Bringing in bank data
Your books start with your bank. Every deposit, card payment and transfer becomes a statement in Bokapsys: one row of money with a date, a description and an amount. This page explains the ways statements get in, and what happens to them before they reach your reports.
You find all of this under Import Bank Data in the sidebar.
Two ways in, one set of books
Section titled “Two ways in, one set of books”There are two main routes for bank data. You can use either, or both at once.
Two more routes cover special cases:
- Inbox lets you connect your Outlook or Gmail mailbox and import a statement that arrived as an email attachment. It goes through exactly the same steps as a file you upload. See Email inbox.
- Migrate → From QuickBooks brings your existing books across once, if you are moving from QuickBooks Online. See Migrate from QuickBooks.
Whichever route a transaction takes, it ends up in the same place and is treated the same way:
- It is classified the same way, so a correction you make once applies to bank-feed and uploaded statements alike.
- It is checked against everything already in your books, so the same transaction can’t be counted twice, even if it arrives once from a file and once from a bank feed. See Duplicates.
- It posts to the same general ledger (the master record of every accounting entry), so your reports reflect it automatically.
Every bank account is a real account in your books
Section titled “Every bank account is a real account in your books”When you add a bank account, by uploading for it, connecting it through a live feed or adding it in Company Settings, Bokapsys creates a matching account in your Chart of Accounts, named after the bank account. A checking or savings account becomes a cash account. A credit card becomes a liability account, because the balance on a card is money you owe. That is why each account’s balance can be reconciled separately.
One shared mapping queue
Section titled “One shared mapping queue”Before a statement can count in your reports, it needs an account from your Chart of Accounts. For example, a coffee shop purchase might go to Meals, a client payment to Sales. Bokapsys calls this mapping.
Bokapsys maps statements for you. It uses what it has learned from your earlier corrections first, then AI for anything new. All of it happens on one page, Mapping Statements, whether the statements came from a file or a bank feed. Each upload and each bank sync appears there as its own card, so you can follow it from start to finish. See Mapping Statements.
The steps a file goes through
Section titled “The steps a file goes through”- 1Uploaded
- 2Extracting
- 3Queued
- 4Grouping
- 5Review needed
- 6AI Mapping
- 7Completed
Each file card on Mapping Statements shows a progress bar. Expand the card to see a step-by-step tracker. Here is what each step means:
| Step | What is happening |
|---|---|
| Uploaded | Bokapsys has received the file and it is waiting to be read. |
| Extracting | Bokapsys is reading the statements out of the file. For a PDF this means reading each page, and it takes the longest. |
| Queued | The statements have been read and are waiting their turn to be imported. Files from one batch are imported in order, so each one is checked against the files before it. |
| Grouping | Bokapsys is checking for duplicates and writing the statements into your books. |
| Review needed | The statements are imported, but something needs a decision from you. A Resolve button appears on the card. Most files never stop here. |
| AI Mapping | Bokapsys is assigning an account to each statement and posting it to your books. |
| Completed | The statements are imported and mapped. Use Review if you want to check or change anything. |
If a file can’t be read at all, its card shows Failed instead.
All of this runs in the background. Once your files are uploaded you can close the page, open another one or sign out, and processing carries on.