Introduction to Bokapsys

Bokapsys is online bookkeeping software that does most of the routine work for you. You bring in your bank data, AI files each transaction to the right account, and Bokapsys keeps a proper double-entry ledger from which your reports, reconciliations and budgets are built. You can then ask questions about your own numbers in plain English.

You sign in at ai.bokapsys.com.

Who it is for

Business owners

Keep your own books without being an accountant. Connect a bank, let the AI do the sorting, and read a Dashboard and Income Statement you can trust.

Bookkeepers and finance teams

Work in one shared workspace with roles and permissions, correct classifications once for the whole company, reconcile every account, and post journal entries, accruals and schedules.

Accounting firms

Sign up as a firm and look after many clients from one firm console, with document requests, messages, jobs, time and billing, signatures and a client portal.

How it works

Everything in Bokapsys follows the same loop. Each step feeds the next, so a figure on the Dashboard can always be traced back to the bank line it came from.

1. Bring in bank data. Connect a bank or credit-card account for a live feed, or upload the PDF, CSV or Excel files your bank gives you. Each money row you import is called a statement.
2. AI maps each statement to your chart of accounts. Your chart of accounts is the list of categories your books use, such as Sales, Rent or Software. Bokapsys suggests a vendor and an account for every statement and learns from every correction you make.
3. Statements are posted to the general ledger. The general ledger is the master record of every debit and credit. Once a statement is mapped it is posted there, automatically or when you click Post Now, depending on your settings.
4. You reconcile. Reconciliation compares the balance on your real bank statement with the balance in your books for the same date, so you know nothing is missing or counted twice.
5. Reports build themselves. The Income Statement, Balance Sheet, Cash Flow and Trial Balance, the Dashboard, Budget Planning and Smart Chat all read the same ledger, so they always agree with each other.

Invoicing, bills and AI tools sit on top of the same ledger. When you post an invoice or pay a bill, it lands in the same books as your bank statements, and your reports update with it.

Tip

Want to see the loop before you sign up? The live demo runs it on a sample business, or on a file of your own, in about a minute.

What each part of the app does

The sidebar groups pages by what you are trying to do. You only see the pages your role and plan give you access to.

Area	What you do there
Dashboard	See income, expenses, net profit and trends for whole completed months, plus items that need your attention.
Smart Chat	Ask questions about your books, such as “what did I spend on software last quarter?”, and get tables, charts and exports back.
AI Agents and Workflows	Build reusable AI assistants, and schedule automations that report back to you.
Budget Planning	Set a monthly budget by category and track spending against it.
Approvals	Approve or reject invoices, bills, payments and journal entries routed to you.
Inbox	Connect a mailbox so invoices, bills and statement files sent by email can be brought in once you accept them.
Import Bank Data	Live Bank Feeds, Upload Bank Files, Mapping Statements and Data History: everything about getting statements in and mapped.
Statements	View Statements to search, edit, split and export statements; Analyze Statements for breakdowns and trends.
Accounting	Journal entries, the general ledger, accruals, depreciation, prepaid and loan schedules, financial reports, chart of accounts, reconciliation, trial balance import, year-end close and reporting settings.
Invoicing (AP-AR)	Customers, invoices, online payments, recurring invoices, vendors, bills, aging reports and approval policies.
Payroll	Pay your US employees: people, pay schedules, pay runs, tax withholding, payslips, direct-deposit bank files and benefits, with every posted run recorded in your books. Available in every workspace; see Payroll overview.
Tax	Payroll tax deposits and returns (941, 940, W-2, state reports), contractor 1099s and sales tax, prepared for you to review and file yourself. Available in every workspace; see Tax overview.
My Accountant	Work with your accounting firm: documents, requests, messages, signatures, and control over what the firm can see and do.
Migrate	Bring your books over from QuickBooks Online.
Account	Your profile, team and roles, company settings, branding and workspaces.

At the bottom of the sidebar you will find Subscriptions, Contact us and the User Guide.

Your workspace is shared

Bokapsys keeps each company’s books in its own workspace. Everything in a workspace belongs to the company, not to the person who created it. When one teammate maps a statement or posts an entry, everyone else whose role allows it sees the change straight away. Your role decides what you can see and do; it never hides another member’s work from you. Read more in Key concepts.

Next steps

QuickstartGo from a new account to your first Income Statement.

Key conceptsWorkspaces, statements, mapping, posting and reconciliation explained.

Try the demoSee Bokapsys work on sample data with no sign-up.

For accounting firmsRun your practice and your clients from one console.