Finding your way
Every page in Bokapsys sits inside the same frame: a sidebar on the left that takes you to every area of the app, and a header along the top with a page search and a row of icons. The page itself starts with its name in large type. Once you know the frame, you can find anything. This page walks through it.
Where you land when you sign in
Section titled “Where you land when you sign in”Bokapsys opens the page that fits your role:
| Who you are | Where you land |
|---|---|
| Someone at an accounting firm, signed in to the firm’s workspace | The Firm console. See Firms overview. |
| Anyone whose role can see the dashboard | The Dashboard. See Dashboard. |
| An employee who only has access to their own pay records | My Account, with links to payslips, tax forms, W-4 and direct deposit. See Employee self-service. |
| Anyone else | Your Profile. |
If you followed a link to a particular page, for example from an email, you go straight to that page instead.
The screen at a glance
Section titled “The screen at a glance”| Area | Where | What it is for |
|---|---|---|
| Logo | Top of the sidebar | Your company’s logo (or the Bokapsys logo). Click it to open Company Settings. |
| Workspace switcher | Next to the logo | Move between workspaces, if you belong to more than one. |
| Collapse sidebar | Top right of the sidebar | Shrink the sidebar to a narrow strip of icons, or widen it again. |
| Sidebar | Left | Every page you can open, in groups. |
| Sidebar footer | Bottom of the sidebar | Icons for Subscriptions, Contact us and User Guide. |
| Search pages | Top of the screen | Find any page by typing its name. Press Ctrl K (or ⌘ K on a Mac) from anywhere. |
| Header icons | Top right | Book a call, the AI Guide, light/dark, notifications and your account menu. |
| Page title | Top of the main area | The name of the page you’re on, in large type, often with a short line about what the page is for. |
| Main area | Centre | The page itself. |
The sidebar
Section titled “The sidebar”The top of the sidebar has single items. Below them are groups you click to open; a group opens to show its pages, and opening one group closes the one that was open. The group containing the page you’re on opens by itself, and the current page’s icon is filled with your brand colour.
A red number next to an item, such as Mapping Statements, counts things waiting for you there. When a group is closed, the number shows on the group instead.
Collapse the sidebar
Section titled “Collapse the sidebar”Click the panel icon at the top right of the sidebar (Collapse sidebar) to shrink it to a narrow strip of icons and give the page more room. Hover over an icon to see its name. Click the same icon (Expand sidebar) to widen it again. Bokapsys remembers your choice on that computer.
Items at the top
Section titled “Items at the top”| Item | What it does |
|---|---|
| Dashboard | Your business at a glance. See Dashboard. |
| Smart Chat | Ask questions about your books in plain English. See Smart Chat. |
| AI Agents | Saved assistant personas for Smart Chat. |
| Workflows | Scheduled reports and automations. See Workflows. |
| Budget Planning | Plan and track a budget. |
| Approvals | Things waiting for your approval. |
| Inbox | Financial email from a connected mailbox. |
Groups
Section titled “Groups”| Group | Pages inside |
|---|---|
| Import Bank Data | Live Bank Feeds, Upload Bank Files, Mapping Statements, Data History. How money gets in. See Bank data overview. |
| Statements | View Statements, Analyze Statements. Your bank rows once they’re in the books. See View statements. |
| Accounting | Manage Accruals, Journal Entries, General Ledger, Allocation Schedules (Depreciation, Prepaid Amortization, Debt Amortization), Financial Reports, Chart of Accounts, Reconciliation, TB Import, Year-End Close, Reporting Config. |
| Invoicing (AP-AR) | Accounts Receivable (Invoices, Customers, Payments, Recurring, AR Aging), Accounts Payable (Bills, Vendors, AP Aging), Approval Policies, My Delegations. See Invoicing overview. |
| Payroll | Payroll Dashboard, Run Payroll, People, Time & Leave, Compensation, Benefits, Payments, Payroll Reports, Payroll Settings. See Payroll overview. |
| Tax | Tax Dashboard, Tax Calendar, Filings, Deposits Due, Tax Payments, Sales Tax, Compliance, Tax Setup. See Tax overview. |
| My Accountant | A single item, shown when your accounting firm works with you in Bokapsys. See My Accountant. |
| Migrate | From QuickBooks, to bring your books over once. |
| Account | Profile, Team Management, Company Settings, Branding, Workspaces. People on the payroll also see My Payslips, My Tax Forms, My W-4 and My Direct Deposit here (see Employee self-service). |
Payroll and Tax are available in every workspace. Bokapsys can switch an area off for a particular workspace, and some items depend on your plan, so your sidebar may be shorter than this list. If an area you need is missing and your role should include it, ask Bokapsys through Contact us.
Sidebar footer
Section titled “Sidebar footer”Pinned to the bottom of the sidebar as a row of icons, always in the same place. Hover over an icon to see its name; the Subscriptions icon also shows your current plan.
| Item | What it does |
|---|---|
| Subscriptions | Your plan and usage. See Subscriptions. |
| Contact us | Send Bokapsys a message: pick the option that fits what you need, and the team replies by email. See Contact. |
| User Guide | A written guide to every area of the app, inside Bokapsys. |
If you work at an accounting firm, a Firm console item at the very top takes you back to your firm’s own console. See Firms overview.
The page title
Section titled “The page title”Each page starts with its name in large type, usually with a short line underneath saying what the page is for. The name matches the item you clicked in the sidebar, so you can always tell where you are. Buttons for the page’s main actions often sit on the same row.
Search for a page
Section titled “Search for a page”You don’t have to remember which group a page lives in. Search finds it for you.
- Click Search pages at the top of the screen, or press Ctrl K (⌘ K on a Mac) from any page. On a phone, tap the magnifying glass.
- Start typing a page name, such as “invoices” or “reconciliation”. Some pages also answer to everyday words: “employees” finds People, and “W-2” finds Filings.
- Use the arrow keys to move through the results, which are grouped by sidebar section, and press Enter to open one. You can also click a result.
- Press Esc to close search without going anywhere.
Search lists only the pages your role can open, the same as the sidebar. It finds pages, not your data. To ask about your numbers, use Smart Chat.
The header
Section titled “The header”From left to right, the icons at the top right of every page are:
| Icon | Name | What it does |
|---|---|---|
| Calendar (on a coloured button) | Speak with our accounting team | Opens a booking window where you pick a time for a call with the Bokapsys accounting team. If the window can’t load, the booking page opens in a new tab. |
| Sparkle | Ask AI Guide | Opens the AI Guide, a small chat in the bottom-right corner that answers questions about how to use Bokapsys (see below). |
| Sun, moon or monitor | Theme | Choose Light, Dark or System (follow your computer’s setting). The icon shows your current choice. |
| Bell | Notifications | Things that need your attention. A red badge shows how many are unread. See Notifications. |
| Your picture or initials | Account menu | On a wide screen, your name and email appear beside it. Opens the menu described below. |
Icons you don’t have access to are not shown; for example, the AI Guide icon needs Smart Chat in your role.
The account menu
Section titled “The account menu”Click your picture or initials. The menu lists your name and email, then:
| Menu item | Opens |
|---|---|
| Profile | Your name, picture and sign-in settings. See Profile and sign-in. |
| Security (2FA) | Two-step sign-in settings (if your role manages security). See Security overview. |
| Company Settings | Your business details and preferences. See Company settings. |
| Team Management | Members, roles and invitations. See Team and roles. |
| Subscriptions | Your plan. |
| Contact us | Message the Bokapsys team. |
| User Guide | The in-app guide. |
| Sign out | Signs you out and returns you to the sign-in page. |
Each item shows, in small grey text, where else you can find it (for example Sidebar footer), so you learn the sidebar as you go.
The AI Guide
Section titled “The AI Guide”The AI Guide answers “how do I…?” questions about the app, such as “How do I upload a statement?” or “How do I invite a team member?”.
- Click the sparkle icon in the header. A chat window opens in the bottom-right corner with a greeting.
- Type your question in Ask about any feature… and press Enter (or click the send arrow).
- Read the answer. Answers can include links that take you to the right page.
- Click the x at the top of the window to close it.
The AI Guide explains how Bokapsys works; it doesn’t look at your figures. To ask about your own numbers (“what did we spend on software last quarter?”), use Smart Chat.
Switch workspace
Section titled “Switch workspace”A workspace is one set of books, usually one business. If you belong to more than one, a button with the current workspace’s initials and a small arrow appears next to the logo. If you belong to only one, the button is hidden.
- Click the workspace button next to the logo. A list headed Switch workspace opens. If you belong to many workspaces, a search box appears at the top.
- Click the workspace you want. A crown marks the workspaces you own, and a tick marks the one you’re in.
- Bokapsys switches over and reloads your view. Everything you now see, including notifications, belongs to the new workspace.
The list also has Create new workspace, which asks for a Workspace name and creates a separate set of books.
How to check it worked: the logo, the initials on the workspace button and the data on the page change to the other workspace.
If an accountant is working in your books on behalf of their firm, they see a banner at the top: “You’re working in your company on behalf of their firm. All actions are audited.”
When the sidebar is collapsed, the workspace button is hidden. Expand the sidebar to switch workspace.
On a phone or small tablet
Section titled “On a phone or small tablet”On narrow screens the sidebar is hidden to make room. Tap the menu icon (three lines) at the top left to open it. When you tap a page, the menu closes by itself and shows the page. Tap the magnifying glass at the top to search for a page.
Banners you may see
Section titled “Banners you may see”- Payment failed. If your plan’s monthly payment didn’t go through, a red banner says the workspace is limited to the Free plan until it’s paid. If you manage billing, click Pay now. See Subscriptions.
- Working for a client. If you’re an accountant working in a client’s books, a banner names the client and your firm.
A reminder you may see
Section titled “A reminder you may see”If statements from your bank feeds or uploads are waiting for a Chart of Account, a window titled New statements need mapping can appear. Click Do it now to go and map them, or Remind me later to dismiss it for now. See Mapping statements.