Key concepts
A handful of ideas explain almost everything Bokapsys does. Read this page once and the rest of the docs, and the app, will make more sense.
Workspace
Section titled “Workspace”A workspace holds one company’s books: its bank data, chart of accounts, ledger, invoices, reports, settings and team. Nothing ever crosses from one workspace to another.
Everything inside a workspace belongs to the company, not to the person who created it. A report, a budget, a categorization rule or a mapped statement created by one member is immediately available to every other member whose role allows it. Usage limits, such as AI usage and transaction counts, are also shared across the whole workspace.
One sign-in can belong to more than one workspace, for example your own company and a client’s. You switch between them from Workspaces under Account. See Workspaces.
Members and roles
Section titled “Members and roles”Each person in a workspace is a member with a role. The role decides which pages they see and which actions they can take. Bokapsys comes with built-in roles: super admin, admin, manager, CFO, bookkeeper, auditor and user. You can also build custom roles from individual permissions.
Roles control access, never ownership. If your role lets you read statements, you read all of them, whoever imported them. The one exception is AI Agents and Workflows: each one can be private to its creator, shared with the whole workspace, or shared with named members. See Team and roles.
Chart of accounts
Section titled “Chart of accounts”Your chart of accounts is the list of categories your books use: assets such as cash and equipment, liabilities such as loans and credit cards, income, cost of sales and expenses. Every statement, invoice, bill and journal entry is filed to one of these accounts, and every report is built from them.
A standard chart is set up for you. You can add, rename, edit and delete accounts so it matches how your business works. Each bank or credit-card account you add gets its own account in the chart automatically. See Chart of accounts.
Statements and the general ledger
Section titled “Statements and the general ledger”Bokapsys keeps two related records, and the difference matters.
- A statement is one money row from your bank or card: a date, a description and an amount. Statements arrive from a live bank feed or from a file you upload.
- The general ledger is your accounting record. It holds double-entry lines: every transaction is recorded as a debit to one account and a matching credit to another, so the books always balance. Your reports are built from the general ledger, not from statements.
- 1Statement arrives
- 2Mapped to an account
- 3Posted to the ledger
- 4Reconciled
- 5In your reports
A statement reaches the ledger in two steps:
- Mapping. The statement is assigned an account from your chart of accounts, such as Office Supplies or Sales.
- Posting. The mapped statement is written to the general ledger as a balanced entry.
Mapping
Section titled “Mapping”Mapping is the act of giving each statement a vendor, a type and an account. Bokapsys does it for you in this order:
- Rules you have taught it. Every time you correct a statement, Bokapsys remembers that description and applies your choice next time.
- Your own history. A description you have already classified is classified the same way again.
- AI. Anything new is classified by AI.
Money moving between your own accounts, cash withdrawals and cash deposits are recognised as transfers and handled separately so they are not counted as income or expense. See Transfers and cash.
If the AI cannot place a statement with confidence, it files it to Uncategorized Income or Uncategorized Expense so your books stay complete, and flags it for you to reclassify. You can switch this off in Company Settings under Posting Config, in which case those statements stay unmapped until you classify them. See Mapping statements.
Posting: automatic or manual
Section titled “Posting: automatic or manual”Posting writes an entry into the general ledger. For each source, such as bank statements, journal entries, accruals, depreciation, invoices and bills, you choose:
- Auto-post: entries are posted for you without a click.
- Manual: entries wait until you review them and click Post Now.
Most sources start on Auto-post. Customer invoices and vendor bills start on Manual so they are reviewed before they reach the ledger. Whichever you choose, a Post Now button is always available on the page when something is waiting. See Posting settings.
A posted entry is never deleted. To undo one, you reverse it on the page where it was created, which keeps a complete audit trail.
Reconciliation
Section titled “Reconciliation”Reconciliation checks that your books agree with the bank. For one bank or card account and one date, you enter the closing balance from the real bank statement, and Bokapsys compares it with the balance in your books. Any difference is usually timing: payments you recorded that have not yet cleared the bank. Once a period is reconciled, its statements are locked so they cannot change by accident. See Reconciliation.
Periods and the fiscal year
Section titled “Periods and the fiscal year”Your fiscal year is the twelve-month period your accounts cover. You set the month it starts in Company Settings under Regional Settings. Reports, the Last Financial Year period on the Dashboard and year-end close all follow it.
The Dashboard reports whole, completed calendar months. Choosing Last Month shows the most recent full month, and the month in progress is never mixed in, so a figure does not change underneath you as the month fills up.
Closing a fiscal year with Year-End Close moves the year’s profit into retained earnings and seals the year. See Year-end close.
Money in and out versus income and expenses
Section titled “Money in and out versus income and expenses”You will see two sets of totals in Bokapsys, and they answer different questions.
| Money in / Money out | Income / Expenses | |
|---|---|---|
| Where | View Statements and Analyze Statements | Dashboard and Financial Reports |
| What it counts | Cash moving through your accounts, for the statements currently in view | Posted ledger activity for a set period |
| Includes transfers between your own accounts | Yes | No |
| Includes statements not yet posted | Yes | No |
So the two will rarely match, and they are not meant to. A transfer from your savings to your checking account is money in for one account, but it is not income. When you want to know whether the business made a profit, use the Dashboard or the Income Statement.