User manual

Financials Ready turns raw bank statements into a clean ledger and accountant-ready reports. This guide walks an everyday user — bookkeeper, accountant, founder — through the full monthly close cycle.

1. 01
   Sign in

   Go to /login and enter the email and password your workspace owner created for you.
2. 02
   Confirm your workspace

   The sidebar shows your workspace name and current plan. If you belong to multiple workspaces, ask your owner to invite you separately to each.
3. 03
   Set your time horizon

   Most reports default to your current fiscal year. You can override on the Reports screen with a custom Period start / Period end.

Every transaction lives under a bank account. Set up one account per real-world ledger — checking, savings, credit card, or loan.

1. 01
   Open Bank Accounts

   Sidebar → Bank Accounts.
2. 02
   Switch grid or list view

   Two icons in the page header (grid + list). Grid view is a card-per-account layout with random pastel tints. List view is a compact table showing every ledger on one screen — better when you manage 10+ accounts. Your preference is remembered per browser.
3. 03
   Click Add account

   Provide a nickname, the bank name, the masked account number (the last four digits are enough), the type, currency, and the opening balance on the first day of your reporting horizon.
4. 04
   Save

   Your account appears as a tinted card or list row. You can delete it any time — this removes all related statements and transactions.

Financials Ready ingests three formats: native CSV/Excel, text-based PDFs, and image-only (scanned) PDFs. The parser auto-detects which path to take.

1. 01
   Open Statements

   Sidebar → Statements.
2. 02
   Pick the target bank account

   Use the account selector at the top of the page.
3. 03
   Drag-and-drop your file

   Up to 60 months per upload. The parser deduplicates statements you have already uploaded using a content hash, so re-uploading is safe.
4. 04
   Confirm the preview (CSV / Excel)

   Before parsing a single row, Financials Ready opens a preview modal showing (a) which columns it auto-detected as Date, Description, Amount, Debit, Credit, and Balance and (b) the first 10 rows of raw data. Click 'Confirm & parse' to commit or 'Cancel' to bail without persisting anything. If any required column is missing, the confirm button is disabled and a red warning lists what needs fixing.
5. 05
   Wait for status to flip to 'parsed'

   Parsing runs in the background. PDFs skip the preview modal — the AI parser has to inspect the layout to know how to extract, so preview isn't useful there. Refresh after a few seconds — small CSVs are usually instant; scanned PDFs may take a minute.

Every parsed line item lands in Transactions with an AI-suggested category (Claude Sonnet 4.5). Rows the AI touched carry a small AI badge next to the category dropdown — your job is to confirm or correct. Manually-entered rows carry aManual badge next to the description so you know at a glance which lines came from a statement vs a person.

1. 01
   Filter and search

   Use the date range, account, category, and free-text search to narrow the list. Filters are reflected in the URL so you can bookmark or share views.
2. 02
   Add a manual transaction

   Click 'New transaction' in the page header. Pick a bank account, date, description, type (income / expense / transfer), amount, category, and optionally mark it reconciled. The sign of the amount flips automatically to match the chosen type.
3. 03
   Edit a row

   Click the pencil icon on any row to open the same modal in edit mode with every field pre-filled. Edits go through PATCH /api/transactions/{id} and are validated server-side (no empty descriptions, no zero amounts, only valid types).
4. 04
   Duplicate a row

   Click the copy icon to open the modal pre-filled from that row with today's date — perfect for recurring bills you haven't turned into a rule yet.
5. 05
   Move between accounts

   In the edit modal, change the Bank account dropdown to relocate a misfiled row without deleting it. The move is tenant-isolated and validated (unknown accounts return 404).
6. 06
   Recategorize

   Click the category dropdown on any row. Any manual edit clears the AI badge — the category is now human-confirmed. Bulk-select multiple rows via the checkboxes to re-categorize them all at once.
7. 07
   Add a custom category inline

   Click the + button next to the category filter to open a small modal. Name the category, pick a group (Income / COGS / Expense / Other), save — it appears in every dropdown across the page instantly.
8. 08
   Delete a row

   Click the trash icon at the end of any row and confirm. Reconciled transactions can't be deleted — the trash icon is disabled with a tooltip until you un-reconcile the row first. Deleting a row also decrements the parent statement's transaction count.
9. 09
   Bulk delete

   Select rows via checkboxes and click 'Delete' in the bulk-action bar. Any reconciled rows in the selection are silently skipped and reported in the toast.
10. 10
    Import many rows from CSV

    Click 'Import CSV' to paste rows or drop a .csv (max 500 rows). The client-side parser detects Date / Description / Amount / Category and even Debit / Credit variants. A preview table shows valid vs invalid rows with error highlighting. Duplicates on (bank, date, description, amount) are auto-skipped both within the batch and against existing rows.
11. 11
    Batch-assign category in the CSV preview

    Tick the checkbox on preview rows to reveal a bulk 'Assign category' dropdown. Pick a category and it applies only to the selected rows before you hit Import.
12. 12
    Save a column mapping per bank

    After a successful import, Financials Ready remembers which CSV columns were Date / Description / Amount for that bank in your browser. The next paste with a matching header row silently reuses the layout — no re-detection. A 'Reset mapping' button appears when a template is in use.
13. 13
    Turn a row into a recurring rule

    Click the repeat icon on any row to open the 'Make recurring' modal. Pick a cadence (weekly / monthly / quarterly / yearly) and a Next run date. A daily 5am UTC job creates the next transaction on schedule, advances the date, and safely skips duplicates on (date, description, amount).
14. 14
    Manage recurring rules

    Click 'Recurring' in the page header. You'll see all active rules with toggle On/Off, 'Run now' (materialise the next occurrence immediately), and Delete. You'll also see suggested rules — Financials Ready scans the last 12 months for the same description + amount appearing 3+ times and offers one-click acceptance with the cadence inferred from the dates.
15. 15
    Pause a rule for a month

    In the Recurring panel, use the month picker in the 'Skipped' column to add a YYYY-MM to the rule's skip list. The next occurrence in that month is skipped and the schedule still advances — perfect for annual holidays, sabbaticals, or one-off gap months. Remove a skip by clicking the × on the chip.
16. 16
    Mark reconciled

    Toggle the reconciled checkbox once you have confirmed the row matches your bank statement balance progression.

The reconciliation screen compares the running balance computed from your transactions against the closing balance printed on your bank statement.

1. 01
   Pick an account

   Use the account selector to focus on one ledger at a time.
2. 02
   Spot mismatches

   Any row where statement balance and computed balance disagree is highlighted red. Click into the row to investigate — usually a missing transaction or a duplicate.
3. 03
   Auto-reconcile

   If your statement balance column is present, click 'Auto-reconcile' to flag every matching row as reconciled in one pass.
4. 04
   Export

   Generate a reconciliation PDF or Excel for your auditor — every row, the statement balance, the computed balance, and the difference.

Reports is the screen your accountant cares about. Pick your account scope and period, then jump between tabs for each statement.

• Profit & Loss — revenue, COGS, gross profit, operating expenses, net income.
• Income Statement — formal multi-step GAAP format: revenue → COGS → gross profit → operating expenses (functionally bucketed) → operating income → other income/(expense) → income before tax → estimated tax → net income, with margin % on every subtotal. Switch on a comparative view ("vs prior period" / "vs same period last year") to render side-by-side current + prior + Δ$ + Δ% columns.
• Balance Sheet — assets, liabilities, equity as of the period end.
• Cash Flow — GAAP-aligned direct method. Operating activities is itemized into Cash received from customers, Interest received, Cash paid to suppliers, Cash paid to employees, Interest paid, Taxes paid, and Other operating cash. Investing and Financing sections list every relevant category as its own line. Transfers between your own accounts are excluded (they net to zero). PDF and Excel exports mirror the on-screen structure.
• Expense Report — breakdown by category with percentage shares.
• T-12 (Trailing Twelve Months) — wide month-by-month P&L across the last 12 calendar months, always anchored on today. Shows Income → COGS → Gross Profit → Operating Expenses → Net Income as horizontal rows with 12 monthly columns plus a Total column. Ideal for spotting seasonality, one-off spikes, or a slow revenue leak that year-to-date views miss. Ignores the Period start / Period end filters (T-12 is always exactly 12 months) but respects the account scope. PDF export renders as a landscape single-page workbook.

1. 01
   Set the scope

   All accounts or a single ledger. Set a custom period or leave it blank for year-to-date.
2. 02
   Export PDF or Excel

   Black 'Export PDF' / 'Export Excel' buttons on each tab. Branded with your logo and brand color if configured.
3. 03
   Generate a period close package

   One file, all four statements + a cover summary. Save the current filter as a 'Default template' to re-run it next month in one click.

Skip the file shuffle. If your bank is supported by Teller, you can link it directly and pull transactions on demand.

1. 01
   Open Bank Accounts

   Click 'Connect a bank' (green button).
2. 02
   Authenticate

   Teller Connect opens a secure widget. In sandbox mode the password is always 'password'.
3. 03
   Pick the accounts to share

   Teller returns the list of available accounts. We auto-create matching internal bank accounts.
4. 04
   Sync

   We pull the latest transactions and de-duplicate against what is already in your ledger. Press 'Sync' again any time to fetch new activity.

The Clients portal is the firm-level home base for accountants managing multiple company workspaces from a single login. Each client is fully isolated — its own bank accounts, statements, transactions, reports, and branding — but you switch between them in one click from the sidebar.

1. 01
   Sidebar → Clients

   See every workspace you have access to as a card with month-over-month sparklines, transaction counts, and a 'Fresh' pulse-dot if a Teller sync ran in the last 24h.
2. 02
   Flag for review

   Click the amber flag pin on any client card to push it to the top of the Review queue with an optional note. Teammates with shared access get a real-time push notification.
3. 03
   Review queue (sidebar → Review queue)

   One inbox of everything needing attention across all your clients — pending statements, unreconciled transactions, AI-categorized rows. Flagged clients pin to the top.
4. 04
   Firm-level exports

   Run a single PDF or XLSX summarizing every client's totals — useful for partnership/practice reporting.
5. 05
   Flag history

   Click the History icon next to the flag pin to see a shared audit timeline of every flag/un-flag action on that client, with reasons and timestamps. Useful for handoffs.

Settings → Team is where workspace owners and admins manage sub-users — bookkeepers, accountants, viewers — with role-based access.

1. 01
   Invite by email

   Click 'Invite link', set a role (Admin / Accountant / Viewer), and share the generated one-time setup link with the new user. Pending invites are listed below the active members table.
2. 02
   View / Edit / Delete

   Every active member row has three icons: Eye (view profile drawer with all fields incl. last-login timestamp), Pencil (edit name + role), and Trash (remove from the workspace). Owners can't be edited or deleted.
3. 03
   Toggle Active / Inactive

   Click the green/red status pill on any row to flip them. Inactive users keep their data but can't log in. The owner and your own account are protected from accidental deactivation.
4. 04
   Profile picture

   On your own row, click 'Change picture' to upload an avatar (auto-downscaled to 256×256 JPEG). Hit 'Remove' to clear it — the row will fall back to a colored initials badge.
5. 05
   Last seen

   Each member row shows when they last logged in (Just now / 5m ago / 2d ago / MM/DD/YYYY). Helpful for spotting dormant accounts to deactivate.

Not ready to import real data? The landing page has a "Try the live demo"button that spins up a fully-featured sandbox workspace in about two seconds — no email, no credit card. The demo runs on the same code paths as production, so what you see is exactly what you'll get.

1. 01
   Click 'Try the live demo'

   On the landing page, next to 'Start free trial'. The button spins for a moment while we mint an ephemeral tenant and seed it.
2. 02
   You'll land in a pre-populated dashboard

   The demo workspace is called Acme Studios (Demo), runs on the Business plan (so every feature is unlocked), and comes pre-seeded with 1 bank account, 1 uploaded statement, and roughly 240 realistic transactions spanning the last 90 days — about 27% intentionally 'Uncategorized' so you can experience the AI-override flow.
3. 03
   Follow the guided tour

   A 5-step spotlight overlay auto-launches on your first dashboard visit, walking you through Dashboard → Transactions → Statements → Reports → Sign-up CTA. Click 'Skip' to dismiss it, or 'Show tour' in the amber demo banner to replay it any time.
4. 04
   Explore freely

   Everything works: recategorize, delete, upload another statement, run reports, tweak categories. Nothing you do in the demo can affect any real workspace.
5. 05
   Ready to sign up?

   Click 'Sign up to save your work →' in the amber banner. Your demo session ends, and you start a fresh real workspace.

• Upload statements as soon as your bank releases them — duplicate detection means it's safe to re-run any month.
• Use bulk re-categorize for vendor batches (e.g. all "UBER *EATS" rows → Meals).
• Pin your monthly close package as a default template so it's one click every month.
• If a number on the dashboard looks off, click straight through to the underlying transactions.
• Open the T-12 tab quarterly to spot seasonality patterns — one anomalous month sticks out visually in ways the year-to-date P&L hides.
• Un-reconcile before you delete: reconciled rows are protected from deletion by design.
• Stuck on a parse failure or unusual bank format? Email support@financialsready.app with the file attached — a finance-literate human replies in minutes.