Frequently asked questions
Quick answers to common questions. Each one links to the page with the full detail.
Getting started
Section titled “Getting started”What is Bokapsys?
Section titled “What is Bokapsys?”Bokapsys is online bookkeeping software. You bring in your bank data, AI files each transaction to the right account, and Bokapsys keeps a double-entry ledger from which your reports, reconciliations and budgets are built. It also handles invoicing, bills and approvals, and lets you ask questions about your books in plain English. See Introduction.
Do I need to be an accountant to use it?
Section titled “Do I need to be an accountant to use it?”No. Bokapsys is built so a business owner can keep their own books: the AI does the classification, and anything it is unsure about is flagged for you. Accountants and bookkeepers get the full set of tools too, including journal entries, accruals, schedules and year-end close.
Can I try it before signing up?
Section titled “Can I try it before signing up?”Yes. The live demo runs on a sample business or a file of your own, with no account needed. It lasts an hour and deletes everything when it ends.
How do I sign up?
Section titled “How do I sign up?”Go to ai.bokapsys.com/signup, enter your details or continue with Google or Microsoft, and verify your email address. See the Quickstart.
I run an accounting firm. Is there a different account?
Section titled “I run an accounting firm. Is there a different account?”Yes. On the sign-up page, choose Set up a firm account. A firm account opens on a firm console where you manage all your clients. See Firms overview.
Bank data
Section titled “Bank data”How do I get my transactions in?
Section titled “How do I get my transactions in?”Two ways: connect a bank or credit-card account in Live Bank Feeds for transactions that keep arriving on their own, or upload the PDF, CSV or Excel files your bank provides in Upload Bank Files. Both are mapped the same way. See Bank data overview.
Which banks can I connect?
Section titled “Which banks can I connect?”Live bank feeds connect through Plaid, so you can connect any bank or card provider that Plaid supports. If yours is not available, download your statements and upload them as files instead.
What file formats can I upload?
Section titled “What file formats can I upload?”PDF, CSV and Excel. You can upload several files at once and close the page while they process. See Upload bank files.
What if I upload the same statement twice?
Section titled “What if I upload the same statement twice?”Bokapsys recognises transactions that are already in your books and sets the repeats aside instead of importing them again. Anything set aside is listed next to the statement it matched and can be restored in one click if it was a genuine second transaction. See Duplicates.
Can I delete a file I uploaded by mistake?
Section titled “Can I delete a file I uploaded by mistake?”Yes, as long as none of its statements have been posted to the ledger or reconciled. After that, correct individual statements in View Statements instead. See Mapping statements.
How long does mapping take?
Section titled “How long does mapping take?”Usually from under a minute to a few minutes, depending on how much you import. You do not have to wait on the page; processing carries on after you leave or sign out.
Mapping and the books
Section titled “Mapping and the books”What happens if the AI files something wrong?
Section titled “What happens if the AI files something wrong?”Change it. You can correct a statement in View Statements, or correct a whole group of statements with the same description from the Review button in Mapping Statements. Bokapsys updates every matching statement that has not been reconciled, re-posts anything already in the ledger, and remembers your choice for future imports. See Mapping statements.
What is “Uncategorized”?
Section titled “What is “Uncategorized”?”When the AI cannot place a statement with confidence, it files it to Uncategorized Income or Uncategorized Expense so your books stay complete and your reconciliation still balances. These statements are flagged so you can reclassify them. You can turn this off in Company Settings under Posting Config. See Posting settings.
Why don’t I see all my statements in View Statements?
Section titled “Why don’t I see all my statements in View Statements?”A statement only appears once it has an account from your chart of accounts. Statements still waiting are counted in a banner at the top of View Statements, with a link to Mapping Statements. See Troubleshooting.
Why do Money in and Money out not match my Income Statement?
Section titled “Why do Money in and Money out not match my Income Statement?”They measure different things. Money in and Money out total the cash in the statements you are looking at, including transfers between your own accounts and anything not yet posted. The Income Statement and Dashboard report posted income and expenses for a set period. See Key concepts.
Are transfers between my own accounts counted as income?
Section titled “Are transfers between my own accounts counted as income?”No. Bokapsys recognises transfers between your accounts, cash withdrawals and cash deposits, and routes them so they do not count as income or expense. See Transfers and cash.
Can I undo something that has been posted?
Section titled “Can I undo something that has been posted?”Posted entries are never deleted, but they can be reversed. Each kind of entry is undone on the page where it was created, for example a journal entry from Journal Entries or an invoice by voiding it. See General ledger.
I’m moving from QuickBooks. Can I bring my books with me?
Section titled “I’m moving from QuickBooks. Can I bring my books with me?”Yes. Migrate lets you connect QuickBooks Online and bring your books in. You can also import an opening trial balance from any system. See Migrate from QuickBooks and Trial balance import.
Team and account
Section titled “Team and account”Can more than one person work in the same workspace?
Section titled “Can more than one person work in the same workspace?”Yes. Invite people from Team Management and give each a role. Everyone works on the same books, and changes show up for everyone straight away. See Team and roles.
Can my accountant get access?
Section titled “Can my accountant get access?”Yes. If your accountant uses Bokapsys, they can ask for access to your workspace. You decide exactly what they can do, and you can change it or remove them at any time. See My Accountant and Firm access.
Can I manage more than one company?
Section titled “Can I manage more than one company?”Yes. Each company has its own workspace, and one sign-in can belong to several. Switch between them from Workspaces. See Workspaces.
Can I use my own logo and colours?
Section titled “Can I use my own logo and colours?”Yes. Branding applies your logo and brand colour across the app, invoice and statement PDFs, emails and the payment page. See Branding.
How do I protect my account?
Section titled “How do I protect my account?”Turn on two-factor authentication from your profile, so signing in needs a code from an authenticator app as well as your password. See Profile and sign-in and Security overview.
Where do I see my plan and usage?
Section titled “Where do I see my plan and usage?”Open Subscriptions at the bottom of the sidebar, or the Subscription & Usage tab in Company Settings. Usage is counted per workspace, so every member sees the same remaining balance. See Subscriptions.
How do I change the card that pays for my plan?
Section titled “How do I change the card that pays for my plan?”Open Subscriptions and use the Payment method card: Add card saves a new card, and Make default chooses which one pays the renewal. See Subscriptions.
What happens if a payment fails?
Section titled “What happens if a payment fails?”The workspace is limited to the Free plan’s allowances until the payment goes through, and a banner with Pay now appears for people who manage billing. Add a new card or make another one the default and Bokapsys retries the payment straight away. Nothing in your books is removed. See When a payment fails.
Can my employees see their own payslips?
Section titled “Can my employees see their own payslips?”Yes. Invite them with the employee role. They see only their own payslips, tax forms, W-4 and direct deposit, never the company’s books. See Team and roles.
I can’t find a page. How do I get to it?
Section titled “I can’t find a page. How do I get to it?”Press Ctrl K (⌘ K on a Mac), or click Search pages at the top of the screen, and type the page name. Search only lists pages your role can open, so if it isn’t there, ask a workspace admin about your role. See Finding your way.