iBookeeping User Guide

Complete step-by-step documentation for all features in your bookkeeping system

Getting Started

Welcome to iBookeeping! This guide will walk you through all the features and workflows in your bookkeeping system. Let's start with the basics.

Initial Setup

  1. 1
    Create Your Account: Register at the landing page with your email and password, or use Google sign-in.
  2. 2
    Complete Your Profile: Go to Profile section and add your personal information, including profile picture if desired.
  3. 3
    Set Up Account Settings: Navigate to Settings to configure your company name, logo, currency, and other preferences.

Clients & Vendors

Before creating invoices or recording expenses, you need to set up your clients (customers) and vendors (suppliers).

Creating a Client

Purpose: Clients are customers who purchase your products or services. You need clients to create invoices.

  1. 1
    Navigate to Clients from the sidebar menu
  2. 2
    Click the "Create Client" button
  3. 3
    Fill in the required fields:
    • Name: Client's full name or company name
    • Email: Contact email address
    • Phone: Contact phone number
    • Address: Physical address (optional)
  4. 4
    Click "Create Client" to save

Note: You can edit or delete clients later from the Clients list page.

Creating a Vendor

Purpose: Vendors are suppliers from whom you purchase goods or services. You'll link expenses to vendors.

  1. 1
    Navigate to Vendors from the sidebar menu
  2. 2
    Click the "Create Vendor" button
  3. 3
    Fill in vendor details (similar to client creation)
  4. 4
    Click "Create Vendor" to save

Bank Accounts & Cash Management

Set up your bank accounts and cash accounts to track all your financial transactions.

Creating a Bank Account

  1. 1
    Navigate to Cash & Bank → Accounts
  2. 2
    Click "Add Account"
  3. 3
    Fill in account details:
    • Account Name: e.g., "Main Business Account"
    • Account Type: Bank, Cash, or Credit Card
    • Account Number: Your account number (optional)
    • Bank Name: Name of the bank (optional)
    • Opening Balance: Starting balance for this account
    • Opening Date: Date when you started tracking this account
  4. 4
    Click "Create Account" to save

Tip: You can create multiple accounts for different banks, cash registers, or credit cards. Each account tracks its own balance and transactions.

Creating Invoices

Invoices are bills you send to clients for products or services. Follow this complete workflow:

Complete Invoice Creation Workflow

  1. 1
    Prerequisites: Ensure you have:
    • At least one client created (see Clients section)
    • At least one bank account set up (optional, for payment details)
  2. 2
    Navigate to Invoice Creation:
    • Go to Income Management → Invoices
    • Click "Create Invoice" button
  3. 3
    Fill in Invoice Header:
    • Client: Select the client from dropdown (required)
    • Bank Account: Select account for payment details (optional)
    • Issue Date: Date invoice is issued (required)
    • Due Date: Payment due date (required)
  4. 4
    Add Invoice Items:
    • Click "Add Item" button to add a new line item
    • For each item, fill in:
      • Description: Item/service description (required)
      • Quantity: Number of units (required, must be > 0)
      • Unit Price: Price per unit (required, must be > 0)
    • The Total for each item is calculated automatically
    • You can add multiple items by clicking "Add Item" again
    • Remove items using the "Remove" button
  5. 5
    Configure Invoice Totals:
    • Tax Rate (%): Enter tax percentage (e.g., 16 for 16%)
    • Discount: Enter discount amount if applicable
    • The system automatically calculates:
      • Subtotal (sum of all items)
      • Tax amount (subtotal × tax rate)
      • Total (subtotal + tax - discount)
  6. 6
    Add Notes (Optional):
    • Add any additional notes or terms in the Notes field
  7. 7
    Submit Invoice:
    • Review all information
    • Click "Create Invoice" button
    • You'll be redirected to the invoice detail page

Managing Invoices

  • View All Invoices: Go to Invoices list to see all invoices with filters by status (Draft, Sent, Paid, Overdue)
  • Edit Invoice: Click on an invoice, then click "Edit" (only Draft invoices can be edited)
  • View Invoice: Click on any invoice to see full details and download as PDF
  • Delete Invoice: Only Draft invoices can be deleted
  • Invoice Status: Invoices automatically update status based on due dates and payments

Recording Payments

Record payments received from clients for invoices or other income.

Recording a Payment

  1. 1
    Navigate to Income Management → Payments
  2. 2
    Click "Record Payment"
  3. 3
    Fill in payment details:
    • Invoice: Select the invoice being paid (optional)
    • Client: Select the client making the payment (required)
    • Account: Select the bank/cash account receiving payment (required)
    • Amount: Payment amount (required)
    • Payment Date: Date payment was received (required)
    • Payment Method: Cash, Bank Transfer, Check, etc.
    • Reference: Check number, transaction ID, etc. (optional)
    • Notes: Additional notes (optional)
  4. 4
    Click "Record Payment" to save

Note: When you record a payment linked to an invoice, the invoice status automatically updates to "Paid" if the payment covers the full amount.

Recording Expenses

Track all your business expenses and costs.

Adding an Expense

  1. 1
    Prerequisites: Ensure you have:
    • At least one vendor created (optional, but recommended)
    • At least one account set up
  2. 2
    Navigate to Expense Management → Expenses
  3. 3
    Click "Add Expense"
  4. 4
    Fill in expense details:
    • Vendor: Select vendor (optional)
    • Category: Select expense category (required)
    • Account: Select account from which expense was paid (required)
    • Amount: Expense amount (required)
    • Date: Date expense occurred (required)
    • Description: Description of the expense (required)
    • Reference: Receipt number, invoice number, etc. (optional)
  5. 5
    Click "Add Expense" to save

Note: Expenses reduce the balance of the selected account and are included in your expense reports.

Manual Transactions

Record manual transactions like transfers between accounts, adjustments, or other financial entries.

Creating a Transaction

  1. 1
    Navigate to Transactions & Ledger → Transactions
  2. 2
    Click "Add Transaction"
  3. 3
    Fill in transaction details:
    • Account: Select the account (required)
    • Type: Income or Expense
    • Amount: Transaction amount (required)
    • Date: Transaction date (required)
    • Description: Description of transaction (required)
    • Category: Select category (optional)
  4. 4
    Click "Create Transaction" to save

Use Cases: Use manual transactions for bank transfers, account adjustments, interest earned, bank fees, or any other financial entries not covered by invoices, payments, or expenses.

Reports & Analytics

Generate financial reports to analyze your business performance.

Profit & Loss Report

  1. 1
    Navigate to Reports & Analytics → Profit & Loss
  2. 2
    Select date range (Start Date and End Date)
  3. 3
    Click "Generate Report"
  4. 4
    View the report showing:
    • Total Income (from invoices and payments)
    • Total Expenses
    • Net Profit/Loss

Balance Sheet Report

  1. 1
    Navigate to Reports & Analytics → Balance Sheet
  2. 2
    Select date range
  3. 3
    Click "Generate Report"
  4. 4
    View assets, liabilities, and equity

Exporting Data

You can export your data in various formats:

  • Export Invoices: Go to Invoices list, use export filters, and download
  • Export Expenses: Go to Expenses list, filter, and export
  • Export Transactions: Go to Transactions list, filter, and export
  • General Export: Use the Export feature from the dashboard

Account Settings

Customize your account and system preferences.

Profile Management

  1. 1
    Navigate to Account → Profile
  2. 2
    Update your personal information:
    • First Name and Last Name
    • Email Address
    • Phone Number
    • Profile Picture
  3. 3
    Change password if needed
  4. 4
    Click "Update Profile" to save

Account Settings

  1. 1
    Navigate to Account → Settings
  2. 2
    Configure:
    • Company Name: Your business name
    • Company Logo: Upload your logo
    • Currency: Default currency symbol
    • Address: Business address
    • Contact Information: Phone, email, website
  3. 3
    Click "Save Settings"

Notifications

View and manage your notifications:

  1. 1
    Navigate to Account → Notifications
  2. 2
    View all notifications (overdue invoices, payments, etc.)
  3. 3
    Mark notifications as read by clicking on them

Quick Reference

Common Workflows

Invoice Workflow:

  1. 1. Create Client
  2. 2. Create Invoice
  3. 3. Add Invoice Items
  4. 4. Record Payment

Expense Workflow:

  1. 1. Create Vendor (optional)
  2. 2. Create Account
  3. 3. Add Expense
  4. 4. View in Reports

Need Help?

If you need additional assistance, please contact our support team:

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