bkper.com/docs/guides/google-sheets/first-report.md) or by writing [Bkper Functions](https://github.com/bkper/bkper-sheets#functions-reference) directly in your spreadsheet.
## Statement details
**Sheet FS 2024** — The **bookid** in cell [C6](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=0&range=C6) identifies the source book. The **dates** in cells [C8](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=0&range=C8) and [C9](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=0&range=C9) define the reporting period.
**Sheet Balance Sheet** — Bkper Formulas in cells [B7](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=488070461&range=B7) (2024) and [D7](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=488070461&range=D7) (2023) pull in the balance data. Here is what the dynamic formula looks like:
```
=BKPER_BALANCES_TOTAL('FS 2024'!C6, 1, "group:'Net Assets' on:"& C6, 5, FALSE, FALSE)
```
These formulas are **dynamic** — changing the bookid or dates on the FS 2024 tab causes the entire statement to adjust. This makes it straightforward to template and standardize reports across multiple books and clients.
**Tab Income Statement** — The Income Statement uses Bkper Formulas in cells [B7](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=726307163&range=B7) and [Q7](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=726307163&range=Q7) for extended P&L data, and [O8](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=726307163&range=O8) and [AD8](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=726307163&range=AD8) for P&L totals. Fetching the same data in both extended and totals formats provides a natural way to audit for discrepancies.
**Tab Retained Earnings** — This tab demonstrates how a wide range of reports can be derived from balance values. Cells [G9](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=177175078&range=G9) and [G10](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew/edit#gid=177175078&range=G10) hold the Bkper Formulas for retained earnings totals, including comparisons across different periods.
## Try it yourself
The best way to learn is to experiment with your own copy of this working example.
Copy the [Bkper book template](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA) and the [Google Sheets template](https://docs.google.com/spreadsheets/d/1GTFJAk3ZXpuxSiXxoTEX012LDNoQMdbEHkKukVborew), then [install the Bkper Add-on](https://gsuite.google.com/marketplace/app/bkper/360398463400). [Record some transactions](https://www.youtube.com/watch?v=h9iF8wsjI5w) in your book, then open your copy of the financial statement. On the **FS 2024** tab, update the [bookid](https://bkper.com/docs/guides/using-bkper/books.md#bookid) to match your copied book, and adjust the start and end dates to cover the period of your transactions.
> **Note**
> It can take up to 24 hours for Google Sheets to recognize the Bkper Functions on a copied spreadsheet.
## Collaboration
This guide links directly to specific data in both the Bkper book and the Google Sheet — pointing you to exact values without any searching. This same approach works when collaborating with your team. Share links to specific cells, accounts, or transaction queries with clients, bookkeepers, CPAs, and auditors to communicate financial context with precision.
> **Caution: Disclaimer**
> This article is intended as an example and should not be considered professional advice. We recommend working with a local professional — such as a tax advisor or accountant — to ensure compliance with local regulations. Using this guide does not establish a professional-client relationship.
---
source: /docs/guides/templates/general-ledger-template.md
# Business General Ledger Template
If you are new to the Bkper Add-on for Google Sheets, the Business General Ledger Template is a great starting point. It pairs a Bkper Book with a simple Chart of Accounts and a Google Sheet report that fetches data directly from the Book.
- [The Bkper Book Template](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAgKD_4bMLDA&viewer=true)
- [The Google Sheet Template](https://docs.google.com/spreadsheets/d/1icR8z8F3RSBeedfMbNE4-Q2FZvxyDhZeSrHuSXvPXr8/edit?gid=868176831)
## Copy the Book Template
Open the Bkper Book Template and click **Copy book** to create your own copy.
## Copy the Sheet Template
Open the Google Sheet Template and select **File > Make a copy** to save it to your own Google Drive.
> **Note**
> Select **My Drive** in the copy dialog to save the copy.
## Connect the Sheet to Your Book
Once you have both copies, retrieve the [bookId](https://bkper.com/docs/guides/using-bkper/books.md#bookid) from **your copy** of the Book Template. Then open the **Instructions** tab in your copy of the Sheet and replace the bookId with your own.
## Record a Transaction and Explore
Record a [Transaction](https://bkper.com/docs/core-concepts.md#transactions) in your Book to generate some data. Then change the **year** on the Instructions tab and explore the other tabs to see your financial data flowing into the report.
## Important Notes
> **Caution**
> When you copy a Sheet with Bkper Functions, it may take some time (up to 24 hours) for the cache to update and recognize the formulas. You may initially see **#ERROR!** in cells with Bkper functions. Closing and reopening the Sheet can speed up the process. Eventually the errors disappear and balance values from your Book appear.
If you change the name of the **Total Equity** Group in your copy of the Book, you must also update that name in the query used by the Bkper Function in your copy of the Sheet report.
---
source: /docs/guides/templates/profit-and-loss.md
# Profit and Loss Report
This guide walks through how to fetch data from a Bkper book and use Google Sheets to produce a Profit & Loss statement. Beyond the P&L itself, it explains how each piece connects so you can build your own reports.
## The key parts
A **Bkper book** is a ledger that tracks transactions between accounts. Each posted transaction updates the balance values of both accounts, keeping balances consistent over time.
The **chart of accounts** on a Bkper book organizes accounts into categories that can resemble a Balance Sheet and an Income Statement, or be structured around more managerial categories.
The **Bkper Add-on for Google Sheets** integrates Bkper with Google Sheets, enabling you to fetch financial data from a book directly into a spreadsheet.
A **Bkper Function** is inserted into the Google Sheet by the Add-on to maintain a live connection to your book. From that point on, each newly posted transaction automatically updates your P&L report.
## Working example
To follow along, use these samples (you can make your own copies to experiment):
- [Bkper Sample Book](https://app.bkper.com/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA)
- [P&L Report on Google Sheets](https://docs.google.com/spreadsheets/d/1_jQHHnoHFjJ4JnuEkJ-zenMLvQSAjiFD8hLZ6TeN6ZI/edit#gid=168077234)
## Chart of accounts
A well-organized chart of accounts is essential to a P&L report — its structure should reflect the data you want to present.
Bkper's group hierarchy lets you organize accounts to mirror accounting definitions. For example, **Gross Margin** = **Revenue** - **Cost of Goods Sold**.
This hierarchy continues: **Income** = Gross Margin - Expenses, and further, **Net Income** = Income + Non-operational income.
**Learn more:** [Groups](https://bkper.com/docs/core-concepts.md#groups)
## The Bkper Add-on for Google Sheets
The Bkper Add-on sidebar opens within Google Sheets, where a form on the **Fetch** tab helps you define the scope of data to retrieve.
In this example, the query field is set to the **Net Income** group for the year **2024**. Pressing the **Fetch** button inserts a Bkper Function into the sheet that retrieves the corresponding data:
```
=BKPER_BALANCES_TOTAL("agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA", 1, "group:'Net Income' on:2024", 2, FALSE, FALSE)
```
**Learn more:** [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md) | [Build Your First Report](https://bkper.com/docs/guides/google-sheets/first-report.md) | [Bkper Query Guide](https://bkper.com/docs/guides/using-bkper/search-and-queries.md)
## The Bkper Function
The Bkper Function may look complex at first, but the Add-on sidebar can generate it for you. In cell [B5](https://docs.google.com/spreadsheets/d/1_jQHHnoHFjJ4JnuEkJ-zenMLvQSAjiFD8hLZ6TeN6ZI/edit#gid=168077234&range=B5) on the P&L sheet:
```
=BKPER_BALANCES_PERIOD("agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICAwMWc48ELDA", 1, "group:'Net Income' on:2024", 5, TRUE, FALSE)
```
Each parameter serves a purpose:
- **BKPER_BALANCES_PERIOD** — The function that fetches totals for a period (as opposed to a point in time).
- **First parameter** — The [bookid](https://bkper.com/docs/guides/using-bkper/books.md#bookid) identifying the source book.
- **1** — A cache number used to trigger dynamic updates. It is generated and updated automatically; change it manually to force a new fetch.
- **"group:'Net Income' on:2024"** — The [query](https://bkper.com/docs/guides/using-bkper/search-and-queries.md) defining which data to retrieve.
- **5** — The depth level in the group hierarchy to fetch.
- **TRUE** — Transposes the result in the sheet.
- **FALSE** — Controls whether the date column is hidden.
> **Caution: Disclaimer**
> This article is intended as an example and should not be considered professional advice. We recommend working with a local professional — such as a tax advisor or accountant — to ensure compliance with local regulations. Using this guide does not establish a professional-client relationship.
**See also:** [Financial Statements on Google Sheets](https://bkper.com/docs/guides/templates/financial-statements.md)
---
source: /docs/guides/templates/spend-management.md
# Spend Management Template
Managing team expenses, tracking budgets, and processing reimbursements can be complex and time-consuming. Bkper's Spend Management template demonstrates how a Book can handle the complete expense management lifecycle using the fundamental principle of tracking resources as they flow between places.
The workflow is naturally embedded in the Book structure using core Bkper features. Transactions represent expense submissions, file attachments hold receipts, the Checked field serves as approval status, and custom properties enable policy enforcement. No specialized expense module is needed — everything works through the elegant flow of resources between Accounts.
## Copy the Template
Access the [Spend Management Book Template](https://bkper.app/b/#transactions:bookId=agtzfmJrcGVyLWhyZHITCxIGTGVkZ2VyGICA4Kz_5bIJDA&range=after%253A01%252F2026%2520before%253A01%252F2027) in Bkper and select **Copy book** to create your own version. The template includes a pre-configured Account structure and sample Transactions that demonstrate the complete workflow.
Access the [Team Member Report](https://docs.google.com/spreadsheets/d/1rXFzocdZk6VOlGEAK-gLLlvcVpRIUq27aMK8QtsppiE/edit?gid=1593013320#gid=1593013320) in Google Sheets and make a copy to **your Google Drive**, then follow the instructions on the first tab to connect the report to your own Book.
> **Note**
> This template is for didactic purposes. You may want to adjust access options and remove team member selection options to match your organization's needs.
## Understanding the Structure
The Spend Management Book organizes Accounts into Groups, each serving a specific role in the workflow.
**Total Allocated Budget** is an Asset Group (blue) containing individual budget allocation Accounts for each team member, such as *Arun Allocated Budget* or *Daniella Allocated Budget*. These Asset Accounts track each person's available funds throughout the period, showing exactly how much budget remains at any point in time.
**Expenses** is an Outgoing Group (red) containing category Accounts like Food, Lodging, Transportation, and Materials. These Outgoing Accounts track where money is being spent. Separating expenses into categories gives you visibility into spending patterns across the team.
**Budget allocation** is an Incoming Group (green) that serves as the source for funding team budgets. This Incoming Account represents where the budget comes from when allocating funds to team members. You can hide this Group from regular views since it is primarily used for administrative Transactions.
**Reimbursement** is an Incoming Account (green) that serves as the source for replenishing team member budgets after approved expenses. While Budget allocation funds the initial setup, Reimbursement represents the actual payment back to team members. This separation provides clarity — you can easily distinguish between initial budget allocations and ongoing reimbursements throughout the period.
## The Workflow
The expense management cycle flows naturally through four stages, each represented by Transactions that move resources between Accounts.
### Budget Allocation
At the start of each period, budgets are allocated to team members. You record a Transaction from the Budget allocation Account to each team member's Allocated Budget Account. For example, if Arun receives a monthly budget of 5,000:
| Date | Amount | From Account | | To Account | Description |
|------|--------|------|---|-----|-------------|
| 09/01/2026 | 5,000.00 | Budget allocation | >> | Arun Allocated budget | Monthly budget allocation |
This Transaction moves 5,000 into Arun's budget, making it available for expenses.
### Expense Submission
When team members incur expenses, they record Transactions from their Allocated Budget Account to the appropriate Expense category Account. The key is attaching the receipt using Bkper's file attachment feature. For example, when Arun pays for a hotel:
| Date | Amount | From Account | | To Account | Description |
|------|--------|------|---|-----|-------------|
| 09/11/2026 | 1,060.00 | Arun Allocated budget | >> | Lodging | Contezza hotel #arun |
### Expense Approval
Managers review submitted expenses by examining Transactions and their attached receipts. When an expense meets policy requirements and has proper documentation, the manager checks the Transaction. The **Checked status** serves as the approval flag — only Checked Transactions are reimbursed at period end. Unchecked Transactions remain pending until approved.
Managers can coordinate requests through their team's communication channel and use the Transaction description or properties to preserve relevant review context in Bkper.
### Reimbursement
On the first of the following month, approved expenses are reimbursed. You record a Transaction from the Reimbursement Account to each team member's Allocated Budget Account for the total of their Checked expenses:
| Date | Amount | From Account | | To Account | Description |
|------|--------|------|---|-----|-------------|
| 10/01/2026 | 1,136.39 | Reimbursement | >> | Arun Allocated budget | Budget reset - approved expenses |
This amount represents only the approved expenses — any Unchecked Transactions are excluded until reviewed and Checked.
## Transaction Flow Example
Here is a complete cycle showing how resources flow through the system.
### Budget Allocation
| Date | Amount | From Account | | To Account | Description |
|------|--------|------|---|-----|-------------|
| 09/01/2026 | 5,000 | Budget allocation | >> | Arun Allocated budget | Monthly Budget |
| 09/01/2026 | 1,000 | Budget allocation | >> | Daniella Allocated budget | Monthly Budget |
### Expense Submissions
| State | Date | Amount | From Account | | To Account | Description |
|-------|------|--------|------|---|-----|-------------|
| ☑️ | 09/11/2026 | 1,060.00 | Arun Allocated budget | >> | Lodging #arun | 📎 |
| ☑️ | 09/11/2026 | 31.39 | Arun Allocated budget | >> | Food #arun | 📎 |
| ☑️ | 09/11/2026 | 45.00 | Arun Allocated budget | >> | Food #arun | 📎 |
| ☑️ | 09/15/2026 | 17.00 | Daniella Allocated budget | >> | Transportation #daniella | Lyft - personal card |
### Approval
| State | Date | Amount | From Account | | To Account | Description |
|-------|------|--------|------|---|-----|-------------|
| ✅ | 09/11/2026 | 1,060.00 | Arun Allocated budget | >> | Lodging #arun | 📎 |
| ✅ | 09/11/2026 | 31.39 | Arun Allocated budget | >> | Food #arun | 📎 |
| ✅ | 09/11/2026 | 45.00 | Arun Allocated budget | >> | Food #arun | 📎 |
| ☑️ | 09/15/2026 | 17.00 | Daniella Allocated budget | >> | Transportation #daniella | Lyft - personal card |
> **Note**
> The gray check mark indicates the expense was not approved — in this case because the receipt attachment is missing.
### Monthly Reimbursement
| Date | Amount | From Account | | To Account | Description |
|------|--------|------|---|-----|-------------|
| 10/01/2026 | 1,136.39 | Reimbursement | >> | Arun Allocated budget | Budget reset - approved expenses |
> **Note**
> The reimbursement amount (1,136.39) equals only the Checked Transactions (1,060.00 + 31.39 + 45.00). The Unchecked Lyft expense (17.00) is excluded until it receives approval.
## Customization Options
The template is designed to be flexible and adapt to your team's specific policies and workflows.
**Account Properties** enable policy enforcement. You can add custom properties to team member Accounts defining spending limits:
```
monthly_budget: 5000
food_limit: 200
lodging_limit: 2500
transport_limit: 300
```
These properties can guide manual approvals or enable automated policy enforcement using AI agents, bots, or scripts. For example, a Bot could automatically flag or reject Transactions that exceed category limits, or send reimbursement orders to payment gateways.
**Workflow variations** are easy to implement through properties and Transactions. To distinguish personal card expenses from company card expenses, add a property like `payment_method: personal_card` to Transactions requiring reimbursement. To implement aging policies, you might configure automation that automatically disregards Unchecked Transactions older than three months.
## Incurring Expenses on the Go
Team members often incur expenses while traveling or working remotely, making it impractical to record detailed Transactions immediately. Bkper's mobile app transforms this challenge into a seamless workflow by enabling instant receipt capture with minimal effort.
When a team member makes a purchase, they take a photo of the receipt from within the Bkper mobile app and post the image with a brief description — perhaps just the vendor name or expense type. The Transaction is recorded in the Book but remains in an unposted state, waiting for review.
**Bkper Agent** can then analyze the receipt image, extracting key information such as the amount, vendor name, date, and nature of the expense. Based on the Book's Account structure and historical patterns, the Agent suggests the appropriate categorization and auto-completes the Transaction details.
The team member can review the Agent's suggestions and post the Transaction immediately, or leave it unposted for later review. A team manager can also review all unposted Transactions, verify the categorization against the receipt image, make adjustments, and post them in batch. This flexibility accommodates different trust levels and approval workflows.
The combination of mobile receipt capture and AI-assisted completion dramatically reduces the burden on team members. Instead of manually entering amounts, dates, categories, and descriptions while juggling receipts, they simply snap a photo and let the Agent handle the details — capturing expenses in real time while maintaining the accuracy required for proper expense management.
## Team Member Dashboards
While team members can view their budget status directly in the Book, many organizations create personalized dashboards using Google Sheets. These dashboards connect to the Book through Bkper Functions, displaying real-time data filtered to each team member's activities.
A typical dashboard shows the team member's allocated budget for the period, their available balance after recorded expenses, and total amount spent. The dashboard breaks down spending by expense category — Food, Transportation, Lodging, Materials — helping team members understand their spending patterns at a glance.
The most valuable feature is the pending approval section, which lists Transactions that remain Unchecked. Each pending Transaction displays its date, amount, description, and a direct link to view the details in Bkper. This visibility eliminates the need for team members to repeatedly ask whether their expenses were approved.
The dashboard requires minimal setup — connecting to the Book through its identifier and filtering data by team member name and date range. Once configured, it updates automatically as Transactions are recorded, posted, and Checked.
## Managing External Team Members
Organizations frequently work with contractors, freelancers, or consultants who need to incur expenses against project budgets but should not access the organization's broader financial information. Bkper handles this through permission controls.
External members can be added to the Book with **post only** permission. This allows them to record Transactions and capture expenses with receipts through the mobile workflow, while preventing them from viewing the Book's structure, other team members' activities, or financial details beyond their own submissions.
To provide external members with budget visibility, you can create personalized dashboards as described above, showing only their allocated budget, submitted expenses, and approval status.
When an external member's engagement ends, you remove their Book access and revoke dashboard access. Their historical Transactions remain in the Book for audit purposes, but they can no longer record expenses or view information.
## Key Concepts
The **Checked** status is central to this workflow. When a Transaction is Checked, it signals approval and eligibility for reimbursement. Unchecked Transactions remain pending. Transactions can also be Trashed to indicate rejection, excluding them from calculations.
Receipts should be attached to Transactions before considering approval. The file attachment feature creates a permanent link between the expense record and its supporting documentation, establishing a complete audit trail.
The monthly reimbursement cycle aligns naturally with payroll and accounting periods, but you can adjust the timing to match your organization's needs — some teams reimburse weekly, others quarterly.
Every Transaction maintains a complete audit trail showing who spent what amount, when it occurred, which category it belongs to, and whether it was approved. Descriptions, properties, attached files, and Events preserve the relevant review context in the Book, including for Trashed Transactions.
The template demonstrates that Bkper handles sophisticated expense management workflows using only core features — Books, Accounts, Groups, Transactions, file attachments, the Checked field, and custom properties. By understanding resources as movements between places, complex workflows become simple, intuitive, and powerful.
---
source: /docs/guides/troubleshooting/issue-tracker-status.md
# Issue Tracker and Service Status
Bkper provides dedicated channels for reporting issues, requesting new features, and monitoring service availability. These resources help you stay informed and get problems resolved quickly.
## Report Issues and Request Features
The **[Bkper Issue Tracker](https://github.com/bkper/bkper-issues/issues)** on GitHub is the central place to report bugs and file feature requests. Whether you encounter unexpected behavior or have an idea for improving the platform, opening an issue on the tracker ensures your feedback reaches the development team and can be prioritized alongside other requests.
## Service Status
The **[Bkper Status Page](https://bkper.com/status/)** provides real-time information about the availability of Bkper services. Check this page if you experience connectivity issues or unexpected errors to see whether a known incident is in progress.
Since Bkper runs on Google Cloud Platform, the **[Google Cloud Status Page](https://status.cloud.google.com/)** is also a useful reference for checking the health of the underlying infrastructure.
---
source: /docs/guides/troubleshooting/known-issues-google-sheets.md
# Known Issues - Google Sheets
If you have trouble using [Bkper Functions](https://github.com/bkper/bkper-sheets#functions-reference), the solutions below address the most common issues.
## Where Can I Find the Book ID?
The Book ID is located in the URL of your Bkper Book.
You can also copy it from the [Add-on Sidebar](https://bkper.com/docs/guides/google-sheets/install.md#using-the-add-on-sidebar) or learn more about [finding your Book ID](https://bkper.com/docs/guides/using-bkper/books.md#bookid).
## How to Identify an Error
When executing a function, you may encounter an error. Identify errors by hovering the mouse over cells showing **#ERROR!** or **#REF** results.
## 1. #NAME? Error: Unknown Function
When you copy a Google Sheet that contains Bkper Functions (such as one of Bkper's templates), Google Sheets may not immediately recognize the copied functions. The Sheet displays a **#NAME?** error in cells that call a Bkper Function.
Often this error clears itself, but it can take up to 24 hours. Try running **Extensions >> Bkper >> Update** to trigger recognition.
If the problem persists, try these solutions (or a combination):
**1. The Add-on is not installed** — [Install the Add-on](https://bkper.com/docs/guides/google-sheets/install.md) from the [Google Workspace Marketplace](https://workspace.google.com/marketplace/app/bkper/360398463400), open it from **Extensions >> Bkper >> Open**, and reload your Google Sheet.
**2. The Add-on hasn't been opened yet** — Open the Add-on once from **Extensions >> Bkper >> Open**.
**3. The spreadsheet copy is broken** — Make another copy of the broken spreadsheet. If this works, you can track [this issue](https://issuetracker.google.com/issues/161245054) for a future fix.
**4. The Add-on installation is broken** — [Remove the Add-on](https://support.google.com/docs/answer/2942256) from Google Sheets and [install](https://workspace.google.com/marketplace/app/bkper/360398463400) it again.
## 2. Error: Invalid Query
This means the query you are running is not valid. Copy the query and paste it in the Bkper search bar to verify it works.
Some tips:
- When building dynamic queries with `TEXT()` and `&` concatenation, construct the query in a cell first, then reference that cell in the Bkper function (as in the [Simple General Ledger Report example](https://docs.google.com/spreadsheets/d/1ynzuvDElnz5zLYaMSmANy1t9c4Vv9eKeZ4vXjteGCsY/edit#gid=1349638172))
- Check that the date format in your query matches the format in your Book Settings
- Check quotes around Account and Group names
- Check the operators in the [Query Guide](https://bkper.com/docs/guides/using-bkper/search-and-queries.md)
## 3. Error: Array Result Was Not Expanded
This means the result returned from Bkper needs more rows in your spreadsheet. Select some rows in the middle of the dataset and add more rows until the result appears:
[Image: Adding rows to a Google Sheet to resolve the array expansion error]
**See also:** [Google Sheets Add-on](https://bkper.com/docs/guides/google-sheets.md) | [Bkper Functions Reference](https://github.com/bkper/bkper-sheets#functions-reference)
---
source: /docs/guides/troubleshooting/known-issues-web-app.md
# Known Issues - Bkper Web App
Bkper is constantly improving, but there are a few known issues you might encounter. Some are browser-related and outside of Bkper's control.
## Login issues
Some browser default configurations can block the login to Bkper with your Google Account. If you cannot log in, check the three scenarios below.
### Third-party cookies
The Google login requires third-party cookies to function. If they are blocked, the Bkper login will not work.
**Chrome**: Go to your cookie settings at `chrome://settings/content/cookies` and select **Allow all cookies**.
**Other browsers**: Check the cookie settings documentation for [Firefox](https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences#w_how-do-i-change-cookie-settings), [Internet Explorer](https://support.microsoft.com/en-us/help/17442/windows-internet-explorer-delete-manage-cookies), or [Safari](https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471/mac).
### Multiple Google Accounts in the same session
When you are signed in to more than one Google Account in the same browser session, the authentication on login may not work properly.
To resolve this:
- Sign out from Google by visiting [https://mail.google.com/mail/logout?hl=en](https://mail.google.com/mail/logout?hl=en)
- Sign in again at [https://app.bkper.com/](https://app.bkper.com/)
To prevent this problem, create different browser profiles — one for each Google account.
### Error 400: admin_policy_enforced
To resolve this error:
- Go to [https://myaccount.google.com/permissions](https://myaccount.google.com/permissions)
- Find **Bkper** and revoke access
- Go to [https://app.bkper.com/](https://app.bkper.com/) and sign in again
> **Note**
> After re-authorizing, if you use any add-on such as the Google Sheets add-on or Google integrations, you may need to reopen and re-authorize them as well.
---
source: /docs/guides/using-bkper/accounts.md
# Accounts
Accounts are the foundation of every Bkper Book. Every transaction is recorded between two Accounts, so the way you organize them determines the clarity of your financial data. For the conceptual overview, see [Core Concepts — Accounts](https://bkper.com/docs/core-concepts.md#accounts).
## Create an Account
Open your Book and navigate to the **Chart of Accounts** page. Click **New Account**, enter a name, and select the appropriate [Account Type](https://bkper.com/docs/core-concepts.md#account-types) (Asset, Liability, Incoming, or Outgoing). Press **Save** and the Account is ready for use.
- If it represents something you **own**, like a bank balance or cash, select **Asset**
- If it tracks what you **owe**, like loans or credit cards, choose **Liability**
- If it's for **money coming in**, such as sales or salary, go with **Incoming**
- If it's for **expenses**, like rent or transportation, select **Outgoing**
> **Note**
> Account names must be unique within a Book.
### Creating from a Group
If your Book already has Groups, you can add an Account directly from the left menu. On the Transactions page, click the **three dots** next to the Group, select **Add New Account**, enter a name, and save. The new Account is automatically part of that Group.
### From the Accounts page
Open the **Accounts** page, hover over the Account you want to modify, and click the **pencil icon**. Update the name or type, then press **Save**.
### From the Transactions page
In the left menu, hover over the Account and click the **three dots**. Select **Edit**, make your changes, and save.
> **Note**
> - Editing an Account does not affect its balance values.
> - All transactions that reference the Account are updated with the new name automatically.
### Account properties
You can attach [custom properties](https://bkper.com/docs/guides/using-bkper/properties.md) to any Account — contact information, external identifiers, or metadata for automations. Emails, URLs, and phone numbers stored as properties are rendered as **clickable links** in the chart of accounts, so clicking a phone number opens your calling app and clicking an email opens your mail client.
Account properties are managed from the account editor's properties section. They are commonly used to store values that bots need — for example, the [Exchange Bot](https://bkper.com/apps/exchange-bot.md) reads `exc_code` from each account to know its currency. See the [Properties guide](https://bkper.com/docs/guides/using-bkper/properties.md#account-properties) for details.
## Archive and Unarchive
Archiving removes an Account from the active list while keeping it in your historical records. This prevents new transactions from being recorded under it and keeps your Balance Sheet consistent.
Open the **Accounts** page, select the Account, and click **Archive**.
> **Note**
> Archived Accounts cannot be used in [search queries](https://bkper.com/docs/guides/using-bkper/search-and-queries.md).
To restore an archived Account, open the **Accounts** page, select the **Archived** section from the left menu, find the Account, check the box next to it, and click **Unarchive**. The Account becomes available for new transactions again.
### Searching by account
Use the [query language](https://bkper.com/docs/guides/using-bkper/search-and-queries.md) to filter transactions by account. The `account:` operator matches both From and To sides, while `from:` and `to:` target a specific direction — for example, `from:Cash after:$m-3` shows all outflows from Cash in the last 3 months. Archived accounts are excluded from query results.
## Delete an Account
An Account that has **never been used in any transaction** can be permanently deleted. Open the **Accounts** page, select the Account, click the **Trash Bin icon**, and confirm.
> **Caution**
> If an Account has been used in at least one transaction, it cannot be deleted — it can only be **archived** to preserve historical records.
## Accounts Menu
The **Accounts Menu** is located on the left side of the Bkper dashboard. It displays the balances of all your Assets, Liabilities, Incoming, and Outgoing Accounts and Groups in one consolidated view.
Balance values are presented with two visual cues:
- **Colors** — each balance uses the same color as its Account Type or Group, making it easy to distinguish between Assets, Liabilities, Incoming, and Outgoing items.
- **Parentheses** — a number wrapped in parentheses indicates a negative balance.
Click any **Account or Group name** to filter the transaction list. Click a **balance value** to open both the filtered transactions and the [Chart Reports](https://bkper.com/docs/guides/using-bkper/chart-reports.md).
### Running balance
When you filter transactions by a single permanent Account, Bkper shows that Account's running balance for each transaction. This value appears toward the end of the transaction row and represents the Account balance immediately after that transaction is applied. Use it to follow how a bank, cash, or credit card balance changes over time and to confirm end-of-day or end-of-period positions.
## Opening Balances
When you start using Bkper, your Accounts need to reflect their real-world values. If your bank account has $1,000 today, your Bkper Bank Account should show $1,000. This is called setting an **opening balance**.
### Setting Your Opening Balance
To set the balance of any Account, right-click on it in the sidebar and select **Adjust balance**. Enter the actual balance value and click **Continue**. Your Account now shows the correct balance.
Bkper automatically records a Transaction to set the balance. You will see this Transaction in your ledger with the description "Balance adjustment", moving resources from an "initialize" Account to your target Account.
This works for any permanent Account — whether it is a bank balance (Asset), a credit card debt (Liability), or a loan you owe (Liability). Right-click, adjust, and you are done.
### Example: Starting Fresh
Imagine you are setting up Bkper for the first time. Your bank shows $5,000, you have $2,000 on your credit card, and you owe $10,000 on a car loan.
Right-click each Account and adjust:
- **Bank Account** → adjust to 5,000
- **Credit Card** → adjust to 2,000
- **Car Loan** → adjust to 10,000
Each adjustment creates a Transaction, and your Book now mirrors reality. You are ready to start recording your daily Transactions.
### What Happens Behind the Scenes
When you adjust a balance, Bkper records a Transaction using an "initialize" Account. This Account is created automatically and serves as the counterpart for all opening balance entries.
For an Asset like a bank account:
`11/02/2026 1,000 initialize >> Bank Account Balance adjustment`
For a Liability like a credit card:
`11/02/2026 2,000 Credit Card >> initialize Balance adjustment`
The initialize Account is an Incoming type Account. Once you have set all your opening balances, you can archive it to keep your Account list clean. Archiving only hides it from active use — the opening balance transactions and their effect on the ledger remain part of your records.
### When to Use Opening Balances
Opening balances are typically set when:
- You first start using Bkper
- You migrate from another system
- You begin tracking a new Account mid-year
Only permanent Accounts (Asset and Liability types) need opening balances. Incoming and Outgoing Accounts track activity within the selected reporting period rather than carrying a position forward like Asset and Liability accounts do.
### Making Corrections Later
If you need to correct a balance after initial setup — perhaps you discovered a discrepancy or need to account for an unexpected adjustment — you can use the same **Adjust balance** feature at any time. Bkper will record the necessary Transaction to bring the balance to your specified value.
## Batch Export and Import
You can manage Accounts in bulk using the [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md). Use **[Fetch Accounts](https://github.com/bkper/bkper-sheets#bkper_accounts)** to export your Chart of Accounts to a spreadsheet, and **[Save Accounts](https://github.com/bkper/bkper-sheets#account-columns)** to create Accounts in batch — including types, Groups, and Custom Properties.
## Related
- **[Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md)** — build and organize your account structure with Groups and hierarchies
- **[Balances Audit](https://bkper.com/docs/guides/using-bkper/balances-audit.md)** — how Bkper automatically checks balance consistency
---
source: /docs/guides/using-bkper/attachments.md
# Attachments
Attachments keep all supporting documents — receipts, invoices, contracts — together with the transactions they belong to, enabling fully paperless bookkeeping. Instead of filing documents in separate folders or email threads, you attach them directly to the financial entry they support.
## File types and limits
You can add **multiple files** to any transaction, and there is no limit on the total number of attachments per Book. The maximum size per file is **20 MB**. Any file type is supported.
| File type | Behavior |
| --- | --- |
| Images (`.jpeg`, `.jpg`, `.png`, `.gif`, `.webp`) | Rendered inline in the browser |
| `.pdf` | Rendered inline in the browser |
| `.txt` or `.csv` | Each row is converted into a transaction |
| All other types | Available for download, not previewed inline |
> **Note**
> CSV and TXT files are a special case — dropping one into your Book creates individual draft transactions for each row, rather than attaching the file to a single transaction. This is useful for importing bank statements or bulk entries.
## Adding attachments
There are several ways to attach files to transactions.
### Via the paperclip icon
Click the **paperclip** on the input bar and follow the upload flow. The file is attached to the transaction you are recording.
### Drop onto the form area
Drag and drop files onto the **gray form section** above the transaction list. This automatically creates a new transaction with all dropped files attached.
### Drop into the white space
Drop files into the **white space below** the transaction list. Each file becomes a separate new **draft**.
### Drop onto an existing transaction
Drop one or more files directly **onto a transaction row** to attach them to that existing transaction.
### Email forwarding
Forward invoices, receipts, or other documents to your Book's email address and the [Bkper Agent](https://bkper.com/apps/bookbot.md) creates a draft transaction with the files attached. This is especially useful for processing documents that arrive by email — forward them directly without downloading first. See [Record by Email](https://bkper.com/docs/guides/using-bkper/record-by-email.md) for setup details.
### Mobile capture
On mobile devices, use the camera or file picker to attach photos of receipts or documents. Transactions recorded from a mobile device also include a **geo-reference link** automatically, adding location context to the entry.
## Viewing attachments
Click the **paperclip icon** on a transaction row to expand it and view the attached files inline.
## Removing attachments
Open the transaction and click the **X** on the attachment you want to remove. To add more files to the same transaction, click the **paperclip** inside the open transaction.
## Audit trail
Every attachment action — adding or removing a file — generates an [Event](https://bkper.com/docs/guides/using-bkper/events.md) recording who performed the action and when. This means you always have a complete history of document changes, even for removed attachments.
## Combining with external links
You can use both attachments and [external links](https://bkper.com/docs/guides/using-bkper/external-links.md) on the same transaction. Attach the receipt as a file and link to the invoice in your billing system — giving you both a local copy and a reference to the source.
---
source: /docs/guides/using-bkper/balances-audit.md
# Balances Audit
Accounts with recent balance changes are subject to an **Automatic Balance Audit** that runs periodically — approximately every hour on books where balances have changed. The audit takes anywhere from a few seconds to a few minutes, depending on the volume of transaction history that has not yet been audited.
For the conceptual overview of how balances work, see [Core Concepts — Balances](https://bkper.com/docs/core-concepts.md#balances).
A clock icon next to balance values in the left menu indicates the audit has not yet run. Once the audit completes, the icon disappears.
The automatic audit guarantees that balance values are consistent with the transaction history in your book. Although extremely unlikely, any inconsistency detected by the audit triggers an automatic settlement that restores the correct balance based on the transaction history.
> **Note**
> The Balance Audit is not the same as a reconciliation with real-life accounts. It is an internal consistency check that ensures balances match the recorded transactions.
## Triggering an audit manually
If you need the audit to run immediately rather than waiting for the next automatic cycle, hold the **Shift** key and click the **reload** button in your book.
The audit runs asynchronously. You can confirm it has finished when the clock icon next to the affected balances disappears.
## Background
Bkper stores accounts and transactions in a distributed, highly scalable database that replicates data across a wide geographic area for reliability and fault tolerance.
This architecture provides a robust foundation for finance and accounting in the cloud, but it introduces a potential [double-spending](https://en.wikipedia.org/wiki/Double-spending) problem — a scenario where concurrent operations could, in very rare cases, lead to balance inconsistencies.
To address this, Bkper developed an audit infrastructure based on [consensus](https://en.wikipedia.org/wiki/Consensus_(computer_science)) that has been refined over more than six years. This system runs periodically and ensures all balances remain strictly consistent.
---
source: /docs/guides/using-bkper/book-sharing.md
# Book Sharing
Bkper is a collaborative bookkeeping service that allows multiple people to access and work in the same Book, each with different levels of permissions. Everyone sees real-time balance sheets and profit & loss statements, keeping the whole team aligned.
## Sharing a Book
Share a Book by choosing the type of access each person should have. Open the Book you want to share and click the blue **Share** button.
In the **Sharing Settings** dialog, use the dropdown menu next to each email address to select the permission level. Click **Save** for the changes to take effect.
## Visibility
You can control how visible your Books are to other people, from completely private to accessible by anyone with the link.
To change the visibility of a Book, open it and click the blue **Share** button. In the **Sharing Settings** dialog, click **Change** on the first line to choose between "available to anyone" or "restricted to only the people with access." Click **Save** to apply.
> **Caution**
> Any data in a publicly visible Book can be accessed by anyone with the link. Login is still required.
## Permissions
When you share a Book with other people, you choose between **Owner**, **Editor**, **Record and View**, **View Only**, and **Record Only** access. You can change these permissions at any time.
| Capability | Owner | Editor | Record & View | View Only | Record Only |
|---|---|---|---|---|---|
| Create, modify, and delete Accounts and Groups | ✓ | ✓ | | | |
| Record Drafts | ✓ | ✓ | ✓ | | ✓ |
| Post Transactions | ✓ | ✓ | ✓ | | |
| Check / Uncheck Transactions | ✓ | ✓ | | | |
| Delete Drafts | ✓ | ✓ | ✓ | | ✓ |
| Revert Posted Transactions | ✓ | ✓ | ✓ | | |
| View Records & Balance Values | ✓ | ✓ | ✓ | ✓ | |
| Share and Visibility | ✓ | ✓ | | | |
| Lock Transactions | ✓ | ✓ | | | |
| Unlock Transactions | ✓ | | | | |
> **Note**
> The **lock date** feature is available on the Bkper Business plan.
> **Note**
> Record Only users can only use their smartphones (iOS and Android) to record and delete drafts with the Bkper App.
## Removing sharing privileges
As the owner of a Book, you can remove or change the permission settings for any collaborator at any time, giving you full control over who can access the Book.
---
source: /docs/guides/using-bkper/books.md
# Books
A **Book** is a self-contained ledger — the complete scope of an entity, whether an individual, a project, or a business. Every Account, Transaction, and Group lives within a Book, and every Book balances to zero. For a deeper look at the model, see [Core Concepts — Books](https://bkper.com/docs/core-concepts.md#books).
## Create a Book
On the [Book list](https://bkper.app/books/), click **New Book (+)** at the top. Your new empty Book is ready immediately.
To start with pre-configured accounts, choose a template from the Book list instead — such as **Business General Ledger** or **Personal Finances** — then click **View Book Template** and **Copy this Book**. Rename it and adjust the accounts and groups to fit your situation.
## Book Settings
Book settings are configured individually per Book. Open your Book and click the Configuration Menu (⚙️) on the right side. Select **Settings** to configure your preferences.
### Settings & Preferences
The following settings are available:
- **Time zone**
- **Date pattern**
- **Decimal places** — up to 8 digits, supporting cryptocurrencies
- **Number format**
- **Page size**
- **Lock date** — see [Closing & Lock Dates](#closing--lock-dates)
- **Closing date** — see [Closing & Lock Dates](#closing--lock-dates)
### Book properties
You can attach [custom properties](https://bkper.com/docs/guides/using-bkper/properties.md) to a Book to store metadata that applies to the entire ledger — a tax ID, company address, or base currency code. These key/value pairs are especially valuable in automated workflows: bots read Book properties to determine how they should behave, such as the [Exchange Bot](https://bkper.com/apps/exchange-bot.md) reading `exc_code` to know the base currency.
To manage Book properties, open **Settings** (⚙️) → **Configurations > Book Properties** and add or modify key/value pairs. See the [Properties guide](https://bkper.com/docs/guides/using-bkper/properties.md#book-properties) for details and examples.
### Renaming a Book
To rename a Book, open it and navigate to the Transactions or Accounts page. Click the Book name at the top-right and type a new name.
### Changing Book Ownership
Only the current owner can request an ownership transfer:
- Have the current owner send a request to [support@bkper.com](mailto:support@bkper.com).
- [Share the Book](https://bkper.com/docs/guides/using-bkper/book-sharing.md) with the new owner, granting them edit permissions.
- Include the new owner's email address and the Book ID (found in the Book URL) in the request.
> **Note**
> Ownership transfers are handled by the Bkper support team and cannot be done self-service at this time.
### Language
The **user language** is set by each individual user and applies system-wide across all their Books. Two users can work on the same shared Book, each with a different language.
Change your language from the Book overview, or from the Configuration Menu (⚙️) → **Settings**.
> **Tip**
> Bkper supports recording and querying in multiple languages, including a mix of left-to-right (LTR) and right-to-left (RTL) scripts.
### Closing & Lock Dates
Bkper provides two mechanisms to protect past periods from modifications: the **lock date** and the **closing date**. Both prevent changes to Transactions before a given date, but differ in who can adjust them.
#### Lock date
The lock date **prevents any modification prior to its date**. Set it after filing a tax return or completing an interim review to protect the corresponding period. Both the Book owner and editors can set or adjust the lock date.
To set a lock date, open the Configuration Menu (⚙️) → **Settings**, set the **Lock date**, and press **Save**.
> **Note**
> The lock date is available on the **Bkper Business Plan**.
#### Closing date
The closing date enforces a **permanent closed period**. It works like the lock date — blocking Transaction changes before the date — but only the Book **owner** can remove it or set it backward.
To set a closing date, open the Configuration Menu (⚙️) → **Settings**, set the **Closing date**, and press **Save**.
> **Note**
> The closing date is available on the **Bkper Business Plan**. Only the Book **owner** can remove the closing date or set it backward.
#### Lock date vs. closing date
| Feature | Who can set it | Who can remove or move it backward |
| --- | --- | --- |
| **Lock date** | Owner and editors | Owner and editors |
| **Closing date** | Owner and editors | **Owner only** |
If both are set on the same Book, Transactions are blocked up to the **most recent** of the two dates. Use the lock date for day-to-day operational locks and the closing date for definitive period closes.
## Copy a Book
To copy a Book, open it and click the Configuration Menu (⚙️), then select **Make a copy...**
Give the copied Book a name. To include transactions, check **Copy Transactions** and optionally enter a date from which transactions will be copied — leave blank to copy all. Press **Save**.
> **Note**
> Only Book owners can copy a Book with its transactions.
## Delete a Book
> **Caution**
> Deleted Books **cannot** be recovered. Make sure you no longer need the data before proceeding.
To delete a Book, open it and click the Configuration Menu (⚙️), then select **Delete this book**. In the confirmation dialog, mark the checkbox and click **Remove**.
## BookID
The **bookid** is a unique identifier for each Book in your Bkper account — a combination of letters, numbers, and symbols that appears in the URL when you open a Book. It is generated when the Book is created and **cannot be changed**.
### Where to find it
Open any Book in Bkper and look at the address bar — the bookid is the string between `/books/` and the next `/` in the URL.
### Using the bookid in integrations
Use the bookid whenever you need to reference your Book from external tools — Google Sheets, Google Apps Script, the REST API, or other integrations.
In Bkper Functions on Google Sheets, the bookid tells each function which Book to fetch data from. Placing it in a configuration cell lets you repoint an entire report to a different Book by changing one value.
### Bkper links
Use these browser links when sharing a Book location or sending someone to review Bkper data:
- Book transactions: `https://bkper.app/books/{bookid}/transactions`
- Transaction: `https://bkper.app/books/{bookid}/transactions/{transactionId}`
- Accounts: `https://bkper.app/books/{bookid}/accounts`
- Account: `https://bkper.app/books/{bookid}/accounts/{accountId}`
- Query view: `https://bkper.app/books/{bookid}/transactions?query={encodedQuery}`
- Chart/report view: `https://bkper.app/books/{bookid}/transactions?query={encodedQuery}&charts=true`
Encode query parameter values before adding them to links.
**See also:** [Google Sheets — Financial Statements](https://bkper.com/docs/guides/templates/financial-statements.md) | [Profit and Loss Report](https://bkper.com/docs/guides/templates/profit-and-loss.md)
---
source: /docs/guides/using-bkper/chart-of-accounts.md
# Chart of Accounts
A Chart of Accounts is a list of accounts used by an entity, often following a Generally Accepted Accounting Standard (GAAP) for uniformity and understanding by third parties like analysts and auditors.
Bkper's Chart of Accounts offers the same functionality with greater flexibility, aligning with GAAP standards like Balance Sheets and Income Statements, while also serving managerial purposes such as tracking results and cost management.
## Grouping accounts
A [Group](https://bkper.com/docs/core-concepts.md#groups) in Bkper's Chart of Accounts is a powerful tool for categorizing related accounts. It combines and calculates the total balance of all accounts within the group, simplifying data presentation and improving financial analysis.
Think of a Group as a container for similar accounts. For example, an **Expenses** group gathers various related accounts together.
As your financial records evolve, you might need more specific categories like **Marketing Expenses** and **Operational Expenses**. You can create these subgroups and categorize your existing accounts accordingly.
The beauty of this flexibility is that you can maintain the original group as the parent while further detailing subcategories and accounts.
## Financial insights through grouping
In your Chart of Accounts, you can represent different financial categories — Expenses, Costs, Revenues, Assets, Liabilities — but you can also represent Incomes and Equities by grouping different [Account Types](https://bkper.com/docs/core-concepts.md#account-types).
Incoming (green) and Outgoing (red) type accounts together in one group give an **Income** result.
On the Balance Sheet, grouping Asset (blue) and Liability (yellow) type accounts gives you the **Equity** position.
## Scaling your Chart of Accounts
**Start simple** — Begin with a basic Chart of Accounts that covers your essentials. You can start with just four accounts (Assets, Liabilities, Revenue, and Expenses) and two groups (Equity and Income). Minimalistic, yet it provides a solid foundation for understanding your financial position and performance.
**Add detail** — As your operations expand, questions arise. How much are we spending? Who owes us money? Who do we need to pay quickly? To answer these questions efficiently, enhance your Chart of Accounts with more specific categories:
- **Expense Categories** — Add general categories under Expenses to gain more control over spending
- **Balance Sheet** — Include receivables under Assets and payables under Liabilities for deeper insights into financial performance and position
**Meet external requirements** — As your business grows, so do external requirements like provisioning, taxes, reporting, and compliance. Your Chart of Accounts adapts to reflect these obligations. Beyond external demands, a robust Chart of Accounts empowers you to analyze your business deeply — implementing cost accounting for multiple product lines, enabling data-driven decisions with precision.
Your Chart of Accounts is not static; it's a flexible tool that evolves with your activities.
### Adding accounts to a Group
Open the **Accounts** page and use **New account** to create the account you need. Then assign the account to the relevant Group from the account or group controls. Repeat for each account you want to include.
### Adding a parent Group
Create or edit the Group you want to nest. In the Group editor, select the **Parent** from the dropdown list and save. The group hierarchy updates automatically.
## Hierarchy rules
When building hierarchies, keep these conditions in mind:
- **Unique group placement** — A group can be part of only one hierarchy. Once placed within a hierarchy, it cannot simultaneously belong to another
- **Non-grouping parent** — A parent group cannot contain accounts directly. It serves as a higher-level category for subgroups, ensuring that balance totals always sum correctly
- **Single account use per hierarchy** — Each account can only appear once within a hierarchical structure. An asset can only be counted once on the Balance Sheet, but you can use that same asset in a separate hierarchy — for example, to track your portfolio
- **Balance Sheet grouping** — Groups under the Balance Sheet can only hold Asset and Liability type accounts
- **Income Statement grouping** — Groups under the Income Statement can only include Incoming and Outgoing type accounts
---
source: /docs/guides/using-bkper/chart-reports.md
# Chart Reports
Bkper Charts visualize balance values across time. They help you inspect trends, compare Groups and Accounts, and move from a summary balance to the transactions behind it.
Charts are query-driven: they reflect the current Book search, selected date range, and Account or Group scope.
Use Charts when you need to:
- understand how a balance changed over time
- compare balances inside a Group hierarchy
- inspect period activity for Incoming and Outgoing Accounts
- drill from a Group total into child Groups or Accounts
- filter the transaction list from a chart selection
## Opening Charts
You can open Charts from balance values or from the chart control in a Book.
A useful pattern is:
1. Start from the Book search or Balance Sheet.
2. Select the Account, Group, or query scope you want to analyze.
3. Open Charts to see the matching balance values over time.
> **Note**
> Selecting an Account or Group filters the Book to that scope. Opening Charts adds the time-based visualization for the same scope.
## Reading Charts
Charts show balance values for the current query.
The meaning of each value depends on the Account type:
- **Asset and Liability Accounts** are permanent. Their chart values show the cumulative position at each point in time.
- **Incoming and Outgoing Accounts** are non-permanent. Their chart values show activity within the selected period.
- **Groups** consolidate the Accounts or child Groups below them according to the Chart of Accounts hierarchy.
Use the hover details in the chart to inspect the value for a specific date or period.
## Changing the period
The query controls how many balance points the chart shows.
Use `by:` operators to change periodicity:
| Operator | Chart grouping |
| -------- | -------------- |
| `by:d` | Daily values |
| `by:m` | Monthly values |
| `by:y` | Yearly values |
Example:
```txt
group:'Revenue' after:$m-12 by:m
```
This charts Revenue values by month for a rolling 12-month window.
## Drilling down through the hierarchy
Charts follow the same hierarchy as the Chart of Accounts.
For hierarchy details, see:
- [Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md)
When the chart is showing a Group, select that Group in the chart to move one level deeper. You can continue until you reach individual Accounts.
For example:
1. Start with a top-level Group such as `Net Assets`.
2. Drill into child Groups such as `Assets` and `Liabilities`.
3. Drill further into subgroups.
4. Select an individual Account to analyze only that Account.
Use the back control in the chart panel to move back up one level.
## Analyzing transactions from Charts
Charts and transactions stay connected.
When you select an Account or chart series, Bkper updates the transaction list to match that scope. This lets you move from a visual trend to the transactions that explain the movement.
Use this workflow for investigation:
1. Open Charts for a Group or query.
2. Find a period or value that looks unusual.
3. Select the related Account or series.
4. Review the filtered transactions.
5. Adjust the search query if you need a narrower view.
## Working with search queries
Charts always reflect the current search query. This means you can combine Charts with query operators.
Examples:
```txt
group:'Revenue' after:2025-01-01 before:2026-01-01 by:m
```
Charts monthly Revenue activity for the 2025 calendar year.
```txt
account:'Bank Account' after:$m-6 by:d
```
Charts the Bank Account daily position over the last six months.
```txt
group:'Expenses' NOT "one-time" after:$y-1 by:m
```
Charts monthly Expenses over the last year while excluding transactions that match `one-time`.
## Related guides
- [Search & Queries](https://bkper.com/docs/guides/using-bkper/search-and-queries.md)
- [Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md)
- [Date Range Slider](https://bkper.com/docs/guides/using-bkper/date-range-slider.md)
---
source: /docs/guides/using-bkper/collections.md
# Collections
[Collections](https://bkper.com/docs/core-concepts.md#collections) create a relationship between Books that streamlines working with multiple Books. This can be as simple as opening multiple Books in a collection at once and switching between them in one click, or as sophisticated as creating a reference for automations (Bots or Apps) that work on all the Books in the collection.
You might track the same resources in multiple currencies, or have several branch offices in one collection and switch between them with ease.
## Creating a collection
On the Book list, press **More** in the top right corner and select **Create new collection**. Enter a name for the collection and press **Save**.
## Adding a Book to a collection
Click and hold the Book you want to move, drag it over the collection, and release.
## Removing a Book from a collection
Click **More** on the right side of the Book you want to take out of the collection.
> **Note**
> The Book stays available on your Book list — it is not deleted.
## Deleting a collection
Click **More** on the right side of the collection, then select **Delete** and confirm.
> **Note**
> The Books in the removed collection remain available on your Book list — only the collection is removed.
## Switching between Books
Open a Book that is part of a collection. Click on the tabs at the bottom of the browser to move between Books in the collection.
> **Tip**
> Switching between Books in a collection maintains the current context — the current query being executed is preserved between tabs.
## Permissions
Collections are unique per user or domain. Only the owner who created the collection can edit it or add/remove Books. To share Books from your collection, grant permission for each Book separately, as access permissions are managed at the Book level. See [Book Sharing](https://bkper.com/docs/guides/using-bkper/book-sharing.md).
---
source: /docs/guides/using-bkper/comments.md
# Comments (deprecated)
> **Caution: Deprecated**
> Comments are no longer available in the Bkper PWA. Current workflows should not depend on creating, mentioning, replying to, or managing comments.
## Current alternatives
Use the supported capability that matches the information you need to preserve:
- Use Transaction descriptions for concise context.
- Use custom properties for structured references and workflow metadata.
- Attach files to Transactions for receipts, invoices, and other evidence.
- Use the Activities panel to review who changed a record and when.
- Coordinate review requests through your team's communication channel.
## Historical references
Older changelog entries and API schemas may still refer to comment events. Those references document historical behavior or compatibility and do not mean comments can be created in the current Bkper PWA.
## Next steps
- [Add structured information with properties](https://bkper.com/docs/guides/using-bkper/properties.md)
- [Attach files to Transactions](https://bkper.com/docs/guides/using-bkper/attachments.md)
- [Review Book activity and Events](https://bkper.com/docs/guides/using-bkper/events.md)
---
source: /docs/guides/using-bkper/data-import-export/export-data.md
# Export Data from Bkper
You own the data in your Bkper Books and can export it at any time. Common reasons to export:
- Make periodic **backups**
- **Merge** or copy transactions to another Book
- Use the data in **another system**
## Exporting to Google Sheets
Use the [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md) to export data directly into a spreadsheet.
Open the add-on from **Extensions > Bkper > Open**:
Select your **Book**, choose **Transactions**, enter a **query** that covers the date range you need (for example, `before:$y+10` to include all transactions), and press **Fetch**.
All matching transactions are exported to the spreadsheet:
> **Tip**
> - To export all transactions, use a query that spans the entire date range of your Book, such as `before:$y+10`.
> - Attachments are exported as links.
> - Enable the **Properties** option in the add-on to include custom property keys and values.
> - Each time you open the Google Sheet, Bkper Functions automatically refresh the fetched data.
> - From Google Sheets you can download the data as **CSV**, **Microsoft Excel**, or **PDF**.
To copy or merge transactions into another Book, export them to a spreadsheet first, then [import](https://bkper.com/docs/guides/using-bkper/data-import-export/import-data.md) them into the target Book.
## BkperApp for Google Apps Script
The [BkperApp library](https://bkper.com/api) for Google Apps Script gives you programmatic access to export data to any destination you need.
## Batch exporting Accounts
The [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md) lets you export all Accounts from a Book in one step. This is useful for creating backups, building templates, or reviewing your Account structure outside of Bkper.
Open a Google Sheet and go to **Extensions > Bkper > Open**. Select your Book, switch to the **Fetch** tab, and choose **Accounts**. Click the cell where you want the data to start, then press **Fetch**.
The **Name**, **Type**, and **[Groups](https://bkper.com/docs/core-concepts.md#groups)** of each Account are listed in the spreadsheet, ready for reuse as a template or further processing.
---
source: /docs/guides/using-bkper/data-import-export/import-data.md
# Import Data into Bkper
Importing data into Bkper is straightforward because it leverages the [Bkper Agent's](https://bkper.com/apps/bookbot.md) capabilities to match transactions to the right Accounts — avoiding the complexity of mapping fields between systems.
Bank Connections post transactions automatically. For manual imports, you can import data from CSV files, Google Sheets, and Google Apps Script.
Common reasons to import data:
- Start a Book with **historical data**
- **Periodically update** a Book from an external source
- **Merge** transactions from another Book
- Copy transactions from another Book
## Importing from Google Sheets
Use the [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md) to import data directly from a spreadsheet.
Open the add-on from **Extensions > Bkper > Open**.
Select the cells containing the data you want to record.
Choose the Book where you want to import the data, then press **Record**. The selected rows are recorded as drafts in your Book.
> **Tip**
> For the best results with the Bkper Agent's auto-discovery, order your data as:
> **Date | Amount | From Account | To Account | Description | URLs**
>
> For example: `01/25/2018 34.67 Bank Transportation filling gas https://receipturl`
To copy or merge transactions between Books, first [export](https://bkper.com/docs/guides/using-bkper/data-import-export/export-data.md) the transactions to a Google Sheet, then import them into the target Book using the steps above.
## Batch importing Accounts
The [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md) also makes it easy to create Accounts in bulk. This is especially useful when setting up a new Book from a template or migrating an existing [Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md).
Open a Google Sheet and go to **Extensions > Bkper > Open**. Select your Book, switch to the **Record** tab, and choose **Accounts**. Highlight the cells containing the Account data you want to import, then click **Record**.
The new Accounts appear immediately in your Book, ready for use.
> **Tip**
> Enable the **Highlight** checkbox in the add-on so that Account rows in Google Sheets are color-coded to match their [Account Type](https://bkper.com/docs/core-concepts.md#account-types) in Bkper, making it easier to review what you imported.
---
source: /docs/guides/using-bkper/date-range-slider.md
# Date Range Slider
The **Date Range Slider** changes the time window used by the Book's balance views. It helps you move through months, quarters, years, and fiscal periods without rewriting search queries by hand.
Use it when you need to:
- review a Balance Sheet at the end of a period
- compare monthly, quarterly, or yearly performance
- move quickly to the previous or next period
- set a fiscal year that starts in a month other than January
- understand how permanent and non-permanent Account balances respond to time
## What the selected range means
Bkper calculates balances from transactions. The selected range affects permanent and non-permanent Accounts differently.
| Account type | Behavior in a selected range |
| ------------- | ----------------------------------------------------- |
| **Asset** | Shows the cumulative position at the end of the range |
| **Liability** | Shows the cumulative position at the end of the range |
| **Incoming** | Shows activity accumulated during the range |
| **Outgoing** | Shows activity accumulated during the range |
This distinction is important:
- A bank Account balance answers “what was the position at this date?”
- A revenue or expense Account balance answers “what happened during this period?”
## Selecting a range
Open the Date Range Slider from the date range shown in the Book's balance view.
Choose one of the standard ranges:
- **Month**
- **Quarter**
- **Year**
Bkper updates the balance values for the selected period.
## Moving between periods
Use the slider controls to move the selected period forward or backward.
For example:
- moving from March to April changes a monthly view to the next month
- moving from Q1 to Q2 changes a quarterly view to the next quarter
- moving from 2024 to 2025 changes a yearly view to the next year
This is useful for quick review because the reporting scope changes while the Book structure stays the same.
## Fiscal years
If your fiscal year does not start in January, select the yearly range and choose the starting month.
For example, if the fiscal year starts in April:
- the yearly range runs from April through March
- Incoming and Outgoing balances accumulate activity across that fiscal year
- Asset and Liability balances show the position at the end of that fiscal year
## Daily balance values
The Date Range Slider focuses on standard periods rather than a dedicated daily range. To inspect a daily closing balance for a permanent Account:
1. Filter the Book to the permanent Account.
2. Find the last transaction for the day you want to inspect.
3. Read the running balance at the end of that transaction row.
For running balance details, see:
- [Accounts](https://bkper.com/docs/guides/using-bkper/accounts.md#running-balance)
## Date ranges and search queries
The Date Range Slider is useful for interactive review. Search queries are better when you need a reusable or precise reporting definition.
Use query date operators when you need to:
- save the period as a saved query
- fetch the same period in Google Sheets
- define rolling ranges with `$d`, `$m`, or `$y`
- control whether the end date is inclusive or exclusive
Example calendar-year query:
```txt
after:2025-01-01 before:2026-01-01
```
In Bkper queries, `after:` is inclusive and `before:` is exclusive.
## Related guides
- [Search & Queries](https://bkper.com/docs/guides/using-bkper/search-and-queries.md)
- [Chart Reports](https://bkper.com/docs/guides/using-bkper/chart-reports.md)
- [Accounts](https://bkper.com/docs/guides/using-bkper/accounts.md)
---
source: /docs/guides/using-bkper/drag-and-drop.md
# Drag and Drop Files
Drag and drop is a fast way to get files into Bkper. Instead of navigating through menus, you simply drop files directly into your Book. Supported file types include images (`.jpeg`, `.jpg`, `.png`, `.gif`, `.tiff`, `.webp`), documents (`.pdf`, `.txt`), and data files (`.csv`).
With drag and drop you can:
- Upload **attachments** to a transaction
- Record batch entries from **CSV** files
- Record new **drafts** from files
- Add **multiple attachments** per transaction
## Three ways to drag and drop
**Record a single transaction** — drop one or more files onto the **input form area** (the gray section at the top). All files become part of one new transaction.
**Record multiple drafts** — drop files onto the **white space below the transaction list**. Each file becomes its own new draft.
**Attach to an existing transaction** — drop one or more files directly onto a **transaction row** to add them as attachments.
> **Note**
> When you drop a CSV file, every row in the file is recorded as an individual draft. The Bkper Agent then helps complete each transaction by suggesting the appropriate Accounts.
---
source: /docs/guides/using-bkper/events.md
# Events
Every action in a Book generates an **Event**: posting a transaction, editing an Account, attaching a file, changing permissions, or running an automation.
Events record:
- **who** or **what** acted — a person, bot, app, bank connection, or AI agent
- **what** changed — the affected transaction, Account, Group, file, or setting
- **when** it happened — the timestamp and sequence of the action
Together, Events form the Book's audit trail. They also power Bkper automations because bots, apps, integrations, and agents react to Events in real time.
For the underlying model, see:
- [Core Concepts — Events](https://bkper.com/docs/core-concepts.md#events)
## The Activities panel
The **Activities** panel is where you review Events inside a Book. It shows a chronological feed of actions performed by collaborators and automations.
Use it to answer questions such as:
- Who created or changed this transaction?
- Was the transaction posted, checked, edited, or trashed?
- Did an automation respond to this Event?
- Did an app or bot report an error?
- What happened before or after a specific change?
## Reading an Event
Each Event tells a small part of the Book history.
Look for these parts:
| Event part | What it tells you |
| ---------- | ------------------------------------------------------------------------------- |
| Actor | The user, bot, app, bank connection, or AI agent that performed the action |
| Object | The transaction, Account, Group, file, or other record affected |
| Action | What changed, such as created, updated, posted, checked, trashed, or attached |
| Time | When the action happened |
| Response | What an automation did after reacting to the Event, when applicable |
## Filtering Events
Select a transaction or relevant record to focus the Activities panel on that object's history.
For a transaction, the filtered history can show:
- when it was created
- who posted it
- whether it was edited
- when files were added
- whether a bot or app changed it
- who checked it
- whether it was trashed or restored
This is useful for audit work because you can reconstruct the lifecycle of one record without scanning the full Book history.
## Humans and agents
Bkper treats human users and automated agents as accountable actors. Both create Events, and both are identified in the Activities panel.
Examples of automated actors include:
- bank connections posting statement transactions
- bots calculating taxes, exchange rates, inventory, or subledger entries
- apps reacting to Book changes
- AI agents extracting transaction data from documents
This makes automation visible. If a bot posts a related transaction or an AI agent extracts data from a file, the action is part of the same audit trail as human work.
## Automation responses
When an app or bot reacts to an Event, Bkper records the response on the triggering Event.
A response can explain:
- what the automation calculated
- which transaction or record it created
- what data it used
- whether the action succeeded
- whether an error occurred
Use responses when you need to understand why an automation acted or why it failed.
## Troubleshooting automations
Use Events as the first place to investigate automation behavior.
| Need | Where to go |
| ------------------------------------------------------- | -------------------------------------------------- |
| Inspect what an app or bot did | Open the related Event in the Activities panel |
| Review an automation error | Open the Event response and read the error details |
| Replay a failed response when available | Use the action exposed on the Event response |
| Install, reconnect, disconnect, or remove an automation | Use the Automations Portal |
| Understand what an app or bot is for | Read the Apps & Bots guide |
Related guides:
- [Automations Portal](https://bkper.com/docs/guides/automations/automations-portal.md)
- [Apps & Bots](https://bkper.com/docs/guides/automations/apps-and-bots.md)
## How Events power Bkper
Bkper automations are event-driven. Instead of running only on a schedule, they can react when something changes.
Examples:
- A posted transaction can trigger tax calculation.
- A checked transaction can trigger currency conversion.
- A document upload can trigger AI extraction.
- A bank import can trigger matching or categorization.
- A bot-created transaction can generate another Event that a second automation reacts to.
This model makes automation composable while preserving traceability. Each step creates an Event, so the Book remains auditable even when multiple systems act together.
For custom automation development, see:
- [Event Handlers](https://bkper.com/docs/platform/apps/event-handlers.md)
---
source: /docs/guides/using-bkper/external-links.md
# External Links
External links let you reference related information — invoices in another system, supporting documents, or any web resource — directly from a transaction. Unlike [attachments](https://bkper.com/docs/guides/using-bkper/attachments.md) (which store the file in Bkper), external links point to a URL in an external system. You can add more than one link to the same transaction.
## Inserting links
There are two ways to add an external link.
### Via the link icon
Click the **link icon** on the transaction and paste the URL.
### Directly in the input field
Include the URL in the input field when recording the transaction. Bkper detects it automatically and stores it as an external link.
## Removing links
Open the transaction and click the **trash icon** next to the link you want to remove.
## Accessing links
Click the **link icon** on the transaction row to open the attached URL in a new tab.
## Combining with attachments
You can use both external links and [file attachments](https://bkper.com/docs/guides/using-bkper/attachments.md) on the same transaction. Attach the receipt as a file and link to the invoice in your billing system — giving you both a local copy and a reference to the source. Transactions recorded from a mobile device also include a **geo-reference link** automatically.
---
source: /docs/guides/using-bkper/groups.md
# Groups
[Groups](https://bkper.com/docs/core-concepts.md#groups) in Bkper help you categorize and structure Accounts, making financial analysis and reporting easier. Unlike rigid structures in traditional accounting systems, Bkper Groups are fully flexible — you can modify and reorganize them at any time while balance values stay in sync.
Groups offer several advantages:
- **Simplified reporting** — view consolidated balances of multiple Accounts at once
- **Organized data** — structure your [Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md) logically
- **Meaningful insights** — enable better financial analysis
- **Hierarchy support** — Groups can contain both Accounts and other Groups
## Create a Group
In your Book, look for the **New Group** option in the left menu. Give your Group a name that reflects its purpose — like **Travel Expenses**, **Revenue Streams**, or **Operational Costs** — then click **Save**.
Your new Group appears alongside the others in the left menu, ready to hold Accounts. From here, you can **drag and drop Accounts into the Group** or adjust its hierarchy to better organize your finances.
### Renaming a Group
Click the **three dots** next to the Group's balance, select **Edit**, enter the new name, and press **Save**.
### Deleting a Group
Click the **three dots**, select **Delete**, and confirm. Deleting a Group does **not** delete the Accounts or their balance values inside it — those Accounts remain in your Book, just no longer grouped together.
### Hiding a Group
If a Group should remain in your Book but not appear in the left menu or reports, you can hide it. Click the **three dots** and select **Hide**. This is useful for auxiliary Groups used only for internal tracking, custom properties, or bot configurations.
### Showing a hidden Group
Hidden Groups are still visible (in light gray) in the Chart of Accounts. Click the **three dots** next to a hidden Group and select **Show** to bring it back into the left menu.
### Group properties
You can attach [custom properties](https://bkper.com/docs/guides/using-bkper/properties.md) to a Group — typically to configure bot behavior for all accounts in that group. For example, the [Tax Bot](https://bkper.com/apps/sales-tax-bot.md) reads `tax_included_rate` and `tax_excluded_rate` from a group to calculate taxes on every transaction in its accounts, and the [Exchange Bot](https://bkper.com/apps/exchange-bot.md) reads `exc_code` to know which exchange rate to use.
To manage group properties, click **More > Edit** on the group and expand the properties section. See the [Properties guide](https://bkper.com/docs/guides/using-bkper/properties.md#group-properties) for details and examples.
### Locking a Group
To prevent accidental changes to a Group's structure, you can lock it.
- Only **Book Owners** can lock or unlock a Group.
- Only **Root Groups** (the highest level in a hierarchy) can be locked.
Locking ensures that no one accidentally reorganizes critical data that could disrupt reports or automated workflows.
### Drag and drop from the Transactions page
Find the Account in the left menu and **drag and drop** it onto the target Group. The Account is immediately added and its balance included in the Group total.
### From the Chart of Accounts
Open the **Chart of Accounts**, select the Account(s) you want to categorize, click the **Groups button**, choose the target Group, and apply. This method supports bulk selection, making it efficient for organizing many Accounts at once.
## Group hierarchies
Groups can be nested within each other to create structured financial hierarchies. At the top sits the **Root Group** (for example, Assets), beneath it are **Child Groups** (for example, Current Assets), and the lowest level of Groups contains the actual Accounts.
An example hierarchy:
**Assets** (Root) → **Current Assets** (Child) → **Receivables** (Child) → Customer A, Customer B (Accounts)
> **Note**
> A parent Group cannot contain both Accounts and child Groups simultaneously. Only the last level of Groups in a hierarchy can hold Accounts.
### Adding a Group to a hierarchy
To place a Group within a hierarchy, edit the Group and assign a **Parent Group**. The parent Group must already exist.
### Removing a Group from a hierarchy
To detach a Group from its parent while keeping it as an independent Group, edit it, clear the **Parent Group** dropdown, and save.
When a Group is removed from a hierarchy:
- Child Groups inside it remain intact.
- Accounts stay in both the removed Group and the parent Group, unless the parent is also removed.
- Accounts can be manually reassigned as needed.
With a well-structured hierarchy, you can retrieve an entire **Balance Sheet** or **Income Statement** with a single query — for example, `Net Assets on:2026` or `Net Income on:2026`.
### Searching by group
The `group:` [query operator](https://bkper.com/docs/guides/using-bkper/search-and-queries.md) filters transactions and balance values by Group. Combined with date operators, this gives you instant reports — `group:'Travel Expenses' after:$y-1 before:$y` shows last year's travel spend. Since Groups roll up balances from all their child Accounts, a single `group:` query can replace dozens of individual account filters.
## Bulk export and import
You can manage Groups in bulk using the [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md). Use **[Fetch Groups](https://github.com/bkper/bkper-sheets#bkper_groups)** to export your Group structure to a spreadsheet, and **[Save Groups](https://github.com/bkper/bkper-sheets#group-columns)** to create Groups in batch — including hierarchy and Custom Properties.
## Related
- **[Chart of Accounts](https://bkper.com/docs/guides/using-bkper/chart-of-accounts.md)** — build and visualize your full account and group structure
---
source: /docs/guides/using-bkper/hashtags.md
# Hashtags
Hashtags are lightweight labels you add to transaction descriptions. They serve three purposes: they help the [Bkper Agent](https://bkper.com/apps/bookbot.md) identify accounts, they make transactions instantly **searchable**, and they enable **segment reporting** — balance values cross-referenced with a hashtag across accounts. For the conceptual overview, see [Core Concepts — Hashtags](https://bkper.com/docs/core-concepts.md#hashtags).
## Adding hashtags
Include a `#hashtag` anywhere in the description when recording a transaction. Bkper registers and indexes it automatically, making it available for autocomplete and search from that point on.
For example, recording an invoice number as a hashtag — `Office supplies 150 #inv4821` — makes it easy to locate both the issuance and the payment later. Click the hashtag in any transaction and Bkper instantly filters all entries tagged with it.
You can add multiple hashtags to a single transaction. A marketing expense might carry `#team_marketing #project_alpha #q1_2026`, enabling filtering from any of those perspectives.
## Hashtag hygiene
Books sometimes accumulate undesired hashtags that pollute search and autocomplete. For example, most team members might use **#taxi** for reimbursements, but a few record it as **#taksi** — which then fails to appear in the reimbursement report.
Correcting this involves two steps: fixing the transactions and removing the stale tag from the Bkper Agent.
### Correcting misspelled hashtags
Search for the misspelled hashtag — in this case **#taksi**.
Edit every matching transaction, replacing **#taksi** with the correct **#taxi** in the description.
Once no transaction references **#taksi**, it disappears from autocomplete and search results.
### Removing a hashtag from the Bkper Agent
Even after correcting all transactions, the [Bkper Agent](https://bkper.com/apps/bookbot.md) may still remember the stale tag and use it for account matching. To stop this, type **-#taksi** (with a minus sign) in the input field and press the red **Record** button.
This tells the Agent to discard that tag for future entries.
> **Note**
> If you do not edit the misspelled hashtag in older transactions, it will continue to appear in autocomplete and remain indexed for search. Unused hashtags are automatically ignored by the Bkper Agent after 90 days.
## Hashtags and the Bkper Agent
The [Bkper Agent](https://bkper.com/apps/bookbot.md) uses hashtags as one of its signals for identifying the correct From Account and To Account. If you've used `#rent` in a previous transaction with specific accounts, entering `#rent 2000` in the input field lets the Agent apply the same accounts automatically.
This means well-chosen, consistent hashtags improve recording speed — the Agent learns faster when the same hashtag always appears with the same account pattern. Conversely, inconsistent hashtags (like `#taxi` vs. `#taksi`) confuse the Agent and produce unreliable suggestions.
The `-#tag` syntax described above removes a hashtag from the Agent's memory. Hashtags that go unused for 90 days are automatically dropped from the Agent's learned patterns.
## Segment reporting
Hashtags enable **managerial accounting** — reports that slice financial data across dimensions that don't map to your Chart of Accounts. A single Account like "Travel Expenses" might contain trips tagged `#sales`, `#engineering`, and `#executive`. Hashtags let you see the balance for each segment without creating separate accounts.
### How it works
In the web app, clicking a hashtag filters all transactions carrying that tag. Combined with account or group filters, this gives you segment-specific views — for example, all `#project_alpha` expenses within your "Marketing" group.
In [Google Sheets](https://bkper.com/docs/guides/google-sheets.md), you can fetch balance values filtered by a hashtag using Bkper Functions:
```
=BKPER_BALANCES_TOTAL(bookId, 1, "group:'COGS' #projectB on:2025", FALSE, FALSE, TRUE)
```
This returns the balance for the "COGS" group filtered to transactions tagged `#projectB`, enabling pivot-style managerial reports directly in your spreadsheet.
> **Caution**
> Balance values filtered by hashtag are calculated for up to **3,000 transactions**. For segments with higher transaction volumes, consider using [dedicated accounts with groups](https://bkper.com/docs/guides/accounting-principles/modeling/tracking-departments-projects.md#approach-2-accounts-with-groups) instead.
### When to use hashtags vs. accounts
Hashtags are ideal when segments are fluid, numerous, or cross-cutting — projects that come and go, cost centers that overlap, or ad-hoc analysis dimensions. They keep your Chart of Accounts clean and are the fastest approach to implement.
For segments that are stable, have high transaction volumes (above 3,000 per report), or need instant balance visibility without running a query, dedicated accounts within groups are a better fit. See [Tracking Departments & Projects](https://bkper.com/docs/guides/accounting-principles/modeling/tracking-departments-projects.md) for a detailed comparison.
## Hashtags in queries
Hashtags work with the [query language](https://bkper.com/docs/guides/using-bkper/search-and-queries.md). Clicking a hashtag in any transaction runs a search, but you can also type hashtags directly in the search bar and combine them with other operators:
- `#project_alpha after:$m-6` — all transactions tagged `#project_alpha` in the last 6 months
- `account:Cash #reimbursement` — reimbursement-tagged transactions in the Cash account
- `group:'Travel' #q1_2026` — travel expenses for Q1
In Google Sheets, hashtags in query parameters filter both transaction lists ([BKPER_TRANSACTIONS](https://github.com/bkper/bkper-sheets#bkper_transactions)) and balance values ([BKPER_BALANCES_TOTAL](https://github.com/bkper/bkper-sheets#bkper_balances_total), [BKPER_BALANCES_PERIOD](https://github.com/bkper/bkper-sheets#bkper_balances_period)).
## Scope and limitations
- Hashtags are **scoped to a Book** — each Book has its own set of indexed hashtags.
- Hashtags attach to **transactions only** — they don't apply to accounts, groups, or other entities.
- There is **no hierarchy** within hashtags — they are flat labels. For nested categorization, use [Groups](https://bkper.com/docs/guides/using-bkper/groups.md#group-hierarchies).
- Balance reporting with hashtags supports up to **3,000 transactions** per query. Beyond that, use accounts with groups for segment reporting.
---
source: /docs/guides/using-bkper/mobile/mobile-web-app.md
# Bkper on mobile
Bkper's mobile app is a **Progressive Web App (PWA)**. You install it directly from your browser instead of downloading separate iOS or Android apps from an app store. Once installed, Bkper appears on your home screen and opens in its own app window.
**Open Bkper:** [bkper.app](https://bkper.app)
The same Bkper app also works in desktop browsers.
_Install once. Open Bkper from your home screen._
## What you can do
- Record and review Transactions
- Capture receipts with your camera or attach files
- View Books, Accounts, Groups, and balance values
- Continue recording Transactions without an internet connection
### iPhone and iPad
1. Open Safari.
2. Go to [bkper.app](https://bkper.app).
3. Tap **Share**, then **Add to Home Screen**.
4. Tap **Add**.
### Android
1. Open Chrome.
2. Go to [bkper.app](https://bkper.app).
3. Open the browser menu and select **Install app** or **Add to Home screen**.
4. Confirm the installation.
The Bkper icon now appears on your home screen. Tap it to open Bkper.
## Work offline
Before going offline, sign in and open the Book you want to use while you have an internet connection. This stores the app and current Book data on your device.
While offline, you can record Transactions. Bkper keeps each new Transaction pending on your device and synchronizes it when your connection returns. Other collaborators will see the Transaction after synchronization completes.
Some management and review actions require an internet connection.
## More installation help
- [Apple Support: Bookmark a website in Safari on iPhone](https://support.apple.com/en-us/104996)
- [Google Chrome Help: Use web apps](https://support.google.com/chrome/answer/9658361)
## Next steps
- [Transactions](https://bkper.com/docs/guides/using-bkper/transactions.md)
- [Attachments](https://bkper.com/docs/guides/using-bkper/attachments.md)
---
source: /docs/guides/using-bkper/navigating-bkper.md
# Getting around in Bkper
After [signing in](https://bkper.com/docs/guides/using-bkper/signing-in.md), you land on the Book list page. From there you can navigate to the three other main pages: Transactions, Accounts, and Automations.
## Book list
The **Book list** is your starting point — a dashboard showing all the Books you have access to. From here, you can:
- Create a new Book
- Access pre-built templates like **Business General Ledger** or **Personal Finances**
- Open any Book to start working
- Manage [Collections](https://bkper.com/docs/guides/using-bkper/collections.md) for organizing related Books
This page appears when you first sign in or when you click the ← arrow next to the Bkper logo from within a Book. The Book list also shows the Book owner, total number of transactions, and monthly posted transactions for each Book.
When you open a Book, you land on the Transactions page.
## Transactions page
The **Transactions page** is where you record, view, and manage your financial transactions. It's the heart of your bookkeeping in Bkper.
From here, you can:
- Record new transactions manually or via automations
- Search and filter transactions with [queries](https://bkper.com/docs/guides/using-bkper/search-and-queries.md)
- Check, edit, or delete transactions
- Access the **Configuration Menu (⚙️)** for Book settings, Book properties, copying, or deleting the Book
Every Book opens to the Transactions page by default. In the top-left corner, you can switch between the Transactions and Accounts pages. The Automations page is accessible via the Configuration Menu (⚙️).
## Accounts page
The **Accounts page** is where you build and maintain your chart of accounts — the structure of assets, liabilities, equity, income, and expenses.
From here, you can:
- Create, edit, delete, or archive Accounts
- Create and organize Groups into hierarchies for reporting
- Hide, unhide, edit, or delete Groups
You can navigate back to the Transactions page by clicking **Transactions** in the top-left menu.
## Automations page
The **Automations page** is your control center for Bots and Apps that automate your bookkeeping.
Use it to:
- Install and configure Bots like the [Tax Bot](https://bkper.com/apps/sales-tax-bot.md) or [Exchange Bot](https://bkper.com/apps/exchange-bot.md)
- Manage Bank Connections that post transactions automatically
- Add your own automation bots, apps, or reports
Click the **← arrow** next to the Bkper logo (top-left) to return to the Transactions page at any time.
## Navigation tips
- In the top-left corner, switch between the Transactions and Accounts pages within a Book
- From the Transactions or Accounts page, click the **← arrow** next to the Bkper logo to return to the Book list
- From the Automations page, click the **← arrow** to return to the Transactions page
## Next steps
Now that you're oriented, dive into [creating and managing Books](https://bkper.com/docs/guides/using-bkper/books.md) to get started with your first ledger.
---
source: /docs/guides/using-bkper/properties.md
# Properties
Custom properties let you attach structured metadata to **Books, Accounts, Groups, and Transactions** as **key/value pairs**. This is useful for storing data such as tax rates, contact information, invoice numbers, or external references like URLs and IDs from other systems.
For the conceptual overview, see [Core Concepts — Custom Properties](https://bkper.com/docs/core-concepts.md#custom-properties).
By centralizing this information within your Book, you can work in context without switching between apps. For example, storing contact data on an overdue receivable account makes it possible to reach out to a client directly from Bkper — manually or through an [automated process with Google Apps Script](https://github.com/Jacobvdb/bkper-doxey-gs-sample).
> **Note: Rules for custom properties**
> - Property **keys** can have up to 30 characters after normalization.
> - Property **keys** must be lowercase.
> - Spaces in keys are automatically converted to underscores (`_`).
> - To remove a property, delete its value.
> - All property changes (create, edit, delete) are logged in the book's [Events](https://bkper.com/docs/guides/using-bkper/events.md) feed.
## Book properties
Book-level properties store information that applies to the entire Book — a tax ID, company address, base currency code, or any configuration data your automations need. They are especially valuable in automated workflows where bots read Book properties to determine how they should behave.
To manage Book properties, open your Book's **Settings** (⚙️), go to **Configurations > Book Properties**, and add or modify key/value pairs.
**Common examples:**
| Key | Value | Purpose |
| --- | --- | --- |
| `tax_id` | `12.345.678/0001-90` | Company tax identification |
| `exc_code` | `BRL` | Base currency for exchange bots |
| `address` | `123 Main St, São Paulo` | Company contact info |
## Account properties
Account properties are ideal for storing contact information, external identifiers, or metadata specific to individual accounts. Emails, URLs, and phone numbers are rendered as **clickable links** in the chart of accounts — clicking a phone number, for example, opens your configured calling app.
To manage account properties, open the account editor, expand the properties section, and add or modify key/value pairs.
**Common examples:**
| Key | Value | Purpose |
| --- | --- | --- |
| `email` | `client@example.com` | Clickable contact link |
| `phone` | `+55 11 99999-0000` | Opens calling app |
| `exc_code` | `USD` | Currency for exchange bots |
| `external_id` | `CUST-4829` | Reference to an external system |
## Group properties
Group properties work the same way as account properties but apply to an entire group. They are commonly used to configure bot behavior — for example, setting a tax rate on an expense group so a Tax Bot can calculate taxes automatically for every transaction in accounts under that group.
To manage group properties, hover over the group name in the sidebar, click **More > Edit**, then expand the properties section.
**Common examples:**
| Key | Value | Purpose |
| --- | --- | --- |
| `tax_rate` | `0.21` | Tax Bot calculates taxes at 21% |
| `exc_amount` | `buy` | Exchange Bot uses buy rate |
| `inventory_type` | `fifo` | Inventory Bot uses FIFO method |
## Transaction properties
Transaction properties attach metadata to individual transactions — useful for storing invoice numbers, reference codes, purchase order IDs, or any other per-transaction data that doesn't belong in the description.
To add properties, open a transaction for editing and expand the properties section to enter key/value pairs.
**Common examples:**
| Key | Value | Purpose |
| --- | --- | --- |
| `invoice` | `INV-2026-0042` | Invoice reference |
| `po_number` | `PO-1234` | Purchase order tracking |
| `receipt_url` | `https://...` | Link to digital receipt |
## Properties in Google Sheets
When you use the [Bkper Add-on for Google Sheets](https://bkper.com/docs/guides/google-sheets.md), properties integrate seamlessly through the column header system. Any column header that is not a [recognized system column](https://github.com/bkper/bkper-sheets#column-headers) automatically becomes a property key — the header is the key and each cell value is the property value.
This works for all entity types that support properties:
- **[Save Transactions](https://github.com/bkper/bkper-sheets#transaction-columns)** — non-system columns become transaction properties
- **[Save Accounts](https://github.com/bkper/bkper-sheets#account-columns)** — non-system columns become account properties
- **[Save Groups](https://github.com/bkper/bkper-sheets#group-columns)** — non-system columns become group properties
When you **fetch** data back to Sheets, properties appear as additional columns alongside the system columns, making them available for reporting and analysis.
> **Note**
> Book properties cannot be recorded via Google Sheets — manage them directly in the web app through **Settings > Book Properties**.
## Properties in automations
Properties are the primary configuration mechanism for [Bots](https://bkper.com/docs/guides/automations/apps-and-bots.md) in Bkper. Each bot defines its own set of expected property keys — consult the documentation for the specific bot you are using to learn which properties to set.
Common patterns:
- **Book properties** tell a bot _how_ to behave globally — for example, the [Exchange Bot](https://bkper.com/apps/exchange-bot.md) reads `exc_code` from the Book to know the base currency.
- **Account properties** tell a bot _what_ applies to specific accounts — for example, `exc_code: USD` on an account tells the Exchange Bot which currency that account tracks.
- **Group properties** configure behavior for entire groups — for example, the [Tax Bot](https://bkper.com/apps/sales-tax-bot.md) reads `tax_included_rate` and `tax_excluded_rate` from a group to calculate taxes on all transactions in that group's accounts.
- **Transaction properties** carry per-entry metadata that bots can read or write — for example, storing the calculated tax amount after processing.
## Properties in the audit trail
Every property change — create, edit, or delete — generates an [Event](https://bkper.com/docs/guides/using-bkper/events.md) in the Book's Activities panel. This means you have a complete history of who changed which property, when, and what the previous value was.
This is important for compliance and debugging: if an automation misbehaves because a property value was changed, you can trace exactly when and by whom the change was made.
---
source: /docs/guides/using-bkper/record-by-email.md
# Record Transactions by Email
The Bkper Email integration lets you record new transactions with attachments directly by email. Forward invoices, receipts, bills, or any other documents to your Bkper book, and the [Bkper Agent](https://bkper.com/apps/bookbot.md) transforms them into draft transactions.
## How document parsing works
When you email attachments to your Bkper book, the Bkper Agent analyzes each attachment and automatically extracts the relevant financial data — dates, amounts, descriptions, and line items — to create transactions.
The Agent handles different document types intelligently:
| Document Type | What Gets Created |
| --- | --- |
| **Invoices and Receipts** | A single transaction with the total amount, vendor details, and date extracted from the document |
| **Bank Statements** | Multiple transactions — one for each line item in the statement |
| **Bills** | A single transaction with payee, amount, and due date information |
Any files you attach are preserved with the resulting transactions for your records.
## Sending your first email
Sign into your Bkper account and open the book where you want to send the email. Click the **More** button and select **Record Transactions by email**.
Gmail opens with a new email addressed to your book. Attach your documents and send.
The Bkper Agent processes your attachments and creates draft transactions for your review.
## Using other email providers
While Bkper opens Gmail by default, you can send from any email client. Your book's unique address follows this format:
```
[bookid]@books.bkper.com
```
You can find your Book ID in the URL when viewing the book. Save this address as a contact for quick access from Outlook, Yahoo Mail, Apple Mail, or any other client.
## Email structure reference
| Email Field | Becomes |
| --- | --- |
| **To** | Your book's unique address |
| **Subject** | Context for processing the transaction |
| **Body** | Transaction data (date, amount, description) if no attachment |
| **Attachments** | Parsed by Bkper Agent into transactions |
> **Note**
> You must have write permissions on a book to record draft transactions by email.
---
source: /docs/guides/using-bkper/record-guide.md
# Record Guide
Easy recording for team members makes all the difference when it comes to keeping books up to date.
When recording a transaction, the position and case of the text you enter does not matter. Bkper parses the description intelligently:
- The first **value** found is treated as the transaction amount.
- The first **account** found is treated as the **From Account**.
- The second **account** found is treated as the **To Account**.
- The **language** in which you type is irrelevant.
From and To Accounts are discovered automatically when you enter their **names**, previously used **descriptions**, **hashtags**, or **location**.
> **Note**
> The amount format depends on your [Book's settings](https://bkper.com/docs/core-concepts.md#books) (commas or points as decimal separators). Languages written right-to-left finish with the hashtag on the left side.
## Description
Any text that Bkper does not recognize as an account, amount, date, or command is recorded as the transaction's description.
## Amount
Record an amount like **35.95** anywhere in the input — the order does not matter. Bkper matches the number format to your Book's settings.
> **Note**
> For a Book with 2 fraction digits and a comma separator, a record like *"invoice 12345 value 12,34"* will interpret the value as 12,34, since it better matches the Book's settings.
## Hashtags
Add a hashtag like **#sometag** to tag the transaction. Tags help you categorize and search for transactions later.
> **Tip**
> Record a tag with a minus sign in front of it (e.g. **-#sometag**) to make Bkper forget that tag. The system will stop replacing words or finding accounts automatically based on that tag until you record it again.
## Dates
Enter a date like **05/21/2025** to record on a specific date. You can also use a short form like **05/21** to record on that date in the current year. The date format follows your Book's settings.
## Record Multiplier (Monthly Installments)
Use the **$Nx** syntax to repeat a transaction across multiple months. For example, **$4x** records the entry as a draft for the next four months on the same day.
> **Note**
> Use the letter "x" — not the multiplication asterisk. This feature only works in the one-line input, not in the expanded form.
As an example, entering `22000 #rent $4x` produces four monthly draft entries:
The resulting transactions appear in the Book:
## Attachment
You can attach files to a record by clicking the paperclip icon to upload, or by dragging and dropping a file onto the input form. You can also drag and drop a file onto an existing entry (draft or posted transaction).
## URL (Links)
Record a link to associate an external resource URL with a transaction.
## Ignoring Text with Quotes
To prevent Bkper from processing certain parts of your description — like timestamps or reference numbers — wrap that text in quotes. For example, `"10 Gas "at 10:56""` ensures that `at 10:56` is not interpreted as an account match.
> **Tip**
> This is useful when descriptions contain metadata like times, locations, or reference numbers that should not affect account matching.
## Putting It All Together
A complete record might look like:
`205.00 01/01/2025 $5x #insurance #car`
This records 5 drafts on the first day of January through May, each with the value 205.00 and the description **#insurance #car**.
---
source: /docs/guides/using-bkper/search-and-queries.md
# Search & Queries
**Bkper Search** filters transactions and balance values with one query language. The same syntax works in the Bkper web app, the Search Assistant, the Bkper Add-on for Google Sheets, Bkper Functions, Apps Script, and API-based workflows.
Use search when you need to:
- find transactions by account, group, amount, date, status, user, hashtag, or text
- filter the balance sheet or transaction list to a specific scope
- build reusable reporting queries for Google Sheets
- create rolling reports with relative date variables
## Search Assistant
The Search Assistant helps you build queries visually from the Book search bar. It is useful when you do not remember the exact syntax or want suggestions based on the current Book.
Use it to select:
- transaction status, such as draft, checked, unchecked, or trashed
- Accounts and Groups from your Book
- absolute dates from a date picker
- the date type to search against
Available date types are:
- **Transaction Date** — the business date assigned to the transaction.
- **Post Date** — the date the transaction was posted.
- **Update Date** — the date the transaction was last modified.
When you run the search, Bkper writes the assembled query into the search bar and executes it. This makes the Search Assistant a good way to learn query syntax before reusing the same query in Google Sheets or automation code.
## Using search directly
You can type queries directly in the Book search field and press **Enter**.
Use quotes around Account or Group names that contain spaces:
```txt
account:'Bank Account'
group:'Cost of Goods Sold'
```
A query can combine several conditions. By default, Bkper treats multiple conditions as **AND** conditions, so all of them must match.
### Account and Group filters
| Operator | Description | Example |
| ---------- | ------------------------------------------------- | ---------------- |
| `account:` | Transactions involving an Account | `account:Cash` |
| `from:` | Transactions where resources leave an Account | `from:Cash` |
| `to:` | Transactions where resources arrive at an Account | `to:Expenses` |
| `group:` | Transactions or balances scoped to a Group | `group:Expenses` |
### Transaction status filters
| Operator | Meaning |
| -------------- | ----------------------------------- |
| `is:draft` | Incomplete or unposted transactions |
| `is:posted` | Posted transactions |
| `is:checked` | Reviewed transactions |
| `is:unchecked` | Posted but not checked transactions |
| `is:trashed` | Trashed transactions |
### User filters
| Operator | Description | Example |
| ------------ | ------------------------------------- | ---------------- |
| `createdBy:` | User who recorded the transaction | `createdBy:arun` |
| `updatedBy:` | User who last updated the transaction | `updatedBy:arun` |
### Account type filters
Use account type keywords without a colon:
| Keyword | Meaning |
| ----------- | ------------------ |
| `asset` | Asset Accounts |
| `liability` | Liability Accounts |
| `incoming` | Incoming Accounts |
| `outgoing` | Outgoing Accounts |
### Date filters
| Operator | Description | Example |
| ---------------- | ------------------------------ | ---------------------------------------- |
| `on:` | A specific day, month, or year | `on:2025`, `on:2025-01`, `on:2025-01-31` |
| `after:` | On or after a date | `after:2025-01-01` |
| `before:` | Before a date | `before:2026-01-01` |
| `after: before:` | A date range | `after:2025-01-01 before:2026-01-01` |
> **Note**
> `after:` is inclusive and `before:` is exclusive. For the full year 2025, use `after:2025-01-01 before:2026-01-01`.
### Creation and update date filters
Use `using:` when the date condition should apply to creation or update timestamps instead of the transaction date.
| Operator | Description | Example |
| ----------------- | -------------------------------- | ---------------------------------------------------- |
| `using:createdAt` | Search by creation date | `using:createdAt after:2025-02-07 before:2025-02-10` |
| `using:updatedAt` | Search by last modification date | `using:updatedAt after:$d-2` |
### Date variables
Date variables create dynamic, relative dates. They are useful for saved queries and Google Sheets reports that should update automatically.
| Variable | Meaning | Example |
| -------- | --------------- | ----------------------------------------------------- |
| `$d` | Relative days | `$d-14` means 14 days ago; `$d+1` means tomorrow |
| `$m` | Relative months | `$m-3` means 3 months ago; `$m+1` means 1 month ahead |
| `$y` | Relative years | `$y-1` means last year; `$y+1` means next year |
Examples:
```txt
after:$d-14 before:$d+1
```
Returns a rolling range covering the last 14 days through tomorrow.
```txt
group:'Revenue' after:$m-24
```
Returns Revenue activity across a rolling 24-month window.
### Amount filters
| Operator | Description | Example |
| --------- | ------------ | ------------- |
| `amount:` | Exact amount | `amount:2000` |
| `amount>` | Greater than | `amount>1000` |
| `amount<` | Less than | `amount<1000` |
### Logical operators
| Operator | Description | Example |
| -------- | ---------------------- | --------------------------------------------- |
| `AND` | Match all conditions | `amount:2000 AND account:Expense` |
| `OR` | Match either condition | `account:'Revenue' OR account:'Other Income'` |
| `NOT` | Exclude matches | `NOT "Bank Account"` |
### Balance periodicity
Use `by:` to change how balance values are grouped in charts and reports.
| Operator | Description |
| -------- | ----------------------- |
| `by:d` | Balance values by day |
| `by:m` | Balance values by month |
| `by:y` | Balance values by year |
### Find salary payments from a specific Account
```txt
account:'Brex Cash' ('Salary Pat' OR 'Salary Michael') before:2026-01-01
```
This finds transactions involving the Brex Cash Account where the transaction text matches either salary phrase before 2026.
### Build a rolling income report
```txt
group:'Revenue' OR group:'COGS' after:$m-24 by:m
```
This shows Revenue and Cost of Goods Sold over the last 24 months, grouped monthly.
### Filter a full reporting year
```txt
after:2025-01-01 before:2026-01-01
```
This covers the full 2025 calendar year because the start date is included and the end date is excluded.
## Saved queries
Saved queries reduce the effort of recurring reporting. Prepare the search conditions once, then save the query with a meaningful name.
Saved queries are useful when you need to:
- re-run the same report in the web app
- fetch the same filtered data into Google Sheets
- use date variables for rolling periods
- share a consistent reporting definition with a team
> **Tip**
> Saved queries are available on paid plans.
>
> See [Bkper pricing](https://bkper.com/pricing/).
### Saving a query
To save a query:
1. Open the Book.
2. Type or build the query in the search field.
3. Open the search context menu.
4. Select **Save Query**.
5. Give the query a clear name.
6. Confirm.
A good saved query name describes the report and period, such as `Monthly Revenue last 24 months` or `Unchecked bank imports`.
### Using a saved query
In the web app, saved queries appear with the Book navigation and can be run again with one click.
In Google Sheets, open the Bkper Add-on, choose the Book, and select the saved query from the Fetch workflow. The add-on pulls the matching transactions or balances into the spreadsheet.
## Where queries work
The query language is universal across Bkper:
- **Web app** — search and filter transactions, balances, and charts.
- **Search Assistant** — build valid queries visually.
- **Bkper Functions** — pass queries to `BKPER_BALANCES` and `BKPER_TRANSACTIONS`.
- **Bkper Add-on for Google Sheets** — fetch filtered balances and transactions.
- **Google Apps Script and API workflows** — pass queries programmatically.
A query that works in one place works in all of them. You can prototype a query in the web app, save it, and reuse it in Google Sheets or automation code.
## Related guides
- [Google Sheets Add-on](https://bkper.com/docs/guides/google-sheets.md)
- [Chart Reports](https://bkper.com/docs/guides/using-bkper/chart-reports.md)
- [Bkper Functions](https://github.com/bkper/bkper-sheets#functions-reference)
---
source: /docs/guides/using-bkper/signing-in.md
# Sign in to Bkper
Bkper uses **Google Sign-In**. Your Google Account is how Bkper recognizes you when you access the app and related Google Workspace integrations.
You can sign in with a **Gmail** account, a **Google Workspace** account, or any other email address linked to a **Google Account**.
## Before you sign in
If you use a work email, the main thing to confirm is whether it already belongs to **Google Workspace** or still needs to be linked to a **Google Account** first.
## How to sign in
1. Go to [bkper.app](https://bkper.app)
2. Click **Sign In**
3. Follow the Google sign-in steps
The first time you sign in, Google may ask you to authorize Bkper to recognize your account. Future sign-ins are usually simpler unless your session changes or access is revoked.
## Using a company or non-Gmail email
Many people use a company or domain email, such as `name@yourcompany.com`, instead of Gmail. You can still sign in to Bkper with that address as long as it is linked to a Google Account.
### Google Workspace account
If your organization uses Google Workspace, your company email is already a Google Account. Just sign in with that email as usual.
### Non-Google email provider
If your company email is hosted outside Google, you can create a Google Account using that same address and then use it to sign in to Bkper. You do not need to create a separate Gmail inbox just to use Bkper.
> **Tip: You don’t need Gmail**
> Bkper works with Gmail, Google Workspace, and non-Gmail email addresses that are linked to a Google Account.
## Who manages sign-in and security
Bkper uses Google Sign-In, but Google manages most identity and security settings for your account. That includes your password, email verification, account recovery, two-factor authentication, and general sign-in security.
If you use **Google Workspace**, your administrator may also manage organization-wide sign-in policies and security requirements for your company account.
Bkper manages what happens inside Bkper itself, including your access to the app, your Books, collaboration, and sharing permissions.
## What Bkper accesses
When you sign in for the first time, Google may ask you to authorize Bkper. This lets Bkper use your basic profile information, including your name and email address, so it can recognize your account.
Bkper does **not** gain access to unrelated personal content like your Gmail inbox just because you signed in with Google.
Some Bkper integrations request additional permissions separately when needed. For example, the [Google Sheets Add-on](https://bkper.com/docs/guides/google-sheets.md) asks for its own access scopes.
## If you can’t sign in
First, make sure you are signing in with a **Google Account**. If you use a work email, confirm whether it is already part of **Google Workspace**. If it is not managed by Google, create a Google Account with that same address first.
If the problem is related to your password, email verification, account recovery, or two-factor authentication, check your Google Account settings or contact your Google Workspace administrator.
## Next steps
Start by [signing in to Bkper](https://bkper.app). After that, learn how [Books](https://bkper.com/docs/guides/using-bkper/books.md) work.
---
source: /docs/guides/using-bkper/transactions.md
# Transactions
Transactions are at the heart of Bkper — they track the movement of value between **Accounts**, keeping your financial records accurate and always balanced. The more transactions you record and post, the smarter Bkper becomes, automatically recognizing patterns and completing entries for you over time. For a deeper look at the model, see [Core Concepts — Transactions](https://bkper.com/docs/core-concepts.md#transactions).
## Changing transaction order
Click the **arrow button** in the upper-right corner of the transaction list to switch between:
- **Newest at the top**
- **Newest at the bottom**
Bkper remembers your preference.
## Recording a transaction
You can record transactions using **any text, file, or URL** as input. Entries can come from the Bkper web app, mobile app, Google Sheets (via the [Bkper Add-on](https://bkper.com/docs/guides/google-sheets.md)), [Bank Connections](https://bkper.com/docs/guides/automations/bank-connections.md), email, or other user connections.
Type a description in the input field at the bottom of your Book. For example, if you took a taxi ride for **$25** and paid in cash, type **Taxi 25** and press the **Post** button.
At this point, the transaction is recorded in a **Draft** state. Bkper hasn't assigned any accounts yet, so it remains incomplete and no account balances are updated.
### Hashtags in descriptions
Adding [hashtags](https://bkper.com/docs/guides/using-bkper/hashtags.md) to a transaction description — like `Office supplies 150 #inv4821` — makes the entry instantly searchable and helps the [Bkper Agent](https://bkper.com/apps/bookbot.md) learn account patterns. Click any hashtag to filter all transactions carrying that tag. Hashtags also enable [segment reporting](https://bkper.com/docs/guides/using-bkper/hashtags.md#segment-reporting): balance values cross-referenced by hashtag across accounts, useful for tracking projects, departments, or cost centers without adding accounts.
### Attaching files
You can attach receipts, invoices, and other documents directly to any transaction using the [Attachments](https://bkper.com/docs/guides/using-bkper/attachments.md) feature — via the paperclip icon, drag-and-drop, or by [forwarding emails](https://bkper.com/docs/guides/using-bkper/record-by-email.md) to your Book. Multiple files per transaction are supported, with a 20 MB limit per file. Images and PDFs render inline for quick review.
### External links
You can also add [external links](https://bkper.com/docs/guides/using-bkper/external-links.md) to a transaction — URLs pointing to invoices, documents, or resources in other systems. Paste a URL in the input field when recording, or click the link icon on an existing transaction. External links complement attachments: link to the source and attach a local copy.
### Transaction identifiers
When importing or exporting transactions (for instance, via Google Sheets), Bkper uses different types of IDs to prevent duplicates and enable updates. See the [Unique, Transaction, and Remote IDs](https://bkper.com/docs/guides/google-sheets/identifiers.md) guide to understand how external IDs map to Bkper transactions.
## Posting a transaction
To post a transaction, press the **green >>** or **red >>** button at the beginning of the transaction. If accounts aren't yet assigned, click the red **>>** symbol to open the form and assign the **From Account** and **To Account**:
- **From Account** — where the value is coming from (e.g. **Cash**)
- **To Account** — where it's going (e.g. **Transport Expense**)
Once posted, the transaction moves to the **Unchecked** state and your account balances are updated. Bkper also learns this pattern for future transactions — type **Taxi 30** next time and it will automatically suggest the same accounts.
## Transaction states
Every transaction moves through states that keep your financial data accurate, auditable, and always under your control.
### Draft
When you record a new transaction, it begins as a Draft. At this stage it **does not affect account balances**. A Draft can be **incomplete** (red **>>**) if it's missing a date, amount, From Account, or To Account — or **complete** (green **>>**) and ready to post. Trashed Drafts can still be recovered.
Over time, the [Bkper Agent](https://bkper.com/apps/bookbot.md) learns from your entries and completes more records for you.
### Unchecked
Once posted, a transaction moves to **Unchecked**:
- It **updates account balances** and becomes part of your financial records
- It can still be **edited**, trashed, or recovered
- It can be **checked** to lock it for accuracy
### Checked
A **Checked** transaction is locked for financial integrity:
- It **cannot be edited**, preventing accidental changes
- It **cannot be deleted**, keeping your records secure
- Only users with **edit permissions** can uncheck it if adjustments are necessary
### Trashed
When a transaction is trashed, it moves to the trash bin instead of being permanently erased. Both Draft and Unchecked transactions can be recovered. Checked transactions cannot be trashed.
### Searching transactions
Use the [query language](https://bkper.com/docs/guides/using-bkper/search-and-queries.md) to filter transactions by status, account, date, amount, or description. Status operators like `is:draft`, `is:checked`, and `is:unchecked` let you find transactions in a specific state — combine them with account and date filters for precise reporting, such as `is:unchecked account:Cash after:$m-1` to find all unchecked cash transactions from the last month.
## Editing a transaction
To modify a transaction, click the **pencil icon** at the beginning of the transaction.
### Transaction properties
You can attach [custom properties](https://bkper.com/docs/guides/using-bkper/properties.md) to individual transactions — invoice numbers, purchase order references, receipt URLs, or any per-entry metadata that doesn't belong in the description. Open a transaction for editing and expand the properties section to add key/value pairs.
Properties keep transaction descriptions clean while making structured data available for search, reporting, and automations. See the [Properties guide](https://bkper.com/docs/guides/using-bkper/properties.md#transaction-properties) for details.
## Checking and unchecking
To **check** an Unchecked transaction, click the **gray check icon** — this locks it from further modifications. To **uncheck** a Checked transaction, click the **green check icon**. Only **Book Owners or users with Edit permissions** can uncheck transactions.
## Trashing and restoring
To delete a transaction, click the **trash bin icon** at the end of the transaction. To restore a deleted transaction, click **Trash** in the left menu, find the transaction, and click the **restore icon** at the beginning of the transaction.
## Split transactions
In Bkper, each transaction has exactly **one From Account and one To Account**. To split a transaction across multiple accounts, use an intermediate account to break the total into its component parts.
Imagine a **$100** purchase at a supplier using a credit card, where **$60** is for office materials and **$40** is for a maintenance service. Record it in two steps:
First, record the total payment to the supplier:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/15/2026 | 100.00 | Credit Card | >> | Supplier | Total purchase |
Then, split the expense using the supplier as the intermediate:
| Date | Amount | From Account | | To Account | Description |
| --- | --- | --- | --- | --- | --- |
| 01/15/2026 | 60.00 | Supplier | >> | Office Materials | Office supplies |
| 01/15/2026 | 40.00 | Supplier | >> | Service Fees | Maintenance service |
This ensures the credit card's running balance matches its statement and expenses are properly categorized. In this example, the Supplier account acts as a temporary clearing account that is fully cleared by the two split entries.
> **Tip**
> The same approach works for receivables or any situation involving multiple origin or destination accounts — just use an intermediate account to connect the flows.
### Copying a transaction
Select a transaction using the **checkbox**, then click the **+** button in the input bar to open the input form in order to *copy* it. Post the transaction from the form to *paste* it as a new Transaction.
### Merging transactions
Select two transactions using the checkboxes, then click the **merge button** in the top menu.
Merging creates a new transaction that combines the data from both originals. The merge button only appears when exactly two eligible transactions are selected — neither can be checked, trashed, or locked. When merging, Bkper gives priority to transactions from connected banks over manually created ones. If both come from the same source, the older transaction anchors the result. Accounts, description, properties, URLs, and attachments are merged together — the priority transaction's values win on conflicts, while the other fills in any gaps. If either original has a remote ID from an external source, both IDs are carried over to the merged transaction to prevent future duplicate imports.
After the merge, the two originals are sent to the Trash and the merged transaction is posted if at least one original was posted, or saved as a draft if both were drafts. To undo a merge, restore the originals from the Trash and delete the merged transaction.
### Batch editing
Select **two or more transactions**, then click the **pencil icon** in the top menu to edit them in bulk. Batch edits on draft transactions do not post the modified transactions.
### Batch deleting
Select **two or more transactions**, then click the **trash bin icon** in the top menu to delete them at once.
## Related
- **[Record Guide](https://bkper.com/docs/guides/using-bkper/record-guide.md)** — detailed recording workflows, including date and amount formats, account completion, and the record form
- **[Record by Email](https://bkper.com/docs/guides/using-bkper/record-by-email.md)** — record transactions by sending an email to your Book