Quickstart

This guide takes a brand-new workspace from empty to a full set of books. You will create an account, tell Bokapsys where your business is based, bring in some bank data, check the result and read your first report. Most people finish in under half an hour, much of which is Bokapsys working in the background.

Before you start

• Have one of the following ready: your online banking sign-in (for a live feed), or a recent bank or credit-card statement downloaded as a PDF, CSV or Excel file.
• Have your most recent bank statement to hand. You will need its closing balance and date to reconcile.
• If you are an accounting firm setting up for clients, start with Firms overview instead.

1. Create your account

1. Go to ai.bokapsys.com/signup.

2. Enter your Full name, Email and a Password that meets every requirement listed under the field, then confirm the password and click Create account. You can also choose Continue with Google or Continue with Microsoft.

3. Open the email Bokapsys sends you and click the verification link. If it has not arrived after a couple of minutes, check your spam or promotions folder, or click Resend email.

4. Return to ai.bokapsys.com/login and sign in.

Note

You cannot sign in until your email address is verified. If you try, the sign-in page offers a Resend verification email link.

2. Set your regional settings

Your country, timezone and fiscal year decide how every amount and date is shown, and how reporting periods are worked out. Set them before you import anything.

1. In the sidebar, open Account and choose Company Settings.
2. On the General tab, fill in Business Details with your business name and address. These appear on invoices.
3. Under Regional Settings, choose your Country. Bokapsys fills in a matching currency, date format, timezone and fiscal year start, and shows a preview.
4. Adjust Timezone and Fiscal Year Starts if yours differ. Your fiscal year is the twelve-month period your accounts cover; many businesses use January, but yours may not.
5. Click Save changes.

While you are on this page, you can also add each bank and credit-card account you plan to import under Bank Accounts. Bokapsys creates a matching account in your chart of accounts for each one. You can also add accounts later, as you import. See Company settings.

3. Bring in your bank data

Pick whichever route suits you. Both end up in the same place and are mapped the same way.

Connect a bank

1. Open Import Bank Data and choose Live Bank Feeds.
2. Under Add new connection / import historical data, choose a Statement Type: Bank Statement or Credit Card Statement.
3. Pick a From and To date for the history you want to import.
4. Click Connect and import. The first time, review and accept the consent message.
5. Sign in to your bank in the secure window that opens and choose the accounts to share.

Bokapsys imports the history you asked for and then keeps the connection up to date on its own. Read more in Live bank feeds.

Upload a file

1. Open Import Bank Data and choose Upload Bank Files.
2. Choose a Statement type: Bank Statement or Credit Card Statement.
3. Choose the Bank account the files belong to, or add a new one from the same picker.
4. Drag your PDF, CSV or Excel files into the upload area, or click it to browse.
5. Click the Upload button, which shows how many files you added. The first time, review and accept the upload consent.

Once the files are queued you can close the page or sign out. Reading, importing and mapping carry on without you. Read more in Upload bank files.

4. Let mapping finish

After your data arrives, Bokapsys takes you to Mapping Statements, where each file or bank sync appears as a card. The card moves through Uploaded, Extracting, Queued, Grouping, Review needed, AI Mapping and Completed.

During AI Mapping, each statement gets a vendor, a type and an account from your chart of accounts. A file moves to the Completed tab as soon as that pass has run. Depending on how much data you imported, this usually takes from under a minute to a few minutes.

5. Review the results

Reviewing is optional, but a quick look the first time teaches the AI how your business works.

1. On a completed card, click Review. A red number on the button means some statements are worth a second look.
2. Statements are grouped by description, so you fix a merchant once rather than line by line.
3. If an account looks right, click Accept. If not, choose a different account. Bokapsys updates every matching statement and remembers the choice for future imports.
4. Look out for statements filed to Uncategorized income or expense. These are statements the AI could not place with confidence; reclassify them when you know what they are.

Then open Statements and choose View Statements to see every mapped statement. See Mapping statements for the full review workflow.

6. Reconcile your bank account

Reconciling proves that your books match the bank.

1. Open Accounting and choose Reconciliation.
2. In Select Account, choose the bank account.
3. Enter the Statement End Date and the Actual Bank Statement Balance from your real bank statement.
4. Click Calculate Difference.
5. If the difference is zero, the account is balanced. If not, tick any statements that have not cleared the bank yet, or use Auto-detect.
6. Click Save Reconciliation.

If the numbers do not agree, see Reconciliation and the troubleshooting guide.

7. Open your Income Statement

1. Open Accounting and choose Financial Reports.
2. Select the Income Statement tab.
3. Choose a Start Date and End Date that cover the data you imported.
4. Click Generate Income Statement.

You now have a profit and loss report built from your own bank data. Download it as a PDF or CSV, or switch tabs to see the Balance Sheet, Cash Flow or Trial Balance. The Dashboard shows the same figures as tiles and charts for whole completed months.

What to do next

Invite your teamAdd members and give each the right role.

Tidy your chart of accountsAdd, rename or edit accounts so the books read your way.

Ask Smart ChatAsk questions about your numbers in plain English.

Send your first invoiceBill customers and get paid online.