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  • Import Bank Statement

    This allows you to upload transactions from your bank statement into Bookkeeper instead of entering them manually.
    Imported transactions are typically used during bank reconciliation.

    Prepare your bank statement file

    Before importing, ensure your bank statement file meets the following requirements:

    • File format: CSV
    • One transaction per row
    • Includes at least:
      • Date
      • Description
      • Amount or Debit and Credit columns

    Most banks allow CSV downloads from their online banking platforms.

    Date format (important)

    For best results, use the following date format:

    👉 DD/MM/YYYY
    Example: 15/02/2025

    Notes on dates

    • All dates in the file must use the same format
    • Dates may include time (e.g. 15/02/2025 09:42), but date-only values are recommended
    • Mixed date formats in the same file can cause import errors or incorrect dates

    If you experience date-related issues, open the CSV file and standardise the date column to DD/MM/YYYY, then save and re-import.

    Understand amounts (important)

    How amounts are handled depends on the structure of your CSV file.

    If your file has Debit and Credit columns (recommended)

    • Map Debit → Debit
      • Treated as money going out of the bank
    • Map Credit → Credit
      • Treated as money coming into the bank

    In this case, do not use negative values.
    Manager will determine the direction automatically.

    If your file has a single Amount column

    You must ensure the signs are correct:

    • Money coming in → positive amount
      • Example: 50000
    • Money going out → negative amount
      • Example: -1200

    If signs are incorrect, edit the CSV file before importing.

    Open the bank account

    1. From the left-hand menu, click Bank Accounts
    2. Click the bank account you want to import transactions into

    Start the import

    1. Click Import Bank Statement
    2. Click Choose File
    3. Select your CSV file

    Map the statement columns

    1. Review the column mapping screen
    2. Map the columns correctly:
      • Date → Date
      • Description → Description
      • Debit / Credit or Amount (not both)
    3. Confirm the preview looks correct

    Import the transactions

    1. Click Import
    2. Wait for the import to complete

    The transactions will now appear in the bank account transaction list.

    Review imported transactions

    After importing:

    • Check dates and descriptions
    • Review large or unusual amounts
    • Look out for duplicates

    Imported transactions are not reconciled automatically.

    Next step: Bank reconciliation

    Once transactions are imported and reviewed:

    1. Open the bank account
    2. Click Bank Reconciliation
    3. Match transactions to your bank statement
    4. Complete the reconciliation when the difference is 0.00

    Notes

    • Do not import the same statement period more than once
    • If a mistake is made, imported transactions can be deleted and re-imported
    • Always review transactions before completing reconciliation

  • Bank Reconciliations

    Bank reconciliation is used to match transactions recorded in Bookkeeper with transactions shown on your bank statement.
    This helps confirm that your bank balance in Bookkeeper is accurate.

    Open Bank Reconciliations

    1. From the left-hand menu, click Bank Accounts
    2. Click the bank account you want to reconcile
    3. Click Bank Reconciliation

    Start a new bank reconciliation

    1. Click New Bank Reconciliation
    2. Enter the Statement date
      • This should match the date on your bank statement
    3. Enter the Statement balance
      • The closing balance on your bank statement

    Match transactions

    1. Review the list of transactions shown
    2. Tick transactions that appear on your bank statement
    3. The Difference amount will update as you select items

    Continue selecting transactions until the Difference shows 0.00.

    Complete the reconciliation

    1. Once the difference is zero, click Create

    The bank reconciliation will be saved and marked as completed.

    View previous reconciliations

    1. Open Bank Accounts
    2. Select the bank account
    3. Click Bank Reconciliations

    You will see a list of completed reconciliations.

    Notes

    • Only reconcile one statement period at a time.
    • If the difference is not zero, do not complete the reconciliation.
    • Transactions not yet recorded will not appear until entered.

    Common checks before reconciling

    • Ensure all receipts and payments for the period are entered
    • Confirm the statement date and balance are correct
    • Check for duplicate or missing transactions

  • Reports

    Reports provide summaries of your business activity, such as income, expenses, balances, and outstanding amounts.
    They help you review performance and understand your financial position at a point in time.

    How to generate reports (general steps)

    Most reports in Bookkeeper are created in the same way.

    Open Reports

    1. From the left-hand menu, click Reports

    If Reports is not visible:

    1. Click Customize
    2. Tick Reports
    3. Click Update

    Select a report

    1. Click the name of the report you want to view

    Set report options

    Most reports allow you to:

    1. Select a From and To date
    2. Choose optional filters (where available)
    3. Click Update

    The report will refresh based on your selections.

    Download or share reports

    • Use Print or Export to download reports as PDF or Excel
    • Reports can be re-generated at any time

    Standard Reports Available in Bookkeeper

    Below are the commonly used standard reports and what they are used for.

    Profit and Loss

    What this is for:
    Shows income and expenses for a selected period, and whether the business made a profit or loss.

    How to create it:

    1. Go to Reports
    2. Click Profit and Loss
    3. Select the date range
    4. Click Update

    Balance Sheet

    What this is for:
    Shows what the business owns and owes at a specific date.

    How to create it:

    1. Go to Reports
    2. Click Balance Sheet
    3. Select the date
    4. Click Update

    Cash Flow Statement

    What this is for:
    Shows how cash moved in and out of the business during a period.

    How to create it:

    1. Go to Reports
    2. Click Cash Flow Statement
    3. Select the date range
    4. Click Update

    Sales by Customer

    What this is for:
    Shows total sales grouped by customer.

    How to create it:

    1. Go to Reports
    2. Click Sales by Customer
    3. Select the date range
    4. Click Update

    Sales Invoices

    What this is for:
    Shows a list of sales invoices and their status.

    How to create it:

    1. Go to Reports
    2. Click Sales Invoices
    3. Select the date range or status
    4. Click Update

    Receipts Report

    What this is for:
    Shows payments received from customers.

    How to create it:

    1. Go to Reports
    2. Click Receipts
    3. Select the date range
    4. Click Update

    Payments Report

    What this is for:
    Shows money paid out of the business.

    How to create it:

    1. Go to Reports
    2. Click Payments
    3. Select the date range
    4. Click Update

    Supplier Balances

    What this is for:
    Shows how much is owed to each supplier.

    How to create it:

    1. Go to Reports
    2. Click Supplier Balances
    3. Click Update

    Customer Balances

    What this is for:
    Shows how much each customer owes you.

    How to create it:

    1. Go to Reports
    2. Click Customer Balances
    3. Click Update

    General Ledger

    What this is for:
    Shows all transactions grouped by account.

    How to create it:

    1. Go to Reports
    2. Click General Ledger
    3. Select the date range
    4. Click Update

    Trial Balance

    What this is for:
    Shows a summary of all account balances at a point in time.

    How to create it:

    1. Go to Reports
    2. Click Trial Balance
    3. Select the date
    4. Click Update

    Notes

    • Reports reflect what has been entered into the system.
    • Changing dates or filters will refresh the report instantly.
    • Reports can always be regenerated if changes are made later.

  • Suspense Account

    The Suspense Account is automatically created by Bookkeeper.
    It is used to temporarily hold amounts when the correct account is not yet known.

    Find the Suspense Account

    1. From the left-hand menu, click Chart of Accounts
    2. Scroll through the list to find Suspense Account

    The Suspense Account is created automatically and does not need to be set up manually.

    When the Suspense Account is used

    The Suspense Account may be used when:

    • Recording a receipt with unclear details
    • Recording a payment without full information
    • Creating a journal entry where the correct account is not yet known

    This allows work to continue without blocking data entry.

    Review the Suspense Account balance

    1. Open Chart of Accounts
    2. Click Suspense Account
    3. Review the balance and related transactions

    A non-zero balance means there are transactions that still need to be reviewed.

    Clear items from the Suspense Account

    1. Open the transaction linked to the Suspense Account
    2. Click Edit
    3. Replace Suspense Account with the correct account
    4. Click Update

    Once cleared, the Suspense Account balance should return to zero.

    Notes

    • The Suspense Account should be reviewed regularly.
    • It is normal for it to be used temporarily.
    • It should not carry balances long-term.

  • Journal Entries

    Journal entries are used to record adjustments or transactions that do not go through sales, receipts, or payments.
    They are commonly used for corrections or internal adjustments.

    Open Journal Entries

    1. From the left-hand menu, click Journal Entries.

    If Journal Entries is not visible:

    1. Click Customize
    2. Tick Journal Entries
    3. Click Update

    Create a new journal entry

    1. Click New Journal Entry
    2. Enter the Date
    3. Enter a Description
      • Example: Adjustment entry, Correction

    Add journal lines

    1. In the first line:
      • Select an Account
      • Enter the Debit amount or Credit amount
    2. In the next line:
      • Select another Account
      • Enter the matching Credit or Debit amount

    The total debits must equal total credits.

    Save the journal entry

    1. Review the amounts
    2. Click Create

    The journal entry will now be recorded.

    Notes

    • Journal entries should only be created when necessary.
    • If you are unsure which accounts to use, do not proceed.
    • Journal entries can be edited or reversed if required.

  • Attach Documents to Transactions

    This allows you to attach supporting documents—such as receipts, invoices, or payment slips—to transactions.
    Uploading documents helps keep records organised and easy to review later.

    Open the transaction

    1. From the left-hand menu, open the relevant section:
      • Receipts
      • Payments
      • Sales Invoices
      • Bills (if applicable)
    2. Click on the transaction you want to attach a document to

    Upload a document

    1. Inside the transaction, click Attachments or Upload
    2. Select the file from your device
      • Example: PDF, image, or scanned document
    3. Wait for the upload to complete

    The document will be attached to the transaction.

    View or download attached documents

    • Open the transaction at any time to view attached files
    • Click the document to download or view it

    Notes

    • You can attach more than one document to a transaction.
    • Supported file types depend on your setup (PDF and images are commonly used).
    • Documents remain linked to the transaction unless removed.

  • Email an Invoice to a Customer

    This allows you to send a sales invoice to a customer by email directly from Bookkeeper.

    Open Sales Invoices

    1. From the left-hand menu, click Sales Invoices.

    If Sales Invoices is not visible:

    1. Click Customize
    2. Tick Sales Invoices
    3. Click Update

    Open the invoice

    1. Click on the invoice you want to send

    The invoice will open in view mode.

    Email the invoice

    1. Click Email
    2. Confirm the customer’s email address
    3. Click Send

    Notes

    • The customer’s email address must be saved in the Customer record.
    • If no email address is available, you can download the invoice as a PDF and share it manually.
    • Sent invoices can be re-emailed at any time.

  • Email a Receipt to a Customer

    This allows you to send a receipt to a customer after a payment has been recorded.
    It is commonly used to confirm that payment has been received.

    Open Receipts

    1. From the left-hand menu, click Receipts.

    If Receipts is not visible:

    1. Click Customize
    2. Tick Receipts
    3. Click Update

    Open the receipt

    1. Click on the receipt you want to send

    The receipt will open in view mode.

    Email the receipt

    1. Click Email
    2. Confirm the customer’s email address
    3. Click Send

    Notes

    • The customer’s email address must be saved in the Customer record.
    • If no email address is available, you can download the receipt as a PDF and share it manually.
    • Sent receipts can be re-emailed at any time.

  • View Customer Statements

    Customer statements show a summary of all invoices, payments, and balances for a customer over a period of time.
    They are commonly used to share a full account summary with a customer.

    Open Customers

    1. From the left-hand menu, click Customers.

    If Customers is not visible:

    1. Click Customize
    2. Tick Customers
    3. Click Update

    Open a customer record

    1. Click on the customer name from the list

    View the customer statement

    1. Inside the customer record, click Statement
    2. Select the From and To dates
    3. Click Update

    The statement will display all transactions within the selected period.

    Download or share the statement

    • Use the Print or Export option to download the statement as a PDF
    • You can share the statement with the customer if required

    Notes

    • Statements include invoices, receipts, and opening balances.
    • Only transactions within the selected date range will appear.
    • Statements update automatically as new transactions are added.

  • View Customer Balances

    What this is for:
    Customer balances show how much each customer owes you.
    This helps you track outstanding invoices and follow up on unpaid amounts.

    Open Customers

    1. From the left-hand menu, click Customers.

    If Customers is not visible:

    1. Click Customize
    2. Tick Customers
    3. Click Update

    View customer balances

    1. In the Customers list, review the Balance column
    2. Each balance shows the outstanding amount for that customer

    View individual customer details

    1. Click on a customer name
    2. Review:
      • Total outstanding balance
      • List of invoices and payments linked to the customer

    Sort and search customers

    • Use the Search box to find a customer by name
    • Click column headings to sort customers by balance or name

    Notes

    • A zero balance means the customer does not owe anything.
    • Balances update automatically when receipts are recorded.
    • Part-paid invoices will still appear until fully paid.

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