After downloading the BOOKKEEPA APP

  • Create An Account
    • Enter Your Names
    • Phone Number
    • Email Address
    • Password
  • Agree to the terms & Conditions and Privacy Policy
  • Register

Register Your Business (After downloading the app)

  • Enter Business Name
  • Street Address where business premises are located
  • City where business premises are located
  • State or County where business premises are located
  • Zip Code where business premises are located. If not applicable, enter 00000
  • Click on next
  • Select the option that best describes your business 
    • If you sell goods (retail), select “I sell goods” option
    • If you offer services (e.g. barber shop, hotel, restaurant), select “I offer services” option
    • If you do a combination of both (e.g. selling home furnishings and offering interior design services), select “I sell goods & services” option
  • Click on next
  • Select your preferred currency 
  • Click on next
  • Select your business’ calendar or fiscal year (as per what you use for your accounting period)
  • Click on next

Select the most appropriate option depending on if the business is a new business or an existing business. Selecting “No, I have an existing business” will direct you to post your opening balances

Assets

  • Click on the Asset Card
  • Select between fixed and current assets
  • Enter under the relevant card, the total value of each specific asset
  • Select “Add Assets” 

Inventory

  • Click on the Inventory Card
  • Click “Add Product”
  • Enter name of product, purchase price (price you bought the product at), quantity and any additional details 
  • Click “Record”
  • Repeat for additional products
  • Click “Done”

Bank Account

  • Click on the Bank Account Card
  • Click “Add account”
  • Select Account category from the drop down. Checking account, savings account vs current account and savings account
  • Enter bank name 
  • Chose a nickname for the account 
  • Enter the amount in the account 
  • Click “Submit”

NOTE, Amounts entered under current assets > current account will be in addition to the amounts entered under Bank account. Be careful not to repeat the same amount.

Adding a bank account 

From the “Dashboard” screen

  • Click the menu tab on the top left
  • From the ribbon, select “Banking”
  • Select between Checking/Current account and Savings account 
  • Click on the “Add Bank Account” button on the bottom right of the screen
  • Enter Bank name
  • Enter a nickname of your choosing 
  • Enter the amount in that account 
  • Click “Add bank Account”

Adding products (Not purchasing the product rather adding to your records)

From the “Dashboard” screen

  • Click the menu tab on the top left
  • From the ribbon, select “Products”
  • Click the “Add Product” button at the bottom right of the screen 
  • Enter the product name 
  • Click the “Submit” button

Viewing Inventory

  • Click the menu tab on the top left
  • From the ribbon, select “Products”

Sales

  • Click on the “Post” button on the home dashboard view
  • Select Income card
  • Enter total amount of the sale
  • Under Income account, scroll down the drop down menu to Sales/revenue
  • Select the payment mode from the drop down menu
  • Select the product (You can only sell products in your inventory
  • Enter the product quantity 
  • Select the customer name from the dropdown menu or click “Add Customer” to enter a new customer 
  • Select the date of sale
  • Add any additional details 
  • Click “Record Income”

Payment modes

Cash

Check: Payment using a checkbook issued to you by your bank. This mode deducts money from your checking/current account

Debit/Credit Card : Payment using a debit card deducts money from your checking/ current account. Payment using your credit card uses a short term loan on your bank account that you will have to pay back after a short period of time. It is a short term liability 

Credit

Pre-sale

Posting an Income

  • Click on the “Post” button on the home dashboard view
  • Select Income card
  • Enter total amount
  • Select the Income account from dropdown
  • Select the payment mode from the drop down menu
  • Select the customer name from the dropdown menu or click “Add Customer” to enter a new customer 
  • Select the date 
  • Add any additional details 
  • Click “Record Income”

Posting an Expense

  • Click on the “Post” button on the home dashboard view
  • Select Expense card
  • Enter total amount
  • Select the expense account from dropdown
  • Select the payment mode from the drop down menu
  • Select the vendor name from the dropdown menu or click “Add Vendor” to enter a new Vendor 
  • Select the bill date 
  • Add any additional details 
  • Click “Record Expense”

Purchasing a Product

  • Click on the “Post” button on the home dashboard view
  • Select Product Purchase card
  • Enter total amount
  • Select Payment mode from the drop down menu
  • Select the vendor name from the dropdown menu or click “Add Vendor” to enter a new Vendor 
  • Select the product from the drop down menu or click “Add Product” to enter a new product
  • Enter the product quantity 
  • Select purchase date
  • Click “Record Purchase”

Prepaid Purchase (When you pay for goods in advance)

  • Click on the “Post” button on the home dashboard view
  • Select Product Purchase card
  • At the right of the form click the prepaid purchase toggle switch to on
  • Enter the total amount 
  • Select the payment mode from the drop down
  • Select or add the vendor
  • Select the purchase date 
  • Click “Record Purchase”

Posting/buying an asset

  • Click on the “Post” button on the home dashboard view
  • Select Product Asset card
  • Enter the total amount 
  • Enter the Asset Name e.g. if it is a vehicle you can enter the number plate
  • Select the asset category from the dropdown menu 
  • Select the payment mode from the dropdown menu 
  • Add the vendor
  • Select the account from which you are paying for the assets from the dropdown labelled “Account Category”
  • Select the payment mode from the drop down
  • Select the vendor from the drop down. (Should be an existing vendor. See Adding a vendor
  • Select the account category from the drop down
  • Select bank account from the drop down. See Adding a bank account
  • Enter the date 
  • Click “Record Asset”

Posting/buying a liability

  • Click on the “Post” button on the home dashboard view
  • Select Liability card
  • Enter the total amount 
  • Select the liability account from the drop down
  • Enter the amount payable 
  • Enter the loan reference number
  • Select the payment mode
  • Enter the date
  • Click “Record Liability”

Adding Funds

  • Click on the “Post” button on the home dashboard view
  • Select Equity card
  • Select the payment Mode from the drop down
  • Enter the amount
  • Enter the date 
  • Click “Add Funds”

Viewing and editing transactions 

From the “Dashboard” screen

  • Click the menu tab on the top left
  • From the ribbon, select “Transaction”
  • Select the transaction type from the drop down 
  • Enter a date range 
  • Click “Transaction”
  • Select the transaction by clicking on it
  • Click the “Edit” button at the bottom of the screen 
  • Change the relevant fields 
  • Click “Edit Income”

Voiding transactions

From the “Dashboard” screen

  • Click the menu tab on the top left
  • From the ribbon, select “Transaction”
  • Select the transaction type from the drop down 
  • Enter a date range 
  • Click “Transaction”
  • Select the transaction by clicking on it
  • Click “Void” at the top right of the screen
  • From the dialogue box that pops up click “void” once you are sure you would like to void the transaction

Adding a vendor

From the “Dashboard” screen

  • Click the menu tab on the top left
  • From the ribbon, select “vendors”
  • Click the “Add vendor” button at the bottom right of the screen
  • Enter their details, Name, Address, City, State, Phone number and Email Address. 
  • Click “Add Vendor”

Viewing a vendor and their balances

  • Click the menu tab on the top left
  • From the ribbon, select “Vendors”

Adding a customer

From the “Dashboard” screen

  • Click the menu tab on the top left
  • From the ribbon, select “Customers”
  • Click the “Add Customer” button at the bottom right of the screen
  • Enter their details, Name, Address, City, State, Phone number and Email Address. 
  • Enter their credit terms 
  • Click “Add Customer”

Viewing customers and their balances

  • Click the menu tab on the top left
  • From the ribbon, select “Customers”

Generating reports Balance sheet/Profit and Loss and Cash flow Statements 

From the “Dashboard” screen

  • Select the icon depicting a bar chart from the tool bar at the bottom of the screen
  • Select which report type from the drop down
  • Enter the date or date range 
  • Click “Generate Report”

Viewing the chart of accounts

From the “Dashboard” screen

  • Select the icon depicting a building (second from left) from the tool bar at the bottom of the screen
  • From here you can view your assets, liabilities, income, expenses and equity