# ZeraBooks Help Center — full documentation
---
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Welcome to ZeraBooks General Ledger
How ZeraBooks keeps your books. You upload bank and card statements, AI does the bookkeeping, and every month is proven against the bank before you report on it.
## How ZeraBooks works
ZeraBooks is a general ledger that does the bookkeeping for you. The work follows three steps:
1. **Statements come in.** You upload each bank and credit-card statement as a PDF or CSV in **Banks & Cards**. ZeraBooks reads every transaction and checks that the statement's opening balance plus its transactions equals its closing balance.
2. **AI does the books.** Each transaction is categorized as it lands. Autopilot handles what it is sure of, asks you about what it isn't, and logs every action with the reason and how sure it was.
3. **Months are proven, then reported.** Each account is reconciled month by month against the bank's own statement. Once the months tie, your financial statements are ready to download or send.
{% hint style="info" %}
**Note:** ZeraBooks doesn't connect to your bank. There are no bank feeds. You bring transactions in by uploading statements, which is also how every month gets proven against the bank.
{% endhint %}
## Or just ask Zera
**Ask Zera** is the bookkeeper built into ZeraBooks, in the bar at the bottom of every page. Drop in a month of statements and bills and ask the way you'd ask a person, for example "can you do March for me". Zera plans the job, imports and checks each statement, files the transactions, matches bills and invoices, reconciles and signs off the month. It asks you only what only you can answer, and every change can be undone.
{% embed url="/videos/gl-walkthrough/zera.mp4" title="Ask Zera: one message, and the month is done" poster="/videos/gl-walkthrough/zera.jpg" %}
See [What Ask Zera can do](https://www.zerabooks.com/help/ask-zera/what-ask-zera-can-do).
## Find your way around
The left navigation is the same on every page.
| Group | What you do there |
| --- | --- |
| **Home** | **Dashboards** for cash, burn and runway. **Expenses**, **Revenue** and **Cost of Revenue** break down where money goes and comes from. |
| **Autopilot** | See what ZeraBooks did on its own, answer its questions, and choose how much it does. |
| **Financials** | Profit and loss, balance sheet, cash flow and the other statements. |
| **Custom Reports** | Build a month-end report for a client or your own records. |
| **Banks & Cards** | Add accounts, upload statements and review transactions. |
| **Vendors** and **Customers** | The people you pay and the people who pay you. |
| **Bills & Invoices** | **Bills**, **Invoices** and **Products & Services**. |
| **Accounting** | The **Ledger**, **Reconciliations** and the **Category Manager** (your chart of accounts). |
Press ⌘ K (or Ctrl K) to search pages and companies, and ? to see the keyboard shortcuts. See [Navigation and shortcuts](https://www.zerabooks.com/help/faqs-and-troubleshooting/navigation-and-shortcuts).
## Every month, proven against the bank
**Accounting** › **Reconciliations** shows each account as a row of months. Every dot is one month checked against that account's bank statement. When every account ties through a month, the page tells you the books are reconciled through it.
See [How reconciliation works](https://www.zerabooks.com/help/reconciliations/how-reconciliation-works).
## Where to start
1. [Start your free trial](https://www.zerabooks.com/help/getting-started/start-your-free-trial).
2. [Set up your first company](https://www.zerabooks.com/help/getting-started/set-up-your-first-company). If you're coming from other accounting software, [move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks).
3. [Upload your first statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement), or hand your statements to [Ask Zera](https://www.zerabooks.com/help/ask-zera/do-your-books-with-ask-zera) and let it do the month.
4. Watch the [Product Guides](https://www.zerabooks.com/help/getting-started/product-guides) for a short clip of each part of the product.
## Frequently Asked Questions
Does ZeraBooks connect to my bank?
No. ZeraBooks has no bank feeds. Download each statement from your bank's website as a PDF or CSV and upload it in **Banks & Cards**. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
Do I need to know accounting to use ZeraBooks?
No. ZeraBooks categorizes transactions, reconciles each month and prepares the statements. It asks you in plain words when it can't tell, and you can review or undo what it did in **Autopilot**. See [What Autopilot does](https://www.zerabooks.com/help/autopilot/what-autopilot-does).
Can I keep books for more than one business?
Yes. Each business is its own company with its own categories, statements and reports. Bookkeepers can add clients from **View All Clients** in the company menu. See [Add a client](https://www.zerabooks.com/help/clients/add-a-client).
Is there a mobile app?
No. ZeraBooks runs in a web browser.
Does ZeraBooks do the books overnight?
No. Autopilot works while ZeraBooks is open in your browser, and you can start a pass yourself with **Run now** on the **Autopilot** page. See [What Autopilot does](https://www.zerabooks.com/help/autopilot/what-autopilot-does).
Which currencies can my books use?
US dollars, Canadian dollars or euros. You choose one when you set up the company. See [Currency and region](https://www.zerabooks.com/help/getting-started/currency-and-region).
Source: https://www.zerabooks.com/help/getting-started/welcome-to-zerabooks
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Start your free trial
Create your ZeraBooks account, pick monthly or annual billing, and start a 7-day free trial. Here is what it costs and when your card is charged.
## Plans and prices
The General Ledger has one plan with full access to every feature. You choose how you pay:
| Billing | Price |
| --- | --- |
| **Annual** | $79 a month, billed annually ($948 a year) |
| **Monthly** | $149 a month |
Both start with a 7-day free trial.
## Start the trial
1. On the pricing page, click **Start 7-day free trial** under the General Ledger plan.
2. Create your account. Enter your **Email address** and a password, type it again in **Confirm password**, then click **Create account**. Or click **Continue with Google**.
3. On **Pick your plan and start your 7-day free trial**, choose **Monthly** or **Annual**. **Annual** is selected by default.
4. Click **Start your free trial**.
5. Enter your card on Stripe's secure checkout page and confirm.
ZeraBooks then opens setup for your first company. See [Set up your first company](https://www.zerabooks.com/help/getting-started/set-up-your-first-company).
{% hint style="info" %}
**Tip:** Your password needs at least 8 characters, with a lowercase letter, an uppercase letter, a number and a special character. If one is missing, the form says which, for example "Password must include: a number".
{% endhint %}
## When you're charged
- A card is required to start the trial.
- Nothing is charged for 7 days. The first charge comes when the trial ends.
- Cancel before then and you won't be billed. You cancel in **Settings** › **Billing** › **Manage billing**. See [Billing and your trial](https://www.zerabooks.com/help/my-account/billing-and-your-trial).
## Frequently Asked Questions
Do I need a credit card for the free trial?
Yes. Your card is collected at checkout, but nothing is charged until the 7-day trial ends.
How much does ZeraBooks cost after the trial?
$79 a month billed annually ($948 a year), or $149 a month billed monthly.
How do I cancel during the trial?
Go to **Settings** › **Billing** and click **Manage billing**. Cancel on Stripe's billing portal before the trial ends and you won't be charged. See [Billing and your trial](https://www.zerabooks.com/help/my-account/billing-and-your-trial).
Is there a charge for each client or company?
Your trial and your plan include 3 client companies, with no per-seat fees. Adding a 4th client during the trial asks you to start your subscription first. After that, each additional client is $29 a month, or $290 a year on annual billing.
What does "Something went wrong loading your account." mean?
The plan page couldn't load your account within 10 seconds. Click **Try again**. If you signed in with the wrong account, click **Sign out** and sign in again.
I didn't get to the plan page after signing up. What happened?
If your email address isn't confirmed yet, sign-in shows "Please verify your email before signing in. Check your inbox for the confirmation link." Open the link in that email, then sign in again.
I forgot my password. How do I reset it?
On the sign-in page, click **Forgot password?**, enter your email and click **Send reset link**. Follow the link in the email to choose a new password.
Source: https://www.zerabooks.com/help/getting-started/start-your-free-trial
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Product Guides
Eight short clips, starting with Ask Zera doing a whole month from one message, then each part of ZeraBooks in the order a bookkeeper works through a month. Each runs about 30 seconds with captions and no sound.
## Meet Zera. Ask, and your books get done.
Drop a month of statements and bills into **Ask Zera** and ask the way you'd ask a person: "can you do july for me". Zera plans the job, imports and checks every statement, files the transactions, approves and matches the bills, reconciles each account and signs the month off. It asks you only what only you can answer, and every change is logged and can be undone.
{% embed url="/videos/gl-walkthrough/zera.mp4" title="Ask Zera: one message, and the month is done" poster="/videos/gl-walkthrough/zera.jpg" %}
Learn more: [Do your books with Ask Zera](https://www.zerabooks.com/help/ask-zera/do-your-books-with-ask-zera).
## Upload a statement. The books start themselves.
Drop in each bank and card statement in **Banks & Cards**. Every transaction is read, checked against the statement's opening and closing balance, and categorized by AI as it lands. Transfers, card payments and owner draws are recognized on their own.
{% embed url="/videos/gl-walkthrough/banks.mp4" title="Banks & Cards: a statement categorized as it lands" poster="/videos/gl-walkthrough/banks.jpg" %}
Learn more: [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
## Your AI bookkeeper, with a paper trail
**Autopilot** does what it's sure of and asks about what it isn't, with one-tap answers ranked by confidence. Every action is logged with the reason and how sure it was, and changes to your books can be undone. You choose how much it does on its own.
{% embed url="/videos/gl-walkthrough/autopilot.mp4" title="Autopilot: what the AI did, one-tap questions and undo" poster="/videos/gl-walkthrough/autopilot.jpg" %}
Learn more: [What Autopilot does](https://www.zerabooks.com/help/autopilot/what-autopilot-does).
## Correct it once. It remembers.
Every transaction in the **Ledger** shows its category and why. Change one and similar transactions follow, now and next month. Closed months stay locked.
{% embed url="/videos/gl-walkthrough/ledger.mp4" title="Ledger: correct one transaction and the rest follow" poster="/videos/gl-walkthrough/ledger.jpg" %}
Learn more: [Apply a correction to similar transactions](https://www.zerabooks.com/help/banks-and-cards/apply-a-correction-to-similar-transactions).
## Upload a bill. It's read, approved and matched.
In **Bills**, the vendor, lines and tax are read for you. Confident bills are approved and matched to the payment on your statement, and near-duplicates are flagged before they post.
{% embed url="/videos/gl-walkthrough/bills.mp4" title="Bills: a bill read, approved and matched to its payment" poster="/videos/gl-walkthrough/bills.jpg" %}
Learn more: [Upload a bill](https://www.zerabooks.com/help/bills/upload-a-bill).
## Send invoices. Let it chase.
In **Invoices**, deposits are matched to their invoices, even one payment covering several. Small bank-fee shortfalls close themselves. Overdue customers get a polite reminder, but only when your books are current.
{% embed url="/videos/gl-walkthrough/invoices.mp4" title="Invoices: deposits matched and reminders sent" poster="/videos/gl-walkthrough/invoices.jpg" %}
Learn more: [Payment reminders](https://www.zerabooks.com/help/invoices/payment-reminders).
## Reconciled to the cent, every month
In **Reconciliations**, each account is checked against the bank's statement. Depreciation, loan interest and prepaid expenses are posted at month-end, and tied months are signed off and locked, with full history.
{% embed url="/videos/gl-walkthrough/reconcile.mp4" title="Reconciliations: tied, signed off and closed" poster="/videos/gl-walkthrough/reconcile.jpg" %}
Learn more: [How reconciliation works](https://www.zerabooks.com/help/reconciliations/how-reconciliation-works).
## Reports you can hand to anyone
**Financials** has the profit and loss, balance sheet, cash flow, trial balance and aging, plus a year-end review that flags 1099s and missing adjustments. Download PDF or Excel, or email them in one click.
{% embed url="/videos/gl-walkthrough/financials.mp4" title="Financials: statements, year-end review and export" poster="/videos/gl-walkthrough/financials.jpg" %}
Learn more: [Read your financials](https://www.zerabooks.com/help/reports-and-insights/read-your-financials).
## The walkthrough in the app
When you first open your books, ZeraBooks takes you through the same eight stops: **Meet Zera** first, then one per sidebar page. Each card reads **YOUR BOOKS, IN ORDER · 1 OF 8** and so on.
- Click **Next** and **Back** to move between stops, and **Finish walkthrough** on the last one.
- There's no skip button, and Esc doesn't close it.
- Your place is saved after each stop. If you close the tab partway, it picks up where you left off.
The clips on this page are the recordings from those stops, so you can watch any of them again here.
To take the whole walkthrough again, press ⌘ K (Ctrl K on Windows) anywhere in ZeraBooks and choose **Replay feature walkthrough** under **Quick actions**. Replaying doesn't change anything in your books.
## Frequently Asked Questions
Can I skip the walkthrough?
No. Click through to **Finish walkthrough** on the eighth stop. Your place is saved as you go.
Why did the walkthrough appear again?
ZeraBooks updated it. When the walkthrough changes, everyone sees the new version once.
How do I watch the walkthrough again?
Play any clip on this page, or press ⌘ K in ZeraBooks and choose **Replay feature walkthrough** to go through all eight stops again.
What does "Could not confirm completion. Please try Finish again." mean?
ZeraBooks couldn't save that you finished the walkthrough. Click **Finish walkthrough** again, or **Check completion** to see whether it was saved.
Do the clips have sound?
No. Each clip has captions instead of audio, so you can watch it anywhere.
Source: https://www.zerabooks.com/help/getting-started/product-guides
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Set up your first company
Name the business, then let Zera set it up from your statements, or go step by step. Every setup screen, from the business name to the first look at your books.
## Before you start
Setup opens on its own after you start your trial. If ZeraBooks first asks **What would you like to do first?**, choose **AI-Native General Ledger**.
After the business name and currency, choose how to set up:
| How | Steps |
| --- | --- |
| **Let Zera set it up** (recommended) | **Details** › **How to set up** › **Tell Zera about the business**, then Zera does the rest while you watch |
| Set it up myself, brand new business | **Details** › **How to set up** › **Starting point** › **Categories** › **Accounts** › **Review** |
| Set it up myself, existing books | **Details** › **How to set up** › **Starting point** › **Opening books** › **Review** |
Your progress is saved after each step. If you leave, ZeraBooks picks up where you left off the next time you sign in.
## Let Zera set it up
The quickest way in. Zera, the bookkeeper built into ZeraBooks, sets up the books from the statements you already have, and starts on them.
1. On **Let’s set up your books**, type the **Business name**, pick the **Books currency** and click **Continue** (see **Details** below).
2. On **How do you want to set up?**, keep **Let Zera set it up** selected and click **Continue**.
3. Under **What does the business do?**, write a line in your own words: what you sell, to whom, and anything like staff, a vehicle or a loan.
4. Drop in your bank and credit-card statements (PDF or CSV), or click **browse**. Bills, invoices and last year's reports help too. No statements with you? Click **Start without statements**: Zera builds your categories and asks for the statements once the books are open.
5. Click **Start**, and watch. Zera reads your files, builds your categories, opens your books, adds each bank and card account with its opening balance from its first statement, imports the statements and does the first month. Each change appears as it lands.
6. When Zera is done, it says so and shows **Open my books**. Click it to go in.
You don't approve each step: choosing **Let Zera set it up** is your go-ahead, and Zera turns on **Auto-approve** for the company (you can switch it back to **Ask first** any time in the Ask Zera bar). Everything except opening the books can be undone afterwards.
If Zera needs something only you know, such as whether an account is personal, it asks right there; type your answer and it carries on. You can also leave the page: Zera keeps working, and setup picks up where it is when you come back. Once the books are open you can click **Go to my books now** instead of waiting.
## Set it up yourself
Prefer to choose each thing? On **How do you want to set up?**, pick **Set it up myself** and click **Continue**. If Zera stops partway, **Set up the rest myself instead** brings you here with what it made kept.
{% stepper %}
{% step %}
### Details
1. Type the **Business name** (up to 100 characters).
2. Pick the **Books currency**: **USD**, **CAD** or **EUR**. USD is selected by default.
3. Click **Continue**.
The currency is used for the books and reports, and it can't change after the first transaction. See [Currency and region](https://www.zerabooks.com/help/getting-started/currency-and-region).
{% endstep %}
{% step %}
### Starting point
Answer **Where are the books today?** with one of three options:
- **Start fresh**: brand new. No money in or out yet, and nothing owed.
- **Books are up to date**: your books are current. Pick the day ZeraBooks takes over.
- **Books need catching up**: things fell behind. Pick the day bookkeeping should start.
For either existing-books option, choose the **First day in ZeraBooks**. The wizard shows the handoff, for example "Old books close Dec 31, 2025 → ZeraBooks starts Jan 1, 2026". Then click **Continue**.
See [Choose a starting point](https://www.zerabooks.com/help/getting-started/choose-a-starting-point) for help picking one and choosing the date.
{% endstep %}
{% step %}
### Categories (fresh start)
Choose how to build your chart of accounts:
- **Generate for my business**: answer **What does this business do?** in at least 10 characters, then click **Generate categories**.
- **Import my chart of accounts**: bring your categories from a CSV, Excel or PDF file.
You can edit the categories before saving them. Afterwards the step shows **Show all N categories**, **Add more categories** and **Start over with categories**.
See [Generate categories with AI](https://www.zerabooks.com/help/ledger-and-categories/generate-categories-with-ai) and [Import a chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/import-a-chart-of-accounts).
{% endstep %}
{% step %}
### Accounts (fresh start)
Answer **Which accounts does the business use?** by naming each bank account and credit card, so you recognize it later when you upload its statements.
If the business has none yet, tick **This business doesn't have a bank or credit-card account yet.** **Continue** stays disabled until you add an account or tick that box.
{% endstep %}
{% step %}
### Opening books (existing books)
Bring your old books' closing balances into ZeraBooks: upload the closing reports, confirm the categories, hand off each bank account and review the totals. See [Move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks).
{% endstep %}
{% step %}
### Review
**One last look.** shows the **Business**, **Books currency**, **Starting point**, **Categories**, **Accounts** and **Opening books**, followed by **What happens next**.
1. Check the summary.
2. Tick the confirmation box.
3. Click **Open my books**.
{% endstep %}
{% endstepper %}
Either way, ZeraBooks then opens your books. The first time, a short walkthrough shows each part of ZeraBooks, starting with Ask Zera. See [Product Guides](https://www.zerabooks.com/help/getting-started/product-guides).
{% hint style="info" %}
**Tip:** Stuck on a step? Click **Book a call with the founder** at the bottom of any setup screen to talk it through.
{% endhint %}
## After setup
- [Upload your first statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement) for each account.
- Tell ZeraBooks what the business does, and set the first month of your fiscal year, in [Company settings](https://www.zerabooks.com/help/my-account/company-settings). Setup doesn't ask for the fiscal year; it starts in January until you change it.
- Bookkeepers can set up the next business the same way. See [Add a client](https://www.zerabooks.com/help/clients/add-a-client).
## Frequently Asked Questions
I'm moving from QuickBooks or Xero. Which starting point do I pick?
**Books are up to date** if they're current, or **Books need catching up** if they're behind. You choose your old software later, in Opening books. See [Choose a starting point](https://www.zerabooks.com/help/getting-started/choose-a-starting-point).
Why was I sent back to setup when I opened ZeraBooks?
The company you're working in hasn't finished setup. ZeraBooks opens the wizard where you left off. Finish the remaining steps and click **Open my books**.
What if the business doesn't have a bank account yet?
Tick **This business doesn't have a bank or credit-card account yet.** on the **Accounts** step. You can add accounts later in **Banks & Cards**.
What does "You already have a business called ..." mean?
Another company in your account already has that name. Give this one its own name, for example by adding its city or legal suffix.
Can I start over with my categories?
Yes, during setup. Click **Start over with categories**, then **Delete and choose again**. Categories that already have activity can't be deleted. After setup, manage them in the [Category Manager](https://www.zerabooks.com/help/ledger-and-categories/understand-the-category-manager).
Where do I set my fiscal year?
In **Settings** › **Bookkeeping**, under **First month of the fiscal year**. It's January until you change it, and it's locked once the books have activity. See [Company settings](https://www.zerabooks.com/help/my-account/company-settings).
Source: https://www.zerabooks.com/help/getting-started/set-up-your-first-company
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Choose a starting point
Start fresh, books are up to date, or books need catching up. Which one fits your business, and how to pick the first day ZeraBooks keeps the books.
## The three starting points
When you set up the books yourself (**Set it up myself** on **How do you want to set up?**), setup asks **Where are the books today?**. Pick the card that sounds like your business. ZeraBooks only asks for what that path needs. With **Let Zera set it up**, Zera works this out from your statements and you skip this step.
| Starting point | Pick it when | What comes next |
| --- | --- | --- |
| **Start fresh** | The business is brand new: no money in or out yet, and no balances, loans, or unpaid invoices and bills. | Set up categories and name your bank and card accounts. |
| **Books are up to date** | Your books are current and reconciled in other software, and ZeraBooks takes over from a set day. | Bring your closing balances over in Opening books. |
| **Books need catching up** | Things fell behind, or you never got started. | Bring the last reliable balances over, then upload the missing statements from the first day onward. |
There's no separate option for QuickBooks, Xero or other software. If you're moving from one, choose **Books are up to date** or **Books need catching up**; you pick your software later, when you bring the closing reports.
## Choose the first day in ZeraBooks
1. Choose **Books are up to date** or **Books need catching up**.
2. Click **First day in ZeraBooks** and pick the date from the calendar, or type it as YYYY-MM-DD and click **Apply**.
- **Books are up to date**: the day after your previous books close.
- **Books need catching up**: the day after your last reliable closing balance. Never kept books? Use your first day of business activity.
3. Check the handoff line under the date. It shows the day your old books close and the day ZeraBooks starts.
4. Click **Continue**.
No files are needed on this step. Closing balances and unpaid items come later, in Opening books. See [Move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks).
{% hint style="info" %}
**Tip:** A month end is usually the easiest handoff. If your old books close on December 31, your first day in ZeraBooks is January 1. Your accountant may prefer a fiscal year end.
{% endhint %}
## Frequently Asked Questions
What is the first day in ZeraBooks?
It's the date ZeraBooks takes over the bookkeeping. Everything before it stays in your old books and comes across as closing balances. Everything from it onward is recorded in ZeraBooks from your statements.
Can the first day be in the future?
Only as far as tomorrow. Your old books need to be closed before ZeraBooks takes over, so the latest date you can pick is tomorrow.
Will my old transactions come across?
No. ZeraBooks brings over the closing balances, unpaid invoices and bills, and uncleared bank items as of the day before your first day. Keep your old software's exports for anything earlier. You can optionally import past categorization so ZeraBooks learns how you categorized before.
I chose Start fresh, but the business has earlier activity. What do I do?
Before any transactions are recorded, go to **Settings** › **Bookkeeping** and click **Actually, this business has earlier activity** under **Opening books**. It takes you back to the starting point step.
My books are behind by several months. Which option do I choose?
**Books need catching up**. Use the day after your last reliable closing balance as the first day, then upload every statement from that day onward.
Source: https://www.zerabooks.com/help/getting-started/choose-a-starting-point
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Currency and region
Each company keeps its books in US dollars, Canadian dollars or euros. How to choose the currency and number format, and when the currency locks.
## Books currency
Every company has one **Books currency**. Every figure in its books and reports is in that currency. ZeraBooks offers three:
| Code | Currency |
| --- | --- |
| **USD** | US dollar (the default) |
| **CAD** | Canadian dollar |
| **EUR** | Euro |
You choose it on the first step of setup, next to the business name. See [Set up your first company](https://www.zerabooks.com/help/getting-started/set-up-your-first-company).
{% hint style="warning" %}
**Important:** The books currency locks once the books have their first transaction. Choose it carefully during setup.
{% endhint %}
## Check or change the currency
1. Open the company menu at the top of the left navigation and click **Settings** (or press G then S).
2. Click **Company**. **Books currency** shows the current currency with the note "Locked once the books have their first transaction."
3. To change it before the first transaction, click the pencil (**Edit company**), pick another **Books currency** and click **Save**.
## Number format
**Number format** sets how amounts and dates are punctuated, separately from the currency. The euro, for example, is written €1,234.56 in Ireland and € 1.234,56 in the Netherlands. Change it any time in **Settings** › **Company** › **Edit company**; it never locks.
| Number format | Example |
| --- | --- |
| United States — English | $1,234.56 |
| Canada — English | $1,234.56 |
| Canada — French | 1 234,56 $ |
| Ireland — English | €1,234.56 |
| Netherlands — Dutch | € 1.234,56 |
| Germany — German | 1.234,56 € |
| France — French | 1 234,56 € |
| Spain — Spanish | 1.234,56 € |
| Italy — Italian | 1.234,56 € |
| Austria — German | € 1.234,56 |
| Belgium — Dutch | 1.234,56 € |
| Portugal — Portuguese | 1 234,56 € |
## Documents in another currency
The books stay in one currency, but a bill or invoice printed in one of the other two currencies can still be recorded. Once its currency is confirmed, it posts at the exchange rate on its date, and any difference when it's paid goes to **Exchange Gain or Loss**.
When you add a bank or credit-card account, its currency starts as the books currency. You can mark it as held in one of the other two.
## Frequently Asked Questions
Can I change the currency after I start?
No, not once the books have their first transaction. Before that, change it in **Settings** › **Company** › **Edit company**. If you need a different currency for books that already have activity, set up a new company with the right currency.
Can I use a currency other than USD, CAD or EUR?
No. ZeraBooks keeps books in US dollars, Canadian dollars or euros only.
Can I use ZeraBooks outside the United States?
Yes, if the books are kept in Canadian dollars or euros. Pick the currency and a matching number format, for example Canada — French or Germany — German.
Can I bring foreign-currency balances over from my old books?
No. When you move your books to ZeraBooks, opening balances in another currency aren't supported. See [Move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks).
What's the difference between currency and number format?
The currency is the money the books count in. The number format only changes how amounts and dates are written, for example 1,234.56 or 1.234,56. The number format can change at any time.
Source: https://www.zerabooks.com/help/getting-started/currency-and-region
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Move your books to ZeraBooks
Bring your old books' closing balances, unpaid invoices and bills, and bank handoff into ZeraBooks, one stage at a time. You can save and come back at any stage.
## What comes across
Opening books picks up where your old software left off. It brings over, as of the day your old books close:
- The closing balance of every account, from your trial balance.
- Invoices your customers hadn't paid and bills you hadn't paid, so they can be matched when the money moves.
- Checks and deposits that hadn't cleared the bank yet.
Your old transactions don't come across one by one. The balances carry the history. You can optionally teach ZeraBooks how you categorized before. See [Review, import and undo opening books](https://www.zerabooks.com/help/getting-started/review-import-and-undo-opening-books).
## Where to find it
- **During setup:** choose **Books are up to date** or **Books need catching up** as your starting point. Opening books becomes a step of the wizard, with four stages; the handoff date is the one you chose on the starting point step.
- **After setup:** go to **Settings** › **Bookkeeping** and click **Resume opening books**, or click **Continue opening books** when ZeraBooks stops a statement upload. Here Opening books has a fifth stage first, **Handoff date**.
- **After the import:** **Settings** › **Bookkeeping** › **View opening-book record**, or **Review opening books** on the notice the Ledger and Financials show when you look at a period before your first day.
## The stages
{% stepper %}
{% step %}
### Handoff date
Outside setup, **Where should ZeraBooks pick up?** asks for the first day in ZeraBooks, then shows when the old books close and when ZeraBooks begins. Use the day after your last reliable, reconciled closing date. Click **Continue to reports**.
See [Choose a starting point](https://www.zerabooks.com/help/getting-started/choose-a-starting-point).
{% endstep %}
{% step %}
### Closing reports
Pick your old software under **Your current accounting software** and upload the **Trial balance** as of the closing date. Add the **Unpaid customer invoices** and **Unpaid vendor bills** reports only if money was still owed on that date. **How do I get this?** shows the exact clicks for your software.
See [Export closing reports](https://www.zerabooks.com/help/getting-started/export-closing-reports).
{% endstep %}
{% step %}
### Categories
Every account from the trial balance needs a home in ZeraBooks. Confirm or change the category each balance lands in. **Continue** stays disabled until every balance has one.
See [Match opening balances to categories](https://www.zerabooks.com/help/getting-started/match-opening-balances).
{% endstep %}
{% step %}
### Bank statements
For each bank and card, upload the last statement dated on or before the closing date. ZeraBooks compares the statement balance with your old books and helps you list any checks or deposits that hadn't cleared.
See [Bank handoff and uncleared items](https://www.zerabooks.com/help/getting-started/bank-handoff-and-uncleared-items).
{% endstep %}
{% step %}
### Review
Check the totals for the trial balance, unpaid invoices and unpaid bills, tick the confirmation and click **Bring my books into ZeraBooks**.
See [Review, import and undo opening books](https://www.zerabooks.com/help/getting-started/review-import-and-undo-opening-books).
{% endstep %}
{% endstepper %}
## Before you start
- Reconcile the old bank and card accounts and clear any suspense balances in your old software.
- Make sure the trial balance and the unpaid reports use the same closing date.
- Opening balances in a foreign currency aren't supported, and neither is a full import of your transaction history.
- Payroll, inventory, fixed-asset schedules and tax filings need their own supporting records. A closing balance doesn't recreate them, so keep the originals.
{% hint style="warning" %}
**Important:** Finish opening books before you add new activity. Until then, uploading a statement shows "Bring in your opening balances first" with a **Continue opening books** button. And once a company has statements, journals or documents, an opening import can't be added on top of them.
{% endhint %}
ZeraBooks never invents a balancing amount to make the books add up. If you can't establish reliable opening figures yet, click **Save & leave** and finish the earlier records first.
## Frequently Asked Questions
Can I stop partway and come back?
Yes. Your progress and uploaded reports are saved privately as you go. Outside setup, click **Save & leave**; come back from **Settings** › **Bookkeeping** › **Resume opening books**.
Why can't I upload a bank statement yet?
Opening books isn't finished. ZeraBooks shows "Bring in your opening balances first" until the closing balances, unpaid invoices and bills, and bank handoff are reviewed. Click **Continue opening books** to finish them.
Can I import all my old transactions?
No. Only the closing balances, unpaid documents and uncleared bank items come across. You can add past categorization examples so ZeraBooks learns your categories, without adding transactions.
Does ZeraBooks change anything in my old software?
No. You export reports from your old software and upload them. Nothing is written back to it.
What does "This company already has statements, journals or documents" mean?
The company already has activity in ZeraBooks, and opening books has to start before that activity. You can review the files, but you can't import them into books that already have entries.
My old books were in another currency. Can I bring them over?
No. Opening balances in a foreign currency aren't supported. The closing reports need to be in the company's books currency.
Source: https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Export closing reports from your old software
The exact clicks to export the trial balance and the unpaid invoices and bills reports from QuickBooks Online, QuickBooks Desktop, Xero and other software.
## Which reports you need
Opening books asks for up to three reports, all dated on the day your old books close:
| Report in ZeraBooks | What it is | When you need it |
| --- | --- | --- |
| **Trial balance** | Every account and its balance on the closing date | Always |
| **Unpaid customer invoices** | Invoices customers hadn't paid yet (an accounts receivable aging detail report) | Only if customers still owed you money |
| **Unpaid vendor bills** | Bills you hadn't paid yet (an accounts payable aging detail report) | Only if you still owed vendors money |
Upload the trial balance first. ZeraBooks reads it and then shows only the unpaid reports you need. If nothing was owed either way, it says "Nothing was owed either way on {date}, so that's everything."
## Upload the reports
1. On the **Closing reports** stage, pick your software under **Your current accounting software**.
2. On a report's row, click **How do I get this?** for the exact clicks in that software, with a link to the software's own help.
3. Export the report from your old software as of the closing date.
4. Back in ZeraBooks, click **Choose file** on that row and select the export. ZeraBooks reads it and shows what it found, for example the number of accounts and the debit and credit totals.
5. Repeat for each report shown, then click **Continue** (in setup) or **Read reports**.
Files can be PDF, CSV or Excel (.xlsx), up to 10 MB each and 20 MB together, with up to 500 accounts and 2,000 unpaid documents. Any layout works.
## Export steps by software
These are the steps the **How do I get this?** guides show. Use the detail versions of the aging reports, not the summaries: only the detail reports list each invoice or bill with its number, date and original amount.
{% tabs %}
{% tab title="QuickBooks Online" %}
### Trial balance
1. **Reports** › **Standard reports**: search for **Trial Balance** and open it.
2. **Report period**: end on your closing date. **Accounting method**: **Accrual**. Then **Run report**.
3. To bring every category, not only those with a balance, set **Rows/Columns** to show all rows.
4. **Export/Print** › **Export to Excel**.
### Unpaid customer invoices
1. **Reports** › **Standard reports** › **Who owes you** › **Accounts receivable aging detail**.
2. Set **As of** to your closing date.
3. **Customize** › **General options** › **Aging**: choose **Report date**, then **Run report**.
4. **Export/Print** › **Export to Excel**.
### Unpaid vendor bills
1. **Reports** › **Standard reports** › **What you owe** › **Accounts payable aging detail**.
2. Set **As of** to your closing date.
3. **Customize** › **General options** › **Aging**: choose **Report date**, then **Run report**.
4. **Export/Print** › **Export to Excel**.
Reports look different in the classic view and the new enhanced view; the same options exist in both. QuickBooks Online exports Excel only, which ZeraBooks reads directly.
{% endtab %}
{% tab title="QuickBooks Desktop" %}
### Trial balance
1. **Reports** › **Accountant & Taxes** › **Trial Balance**.
2. **Customize Report** › **Display**: leave **From** blank and set **To** to your closing date.
3. **Report Basis**: **Accrual**, then **OK**.
4. **Excel** › **Create New Worksheet**.
### Unpaid customer invoices
1. **Reports** › **Customers & Receivables** › **A/R Aging Detail**.
2. **Customize Report** › **Display**: set **To** to your closing date.
3. Make sure the **Amount** and **Open Balance** columns are shown, then **OK**.
4. **Excel** › **Create New Worksheet**.
### Unpaid vendor bills
1. **Reports** › **Vendors & Payables** › **A/P Aging Detail**.
2. **Customize Report** › **Display**: set **To** to your closing date.
3. Make sure the **Amount** and **Open Balance** columns are shown, then **OK**.
4. **Excel** › **Create New Worksheet**.
Leaving **From** blank and setting only **To** gives a clean as-of snapshot.
{% endtab %}
{% tab title="Xero" %}
### Trial balance
1. **Reporting** › **All reports**: find and open **Trial Balance**.
2. Set **Date** to your closing date.
3. **More**: accounting basis **Accrual**; tick the option to show accounts with a zero balance to bring every category.
4. Click **Update**, then **Export** › **Excel** or **CSV**.
### Unpaid customer invoices
1. **Reporting** › **All reports**: find and open **Accounts Receivable Aging Detail**.
2. Set **Date** to your closing date.
3. **Columns**: show **Invoice Date** and **Due Date** alongside the invoice number, then **Update**.
4. **Export** › **Excel** or **CSV**.
### Unpaid vendor bills
1. **Reporting** › **All reports**: find and open **Accounts Payable Aging Detail**.
2. Set **Date** to your closing date.
3. **Columns**: show **Invoice Date** and **Due Date** alongside the bill number, then **Update**.
4. **Export** › **Excel** or **CSV**.
Use the detail reports only; the summary shows totals per contact.
{% endtab %}
{% tab title="Other software" %}
Pick your software in **Your current accounting software** to see its full steps in **How do I get this?**. The trial balance for each:
### Sage 50
**Reports & Forms** › **General Ledger** › **General Ledger Trial Balance**. In **Options**, set the date to your closing date, then **OK**. Click the Excel icon › **Create a new workbook** › **OK**. For unpaid items use **Aged Receivables** and **Aged Payables** with **Summarize report** unchecked.
### Sage Accounting
**Reports** › **Trial Balance**. Set the period to end on your closing date, then **Calculate**, then **Export** › **CSV**. For unpaid items use **Accounts Receivable Aging** and **Accounts Payable Aging**, **Detailed**. The UK and Ireland editions call these Aged Debtors and Aged Creditors.
### FreshBooks
**Reports** › **Accounting Reports** › **Trial Balance**. Date range **Custom**, ending on your closing date; accounting method **Billed (Accrual)**. **More Actions** › **Export for Excel** (this saves a CSV). For unpaid items use **Invoice Details** (unpaid statuses only) and **Accounts Payable Aging**. Trial Balance needs the Plus plan or higher; Accounts Payable Aging needs Premium or higher.
### Wave
**Reports** › **Detailed Reporting** › **Trial Balance**. Set the date to your closing date, **Update Report**, then **Export** › **CSV**. Wave's aged receivables and payables export totals per customer or vendor only, so ZeraBooks' templates are usually the quickest route for unpaid items.
### Zoho Books
**Reports** › **Accountant** › **Trial Balance**. **As of Date**: your closing date; **Basis**: **Accrual**; **Run Report**. **Export** › **Excel** or **CSV**. For unpaid items use **Receivables** › **Aging Details** and **Payables** › **Aging Details**.
### NetSuite
**Reports** › **Financial** › **Trial Balance**. Set **As of** to your closing date, **Refresh**, then **Export to CSV** or **Export to Microsoft Excel** in the report footer. For unpaid items, the guide walks you through a saved search of open invoices and bills. Exporting needs the Export Lists permission on your role.
### Spreadsheet or other
Export the trial balance and aging detail reports from any software as PDF, CSV or Excel; ZeraBooks reads the layout. Or click **Fill our template instead** on the report's row to download a CSV template:
- **Trial balance:** one row per account with its closing balance in the **Debit** or **Credit** column. Debits must equal credits.
- **Unpaid invoices or bills:** one row per open document or credit, with the customer or vendor, number, date, due date, original amount and outstanding amount. A credit is a negative outstanding amount.
{% endtab %}
{% endtabs %}
{% hint style="info" %}
**Tip:** Menus differ between versions, editions and regions. If yours looks different, follow the software's official article linked in **How do I get this?**, or export the report any way you can. ZeraBooks reads any layout.
{% endhint %}
## Frequently Asked Questions
Do I always need the unpaid invoices and bills reports?
No. Only if money was still owed on the closing date. ZeraBooks reads your trial balance and asks for them only when customers owed you or you owed vendors.
What does "Choose a nonempty PDF, CSV or Excel (.xlsx) export no larger than 10 MiB." mean?
The file is empty, too large or in another format. Export the report again as PDF, CSV or .xlsx, under 10 MB. If all your reports together exceed 20 MB, export a smaller set.
Why accrual and not cash basis?
The accrual reports include what customers owed you and what you owed vendors on the closing date, so those balances come across. Choose **Accrual** if your software asks.
My trial balance's debits and credits don't match. What now?
ZeraBooks shows how far apart they are under the file. Check the rows it read from the file, or export the report as CSV and upload it again with **Replace file**.
My software isn't in the list. What do I do?
Choose **Spreadsheet or other**. Export the trial balance and aging detail reports as PDF, CSV or Excel, or fill in ZeraBooks' template with **Fill our template instead**.
Do I need to export my bank statements too?
Not from your accounting software. Bank and card statements come from your bank, on the **Bank statements** stage. See [Bank handoff and uncleared items](https://www.zerabooks.com/help/getting-started/bank-handoff-and-uncleared-items).
Source: https://www.zerabooks.com/help/getting-started/export-closing-reports
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Match opening balances to categories
Every balance on your old trial balance needs a home in ZeraBooks. How the Categories stage matches them, and how to change a match before you continue.
## How balances get their categories
On the **Categories** stage of opening books, each account on your closing trial balance is matched to a ZeraBooks category. How that happens depends on where you are:
- **During setup**, a new company has no categories yet. ZeraBooks reads your trial balance and creates the categories from it, for you to confirm. Then each balance lands in the category read from it.
- **After setup**, the company already has categories. ZeraBooks suggests a match for each balance, and you review every suggestion.
## Confirm the matches during setup
1. Confirm the categories read from your trial balance.
2. Read the line at the top. "All 8 balances found their category." means everything is matched. Otherwise it says how many still need one.
3. To change a match, click **Change a match**, open the balance's category menu and pick another category.
4. Click **Continue**.
## Match balances after setup
The stage is called **Match your familiar categories.** and shows a table: **Source account** (the account in your old books), **ZeraBooks category**, **Debit** and **Credit**.
1. Check the count at the top right: **N to match**, or **All accounts matched**.
2. Tick **Needs a category** to show only the balances without one, or search with **Search source accounts**.
3. For each balance, click its **ZeraBooks category** and choose the right one.
4. For a bank or card, choose the real account you added during setup. If it's missing, open **Add a missing bank or card** and add it.
5. Click **Continue**.
**Continue** stays disabled until every balance has a category.
{% hint style="info" %}
**Tip:** A category you need doesn't exist yet? Click **Import your chart** to bring your full chart of accounts, or **Create categories with AI** to draft them from a description of the business.
{% endhint %}
## When the trial balance has no income or expense accounts
Statements need income and expense categories to sort transactions into. If your trial balance has none during setup, ZeraBooks says "Your trial balance had no income or expense categories, and statements need them." and offers three choices:
- **Create them for my business**: describe what the business does and ZeraBooks drafts income and expense categories for you to review.
- **Use the standard set**: add ZeraBooks' standard categories, such as Sales Revenue, Facilities, Business Applications & Software and Payroll Expenses, plus 22 more.
- **Add them later in Categories**: continue now and add them later in the [Category Manager](https://www.zerabooks.com/help/ledger-and-categories/understand-the-category-manager).
## Frequently Asked Questions
Why is Continue greyed out on the Categories stage?
At least one balance has no ZeraBooks category. Tick **Needs a category** to find it, then choose a category for it.
Does ZeraBooks map my old categories automatically?
Yes. During setup the categories come straight from your trial balance. After setup, ZeraBooks suggests a match for each balance, and suggested matches still need your review.
Can I bring my whole chart of accounts, including accounts with no balance?
Yes. Click **Import your chart** on this stage, or import it later from the Category Manager. See [Import a chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/import-a-chart-of-accounts).
My bank account isn't in the category list. What do I do?
Open **Add a missing bank or card** on this stage, add the account, then choose it for that balance.
Can I change categories after the import?
Yes. Rename, add or deactivate categories in the [Category Manager](https://www.zerabooks.com/help/ledger-and-categories/add-edit-and-deactivate-categories) at any time.
Source: https://www.zerabooks.com/help/getting-started/match-opening-balances
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Bank handoff and uncleared items
Hand each bank and card over to ZeraBooks with its last statement before the closing date, and list any checks or deposits that hadn't cleared so they aren't counted twice.
## Why the bank and the old books can differ
On the day your old books close, the bank's balance and your books' balance for the same account are often different. A check you wrote was already an expense in your books, but it hadn't reached the bank yet. The same goes for a deposit that hadn't landed, or card charges after the statement closed.
For example: the statement shows $1,000.00, a $100.00 check hadn't cleared, so the old books show $900.00. You record that check as an uncleared item. When it appears on your first new statement, you match it to the opening item and ZeraBooks doesn't record it twice.
## Hand off each account
The **Bank statements** stage, **A clear handoff for each bank.**, lists every bank and card account from your trial balance. Each row shows its balance in the old books.
1. Download the account's last statement dated on or before the closing date from your bank's website. A statement that closed earlier in the month is fine, and so is your old software's reconciliation report for that date.
2. On the account's row, click **Choose file** and select the statement (PDF, CSV or .xlsx, up to 2 MB).
3. ZeraBooks reads the balance printed on it and compares it with the old books. The row shows one of these:
| Status | What it means |
| --- | --- |
| **Agrees** | The statement balance plus your uncleared items equals the old books, and every item is complete. |
| **Off by $X** | The statement and the old books differ by that amount. Click **Explain the difference**. |
| **Type the closing balance** | ZeraBooks couldn't find a balance on the file. Type it in **Statement balance**. |
| **Details needed below** | The amounts agree, but an uncleared item is missing its date or description. |
4. If the balance read from the file is wrong, click **Change the statement balance** and type it as printed.
5. When every account agrees, click **Continue**.
## List the uncleared items
1. On a row that's **Off by $X**, click **Explain the difference**. ZeraBooks explains the usual cause, for example "Your books show $300.00 less than the bank. That is usually a check or payment you wrote that hadn't cleared by December 31, 2025."
2. A first item opens, already holding the difference. Fill in:
- **Date**: when you wrote the check or made the deposit, on or before the closing date.
- **What was it?**: for example "Check 1042 to a supplier".
- **Amount**, then **Money out** or **Money in**. For a card: **Card payment** or **Card charge**.
3. More than one item? Click **Add another**. The line above the items shows how much is **still to explain**.
4. Remove an item you don't need with **Remove**.
When the items explain the whole difference, the line reads **All explained** and the row turns to **Agrees**.
{% hint style="info" %}
**Tip:** When an uncleared check or deposit shows up on your first new statement, match it to its opening item so it isn't recorded twice. See [Match manual entries to statement lines](https://www.zerabooks.com/help/banks-and-cards/match-manual-entries-to-statement-lines).
{% endhint %}
## Frequently Asked Questions
My bank shows "Off by $X". What do I do?
Click **Explain the difference** and list each check, payment or deposit that hadn't cleared by the closing date, until the row reads **Agrees**. If the statement balance was read wrong, click **Change the statement balance** instead.
Which statement do I upload?
The last statement for that account dated on or before the day your old books close. It can be a PDF or CSV from your bank's website, or your old software's reconciliation report for that date.
My statement closed on the 25th but my books close on the 31st. Is that OK?
Yes. A statement that closed earlier in the month is fine. List anything between the statement date and the closing date that the statement doesn't show as an uncleared item.
What does "Choose a nonempty PDF, CSV or XLSX file no larger than 2 MiB." mean?
The statement file is empty, too large or in another format. Upload a PDF, CSV or .xlsx under 2 MB.
How many uncleared items can I add?
Up to 2,000 across all accounts.
My trial balance has no bank accounts. Do I skip this stage?
Yes. ZeraBooks says "Your closing report has no bank or card accounts to carry forward." Click **Continue**.
Source: https://www.zerabooks.com/help/getting-started/bank-handoff-and-uncleared-items
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Review, import and undo opening books
Check the opening totals, bring your books into ZeraBooks, and find the opening-book record afterwards. How to undo the import, and when you no longer can.
## Review and import
The last stage, **Your opening books are ready.**, shows what comes across as of the closing date: the **Trial balance**, **Unpaid invoices** and **Unpaid bills** totals.
1. Check the totals against your old software's reports.
2. Outside setup, you can also open **Review bank handoffs** and **Review outstanding documents** to see every uncleared item and unpaid invoice or bill.
3. Tick the confirmation. During setup it reads "These figures are right, and {date} is my first day in ZeraBooks."
4. Click **Bring my books into ZeraBooks**.
If something still needs attention, the stage lists it under **Resolve before importing** instead. Fix each item, then click **Check again**.
## After the import
ZeraBooks shows **Your books are home.** with the closing date and the day ZeraBooks starts. The unpaid invoices and bills are now open documents in **Invoices** and **Bills**, ready to match to payments.
- **During setup**, click **Continue** to go on to the last setup step.
- **After setup**, the opening-book record has three tabs:
- **Overview**: the totals, with **Add statements**, **Review financials**, **Invoices** and **Bills**.
- **Past categorization**: optionally import a categorized export from your old software, so ZeraBooks learns which category you used for each merchant. It adds no transactions and changes no balances. Click **Import historical examples** or **Continue without history**.
- **Original records**: your uploaded reports, each with **Download original**.
Find the record again in **Settings** › **Bookkeeping** › **View opening-book record**.
## Undo the import
Undo removes the opening journal and voids its opening documents together. Your original reports and the audit record stay.
- **During setup:** click **Undo and go back**, then **Undo and go back** again to confirm. You return to the opening books stages to do them again.
- **After setup:** open **Original records**, click **Review undo** under **Correct this migration**, then **Undo migration**.
{% hint style="warning" %}
**Important:** "Undo is unavailable after subsequent bookkeeping, payment history or a period close." Once you've recorded new activity, matched a payment to an opening invoice or bill, or closed a period, the import can't be undone.
{% endhint %}
## Frequently Asked Questions
Can I undo the opening import?
Yes, until there's later bookkeeping, payment history or a period close. After setup, go to **Original records** › **Review undo** › **Undo migration**.
What happens to my uploaded reports if I undo?
They stay. Undo removes the opening balances and voids the opening documents, but the original reports and the audit record remain, listed under **Previous migration undone**.
Can I edit an opening balance after the import?
Not in the opening-book record. If the import is still undoable, undo it, fix the reports and import again. Otherwise, correct it with a journal entry. See [Record a journal entry](https://www.zerabooks.com/help/ledger-and-categories/record-a-journal-entry).
Why does the Ledger say "Detailed activity begins" on a date?
You're looking at a period before your first day in ZeraBooks. Earlier figures are imported closing summaries, not individual transactions. Click **Review opening books** to see the record.
What does past categorization do?
It teaches ZeraBooks how the business was categorized before, from a CSV or Excel export of categorized transactions. It doesn't add transactions or change any balance, and your corrections in ZeraBooks always take priority.
What does "Import could not be confirmed. Refresh status before retrying." mean?
The connection dropped before ZeraBooks could confirm the import. Click **Check status** to see whether it finished before you try again, so the books aren't imported twice.
Source: https://www.zerabooks.com/help/getting-started/review-import-and-undo-opening-books
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Banks & Cards overview
Banks & Cards is the register of every bank account and credit card in your books. Here is what each part of the page does and how transactions get there.
## What Banks & Cards is for
**Banks & Cards** holds one register for each bank account and credit card in your books. Every line comes from a statement you upload or an entry you record yourself. ZeraBooks categorizes each line, and you review and correct the categories here.
{% hint style="info" %}
**Note:** ZeraBooks doesn't connect to your bank. There are no bank feeds and no bank logins. You fill each account by uploading its PDF, CSV or Excel statement. See [Upload a bank or card statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
{% endhint %}
## Open the page
In the left navigation, click **Banks & Cards**, or press G then B.
1. **Accounts.** The left side lists your accounts under **Bank Accounts** and **Credit Cards**. Click one to open its register. The number beside an account is how many transactions it has in the period you picked. Accounts in a currency other than your books currency show a currency tag.
2. **Period.** Pick the month or range with the arrows and the period picker at the top. ZeraBooks remembers your choice for each company.
3. **Add Transaction.** Records a transaction by hand. The arrow next to it holds **Import Bank Transactions** and **Import Journal Entries**. The **⋮** menu (**More bank actions**) holds the exports.
4. **need review.** The chip on the register counts lines that need a look. Click it to show only those lines.
## Read the register
The register header shows **Assets** for a bank account or **Liabilities** for a credit card, then the account's name and number.
- **Columns.** By default you see **Date**, **Party**, **Category** and **Amount**. Click a column heading to sort by it; click again to reverse the order.
- **More columns.** Click the columns button to open **Show columns**. Turn on **Source** to see where each line came from (**Bank statement**, **Invoice**, **Bill**, **Pay In**, **Pay Out**, **Transfer** and more), or **Balance** for a running balance. **Reset columns** puts the defaults back.
- **Filter.** Type in **Filter {n} transactions…** to search by party, description, memo, date, category or amount.
- **Pages.** The register shows 50 transactions per page.
## View and Edit
The page opens in **View**, so nothing changes by accident. Switch to **Edit** at the top to change categories and parties, pick suggestions and select lines for bulk changes. See [Review and fix categories](https://www.zerabooks.com/help/banks-and-cards/review-and-fix-categories).
## What you can do here
- [Add bank and credit-card accounts](https://www.zerabooks.com/help/banks-and-cards/add-bank-and-credit-card-accounts)
- [Upload a bank or card statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement)
- [Review and fix categories](https://www.zerabooks.com/help/banks-and-cards/review-and-fix-categories)
- [Match manual entries to statement lines](https://www.zerabooks.com/help/banks-and-cards/match-manual-entries-to-statement-lines)
- [Remove a statement](https://www.zerabooks.com/help/banks-and-cards/remove-a-statement)
- [Export transactions](https://www.zerabooks.com/help/banks-and-cards/export-transactions)
## Frequently Asked Questions
Can I connect my bank account to ZeraBooks?
No. ZeraBooks has no bank feeds and never asks for a bank login. Download each month's statement from your bank as a PDF, CSV or Excel file and upload it into the matching account.
Why does the page say "Set up your categories first"?
Statements are categorized into your chart of accounts, so you need categories before you can upload. Click **Set up your categories** to open the Category Manager. See [Set up your chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/set-up-your-chart-of-accounts).
Why does it say "No transactions in" this period?
No statement or manual entry for this account falls in the period you picked. Statements with no activity add no transactions. Change the period, or upload any missing statements into their matching account.
Where is the running balance?
Open the columns menu and turn on **Balance**. It follows posting date and includes earlier activity, whatever the sorting or filter. If it shows "Requires complete posting history", the full history isn't available for that view.
What does "Could not load the register" mean?
ZeraBooks couldn't read this account's transactions, usually because of a connection problem. Click **Retry** before you rely on the balances shown.
Source: https://www.zerabooks.com/help/banks-and-cards/banks-and-cards-overview
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Add bank and credit-card accounts
Every statement you upload goes into an account you add first. Add each bank account and credit card by name. No account number or bank login needed.
## Before you start
ZeraBooks doesn't connect to banks, so an account is simply a name you'll recognize, such as "Chase Checking 1101". You choose that account each time you upload its statements, so its transactions and balance stay together. No full account number or bank login is needed.
{% hint style="info" %}
**Tip:** If you have two similar accounts at the same bank, add the last four digits to each name, e.g. "Chase Checking 1101".
{% endhint %}
## Add your first accounts
When a company has categories but no bank or card accounts yet, **Banks & Cards** shows **Add your bank & card accounts**.
1. In the left navigation, click **Banks & Cards**.
2. Type the account's name, e.g. "Chase Checking 1101" or "Amex Business Card 3303".
3. Choose **Bank** or **Card**.
4. If the account isn't in your books currency, click the currency chip and pick its currency.
5. Click **Add account**. Repeat for every account you'll upload statements for.
6. Click **Continue**. It stays disabled until at least one account exists.
You can also add accounts in the **Accounts** step of company setup. See [Add a client](https://www.zerabooks.com/help/clients/add-a-client).
## Add another account later
Later accounts are added in the Category Manager, where they live alongside your other categories.
1. Go to **Accounting** › **Category Manager** (or press G then A).
2. In the **Banks & Cards** panel, click **Add account**.
3. Choose **Bank account** or **Credit card**.
4. The new category form opens, already set up as a checking account or a credit card. Enter the **Category Name**, and choose a **Currency** if the account isn't in your books currency.
5. Click **Create**. The account appears in **Banks & Cards** straight away.
## Frequently Asked Questions
Do I need to give ZeraBooks my bank login or account number?
No. ZeraBooks never connects to your bank. The account is a name and a type; the transactions come from the statements you upload.
Can a bank account be in a different currency from my books?
Yes. Pick its currency when you add it. Statements upload in that currency, and the currency locks once the first statement lands.
Does ZeraBooks create my bank accounts when it generates categories?
No. Bank and credit-card accounts are never generated. You add each one yourself.
What does "We couldn't add this account" mean?
The account wasn't saved, usually because of a connection problem. Your details are still in the form; click **Add account** again.
Can I remove an account I added by mistake?
Yes, while you're still in the add panel: each account you add appears as a chip with a remove button. An account that already has transactions can't be removed; you'll see "{name} has activity and can’t be removed here."
Does ZeraBooks detect which account a statement belongs to?
No. You choose the account when you upload. If the statement says it's a different type or currency from the account you chose, nothing is imported.
Source: https://www.zerabooks.com/help/banks-and-cards/add-bank-and-credit-card-accounts
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Upload a bank or card statement
Upload one account's PDF, CSV or Excel statement, up to 10 MB. ZeraBooks imports the transactions, categorizes them and checks the printed balances.
## Before you upload
- **ZeraBooks has no bank feeds.** Download the statement from your bank's website and upload it here.
- **One statement, one account.** Upload a single statement for a single bank account or credit card. Add the account first if it isn't listed; see [Add bank and credit-card accounts](https://www.zerabooks.com/help/banks-and-cards/add-bank-and-credit-card-accounts).
- **File type and size.** PDF, CSV or Excel, up to 10 MB. The statement needs dates, descriptions and amounts.
## Upload a statement
{% stepper %}
{% step %}
### Open the upload
In the left navigation, click **Banks & Cards**, then click **Upload statement** above the register. You can also use **Add Transaction** › **Import Bank Transactions**, or search for "Import bank transactions" with ⌘ K.
{% endstep %}
{% step %}
### Check your categories (first time only)
The first time you upload for a business, ZeraBooks shows **Review {company}'s categories**: the categories it will sort your transactions into. Click **Open Category Manager** if one you use is missing, or click **Continue to upload**. Tick **Don't show this reminder again for this business** to skip it next time.
{% endstep %}
{% step %}
### Choose the account and the file
1. Under **Bank or credit card**, choose the account this statement belongs to.
2. Click **Browse** or drag the file onto the drop area.
3. Click **Import Statement**.
{% endstep %}
{% step %}
### Wait for the import
A status pill shows **Importing statement…** while ZeraBooks reads and categorizes the file. When it's done, it shows how many transactions were imported and for which month, any warnings, and a **Reconcile →** link. The page jumps to the statement's account and month.
{% endstep %}
{% endstepper %}
{% hint style="info" %}
**Tip:** Upload statements in order, month by month. Each statement's opening balance is checked against the previous statement's closing balance. See [How ZeraBooks proves a statement](https://www.zerabooks.com/help/banks-and-cards/how-zerabooks-proves-a-statement).
{% endhint %}
## If the upload is blocked
| Message | What to do |
| --- | --- |
| **Choose your starting point first** | Click **Continue company setup** and choose whether the business is new or has existing books. |
| **Bring in your opening balances first** | Click **Continue opening books** and finish the opening books before uploading new activity. |
| "We couldn't check this business's starting point. Try again before uploading." | Click **Try again**. |
## Upload errors
| Message | What it means |
| --- | --- |
| "Choose one bank or credit card statement as a PDF, CSV or Excel file." | The file isn't a PDF, CSV or Excel file. |
| "Upload one account's statement at a time." | You dropped more than one file. |
| "File too large: ~X MB (max 10 MB)." | Split the statement or export a smaller date range. |
| "Can't read that file as a bank statement. Upload a PDF, CSV, or Excel export." | ZeraBooks couldn't find statement lines in the file. |
| **Statement already imported** | This exact file, or lines it contains, is already in the account. Nothing was imported. |
| "This statement contains more than 10,000 readable rows…" | Split the file into periods that don't overlap. |
| "This is a {type} statement…, but {account} is a {type}. Nothing was imported." | You chose a bank account for a card statement, or the other way round. Pick the matching account. |
| "This statement identifies its currency as…" | The statement's currency doesn't match the account's. Nothing was imported. |
| "This first statement already has an opening balance…" | The company was set up with no earlier activity. Add the earlier balances in Opening books, then retry. |
## Frequently Asked Questions
What files can I upload?
A PDF, CSV or Excel file of one account's statement, up to 10 MB. There is no page limit: long PDFs are read in chunks. A statement can hold up to 10,000 rows.
Can I upload several statements at once?
No. Upload one account's statement at a time. While one import is running, **Upload statement** is disabled; start the next when the pill shows the result.
What happens if I upload the same statement twice?
It's refused and the pill says **Statement already imported**. If a different file repeats any transaction already imported from another statement, the whole file is refused and nothing is imported.
My new statement overlaps the last one. What happens?
If only the dates overlap and no transaction repeats, it imports with a warning to spot-check the boundary dates. If any transaction repeats, nothing is imported.
What if the statement doesn't balance?
It still imports, with a warning that starts "Statement does not tie". Open the month in Reconciliations to find the difference. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
I uploaded a statement into the wrong account. How do I undo it?
Remove it with **Account actions** › **Remove a statement…**, then upload it into the right account. See [Remove a statement](https://www.zerabooks.com/help/banks-and-cards/remove-a-statement).
Will ZeraBooks categorize the transactions automatically?
Yes. Every line gets a category when it's imported. Lines it can't decide land in Uncategorized and count toward **need review**. See [Review and fix categories](https://www.zerabooks.com/help/banks-and-cards/review-and-fix-categories).
Source: https://www.zerabooks.com/help/banks-and-cards/upload-a-statement
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# How ZeraBooks proves a statement
Every statement you upload is checked against its own printed opening and closing balances, so you know the transactions are complete before you rely on them.
## Why statements prove your books
A bank statement prints an opening balance and a closing balance. If every transaction between them is in your books, the numbers must add up. ZeraBooks uses that to prove each statement, instead of asking you to tick off lines one by one.
## The three checks
When you upload a statement, ZeraBooks reads the printed opening and closing balances along with the transactions. A statement **ties** when all three checks pass:
1. **The statement adds up.** Opening balance + every transaction − closing balance = 0.
2. **The chain holds.** The opening balance matches the previous statement's closing balance for the same account.
3. **The ledger agrees.** Your ledger balance for the account equals the printed closing balance.
Open any month in **Accounting** › **Reconciliations** to see the checks side by side. For a bank account, the tiles read **Deposits**, **Withdrawals** and **Net**; for a credit card, **Payments**, **Charges** and **Net**. Each tile compares the **Statement** with the **Ledger** and shows the **Difference**.
## When a statement doesn't tie
A statement that doesn't add up still imports. The upload shows a warning that starts "Statement does not tie: opening + transactions − closing = X. Imported anyway", and the month shows an orange **!** in Reconciliations. An orange dot also appears next to **Reconciliations** in the left navigation.
Common causes:
- a transaction or a printed balance was misread;
- a line is missing, or was read twice;
- the previous month's statement hasn't been uploaded yet.
Follow [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie), or let AI check the statement against the document with [Verify a statement with AI](https://www.zerabooks.com/help/reconciliations/verify-a-statement-with-ai).
{% hint style="info" %}
**Tip:** If the whole statement was read badly, it's quicker to remove it and upload a clearer copy. See [Remove a statement](https://www.zerabooks.com/help/banks-and-cards/remove-a-statement).
{% endhint %}
## Frequently Asked Questions
Does a statement have to tie before it's imported?
No. It always imports, with a warning if it doesn't tie. You fix the difference afterwards in Reconciliations.
Do categories affect whether a statement ties?
No. Categories don't change an account's balance. Only amounts, dates, missing or extra lines, and printed balances do.
Why does the chain check fail when the statement itself adds up?
This statement's opening balance doesn't meet the previous statement's closing balance. A statement may be missing between them, or one of the printed balances was misread.
Why did the signs on my statement get flipped?
If a statement only ties with the amounts reversed, ZeraBooks flips them and adds a warning to the import. Check the register against the document.
Where do I sign off a statement that ties?
In Reconciliations. Click **Finalize…** on the month. See [Finalize a month](https://www.zerabooks.com/help/reconciliations/finalize-a-month).
Source: https://www.zerabooks.com/help/banks-and-cards/how-zerabooks-proves-a-statement
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Remove a statement
Removing a statement deletes it and every transaction it brought in. Use it to undo an upload into the wrong account or a statement that was read badly.
## When to remove a statement
Remove a statement when:
- you uploaded it into the wrong account;
- it was read so badly that re-uploading a clearer copy is faster than fixing it line by line;
- a new file was refused because it repeats transactions from an earlier statement, and you want to replace the earlier one.
{% hint style="danger" %}
**Important:** Removing a statement permanently removes its transactions from the register, including any categories you set on them. It can't be undone. To bring the transactions back, upload the statement again.
{% endhint %}
## Remove a statement
1. In the left navigation, click **Banks & Cards** and select the account.
2. On the register, click the **⋮** menu (**Account actions**), then **Remove a statement…**.
3. The list shows the statements uploaded into this account, newest first, with each file name and its number of transactions. Click **Remove…** next to the one you want to remove.
4. Read the confirmation. It names the statement and how many transactions will be removed. Click **Remove**.
When it's done, ZeraBooks shows "Statement removed · N transactions" and the register updates.
## Frequently Asked Questions
Can I undo removing a statement?
No. The statement and its transactions are gone. Upload the statement again to bring the transactions back; ZeraBooks categorizes them again as it imports them.
Can I remove a single transaction instead of the whole statement?
Not from Banks & Cards. To correct one line, open the month in Reconciliations, switch to **Edit** and use **Remove row** or **Edit row**. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
Why does the list say "No statements uploaded yet"?
No statement has been uploaded into the account you selected. Transactions you recorded by hand aren't statements and don't appear in this list.
What happens to reconciliation after I remove a statement?
The month loses its statement, so it no longer shows as tied. Upload the correct statement to check the month again.
Source: https://www.zerabooks.com/help/banks-and-cards/remove-a-statement
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Review and fix categories
ZeraBooks categorizes every statement line. Switch to Edit to review the lines that need a look, fix a category, or set one category on many lines at once.
## What "need review" means
Every imported line gets a category. A line counts toward **need review** when:
- the statement didn't give enough detail to choose, so the line sits in **Uncategorized Income** or **Uncategorized Expense**; or
- ZeraBooks' AI review flagged the category, for example "66100 Professional Fees may not fit this transaction."
Flagged lines still count in your books; the chip tells you which ones are worth a second look.
## Fix a category
1. In the left navigation, click **Banks & Cards** and select the account.
2. Switch to **Edit** at the top of the page.
3. Click the **need review** chip to show only the lines that need a look. Click it again to show every line.
4. Click a line's category and type to search, e.g. "fees". Pick the right category.
The change saves as soon as you pick. If other lines from the same merchant have a different category, ZeraBooks offers to fix them too. See [Apply a correction to similar transactions](https://www.zerabooks.com/help/banks-and-cards/apply-a-correction-to-similar-transactions).
{% hint style="info" %}
**Tip:** Not sure yet? Keep a line Uncategorized while you check its receipt or ask your client. ZeraBooks remembers your corrections for future statements.
{% endhint %}
### Suggestions and "Looks right"
In **Edit**, an Uncategorized line may show suggested categories as small buttons under its category. Click one to use it. A flagged line whose category is correct shows **Looks right**; click it to keep the category and clear the flag.
## Set one category on many lines
1. In **Edit**, tick the checkbox on each line you want to change.
2. Next to "{n} selected", open **Set category** and pick the category.
3. ZeraBooks shows "N transactions categorized". Click **Clear** to unselect lines without changing anything.
## Lines you can't change here
Some lines have no category picker, even in **Edit**:
- **Transfers and card payments.** Their category is the other account. See [Transfers, credit-card payments and owner draws](https://www.zerabooks.com/help/banks-and-cards/transfers-card-payments-and-owner-draws).
- **Bill and invoice payments.** Their category comes from the bill or invoice they pay.
- **Lines matched to a manual entry.** See [Match manual entries to statement lines](https://www.zerabooks.com/help/banks-and-cards/match-manual-entries-to-statement-lines).
- **Cleared prior books.** Lines already counted in your opening books show **Cleared prior books** instead of a category.
- **Closed months.** In a closed month, the page says "This month is closed. The books are locked through {date}. Reopen from Reconciliations to change it."
## Frequently Asked Questions
Why can't I change a category?
You're in **View**, or the line is a transfer, a bill or invoice payment, a line matched to a manual entry, or in a closed month. Switch to **Edit** first; for the others, see the list above.
What does "This date is in a closed period" mean?
The books are closed through a date on or after this line. Reopen the books in Reconciliations to change it. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
What does "Category changed since this register loaded" mean?
Someone or something (such as Autopilot) changed this line's category after you opened the page. Click **Reload saved categories** to see the saved category, then decide whether to change it again.
Does changing a category affect reconciliation?
No. Categories don't change an account's balance, so a tied or finalized month stays that way.
How do I see every line that needs review across all months?
On All Clients, click a client's **Review** count. Banks & Cards opens on the account with the most lines to review, with the period set to All Time and the review filter on.
Will ZeraBooks learn from my corrections?
Yes. ZeraBooks remembers your corrections for future statements. Lines you categorized yourself are never changed by **Apply to similar**.
Source: https://www.zerabooks.com/help/banks-and-cards/review-and-fix-categories
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Apply a correction to similar transactions
After you fix one line's category, ZeraBooks offers to apply the same category to similar transactions from the same merchant, in one click.
## Fix one, then the rest
1. In **Banks & Cards**, switch to **Edit** and change a line's category. See [Review and fix categories](https://www.zerabooks.com/help/banks-and-cards/review-and-fix-categories).
2. If other transactions from the same merchant have a different category, a banner appears: "{n} similar transactions have a different category. Apply {category} to those too?"
3. Click **Apply to {n} similar**, or **Dismiss** to leave them as they are.
When it's done, the banner says "Updated N similar transactions to {category}."
## What counts as similar
A transaction is similar when it comes from the same merchant and moves money in the same direction (both money in, or both money out). ZeraBooks looks across all of the company's bank and card accounts and all dates.
It never changes:
- lines someone already categorized by hand;
- transfers and credit-card payments;
- bill and invoice payments;
- lines matched to a manual entry;
- lines cleared in your opening books.
{% hint style="info" %}
**Tip:** Your correction is also remembered for future statements, so the same merchant is categorized the same way next time.
{% endhint %}
## Frequently Asked Questions
Can I fix every transaction from one merchant at once?
Yes. Fix one line, then click **Apply to {n} similar** on the banner. To change unrelated lines together instead, select them and use **Set category**.
Why didn't the banner appear?
No other transaction from that merchant, in the same direction, has a different category, or all of them were set by hand, are transfers or payments, or are matched.
What does "These similar transactions are already resolved" mean?
Between the offer and your click, those transactions were already changed. No changes were needed.
The banner says similar transactions could not be checked. What do I do?
Your category was saved, but the check for similar transactions failed. Click **Check similar** to try again.
Is there a limit?
Yes. If more than 1,000 similar transactions need review, ZeraBooks asks you to narrow the changes in the register before trying again.
Can I undo Apply to similar?
There's no undo button. Change the categories back in **Edit**, one at a time or with **Set category** on selected lines.
Source: https://www.zerabooks.com/help/banks-and-cards/apply-a-correction-to-similar-transactions
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Transfers, credit-card payments and owner draws
Money moving between your own accounts isn't income or an expense. Here is how ZeraBooks spots transfers and card payments, and how owner draws are handled.
## Transfers between your own accounts
When money moves from one of your accounts to another, such as checking to savings, it isn't income or an expense. ZeraBooks records it as a transfer: the line's category is the other account itself.
ZeraBooks treats a statement line as a transfer when:
- **the description names the other account's number**, e.g. "TRANSFER TO SAVINGS 11030";
- **the description is card-payment wording**, such as "PAYMENT RECEIVED" or "THANK YOU", and there is only one account it can be; or
- **a matching line is already on another of your accounts**: the same amount, dated within 3 days, where at least one of the two descriptions reads like a transfer.
{% hint style="info" %}
**Tip:** Upload statements for both sides of a transfer. When the second statement is imported, ZeraBooks looks for the other side of each transfer and pairs the two lines.
{% endhint %}
## Credit-card payments
A credit-card payment is a transfer from a bank account to the card. On the bank account, the payment's category is the card, e.g. "Business Visa". On the card, the payment's category is the bank account that paid it.
A transfer's category has no picker, even in **Edit**. This keeps both sides of the transfer in agreement.
## Owner draws
Money you take out of the business for yourself is an owner's draw, not an expense.
- **Autopilot** moves money out that the bank describes as an owner withdrawal or owner draw (for example "OWNER DRAW" or "TRANSFER TO OWNER") to your owner's draws category.
- When a purchase looks personal, Autopilot asks you: "Was "{description}" ({amount}) a personal purchase?", with a choice of **Yes, personal** (your draws category) or **No, business** (the current category). See [Answer Autopilot's questions](https://www.zerabooks.com/help/autopilot/answer-autopilot-questions).
- You can always set a line's category to your owner's draws category yourself in **Edit**.
## Frequently Asked Questions
How are credit-card payments from my checking account handled?
As transfers. The line on checking is categorized as the card account, and the matching line on the card is categorized as the checking account. Neither counts as an expense.
Why can't I change the category of a transfer?
A transfer's category is the other account, and it's locked so both sides stay in agreement. If a line was wrongly treated as a transfer, contact ZeraBooks support.
My card payment wasn't recognized as a transfer. Why?
ZeraBooks couldn't tell which account it belonged to, for example because you have several cards and the description doesn't name one. Upload the statement for the other side. When a matching line for the same amount is dated within 3 days, ZeraBooks can pair the two.
Do I need to record transfers by hand?
No. Transfers come in with your statements. If you record one by hand in the Ledger as well, match it to the statement line so it isn't counted twice. See [Match manual entries to statement lines](https://www.zerabooks.com/help/banks-and-cards/match-manual-entries-to-statement-lines).
Does a transfer affect my profit?
No. Transfers and card payments move money between your own accounts, so they don't appear as income or expenses.
Source: https://www.zerabooks.com/help/banks-and-cards/transfers-card-payments-and-owner-draws
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Match manual entries to statement lines
If you recorded a payment by hand and the statement shows it too, match the two so the payment is counted once. Or confirm they are separate activity.
## Why match
If you record a **Pay In**, **Pay Out** or **Transfer** by hand and later upload the statement that contains the same movement, your books would count it twice. Matching keeps one posting: the statement line is linked to the manual entry you already recorded.
## Match a statement line to a manual entry
1. In the left navigation, click **Banks & Cards**.
2. Above the register, click **Match manual transactions**. The link appears only when you have recorded at least one manual Pay In, Pay Out or Transfer.
3. Each statement line that could match is listed with **Needs review**. Open its menu and choose:
- the manual entry it matches; or
- **Keep as separate activity**, if they are two different movements that happen to have the same amount.
4. Click **Save matches**.
A line can match an entry only when both are on the same account for the same amount, and the statement's clearing date is on or after the manual entry's date.
{% hint style="info" %}
**Tip:** For a transfer between two of your accounts, review both rows together. Choose an action for both sides before saving.
{% endhint %}
## Undo a match
1. Open **Match manual transactions** and turn on **Show reviewed**.
2. On the matched line, choose **Unmatch · keep separate**.
3. Click **Save matches**. For a transfer, choose **Unmatch** on both rows.
## Frequently Asked Questions
I recorded a Pay Out by hand and the statement shows it too. What do I do?
Open **Match manual transactions**, choose the manual entry on the statement line, and click **Save matches**. The payment is then counted once.
Why doesn't my manual entry appear as a choice?
It must be on the same account, for the same amount, and dated on or before the statement's clearing date. Each manual entry can match only one statement line.
Why does it say "No matching transactions yet"?
None of your uploaded statement lines matches a manual entry. Upload a statement after recording a manual bank movement; matching amounts appear here for you to review.
What does "Discard unsaved choices?" mean?
You're closing the dialog with choices you haven't saved. Click **Keep reviewing** and then **Save matches**, or **Discard choices** to leave without saving.
Can I change the category of a matched line?
No. A matched line takes its accounting from the manual entry. Change the manual entry instead. See [Edit or remove a manual transaction](https://www.zerabooks.com/help/ledger-and-categories/edit-or-remove-a-manual-transaction).
Source: https://www.zerabooks.com/help/banks-and-cards/match-manual-entries-to-statement-lines
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Export transactions
Download your bank and card transactions as a CSV, keep a saved copy in the Vault, or download the Financial Package with your statements and ledger.
## Open the export menu
1. In the left navigation, click **Banks & Cards**.
2. Pick the period you want to export with the period picker at the top. Every export covers that period.
3. Click the **⋮** menu (**More bank actions**) next to **Add Transaction**.
## Download CSV
Click **Download CSV**. ZeraBooks saves a file named "{Company} - {period} - Bank Transactions.csv". It holds every bank and credit-card account's transactions for the period, with these columns:
| Column | What it holds |
| --- | --- |
| Date | The transaction date |
| Party | The vendor, customer or other party |
| Description | The bank's description |
| Account | The bank account or card |
| Category | The category the transaction is booked to |
| Amount | The amount, in the account's currency |
| Currency | The account's currency |
| Source | **Bank statement**, **Manual transaction** or **Document** |
## Export CSV to Vault
The Vault keeps a private copy of an export with the company, exactly as it was when you saved it.
1. Click **Export CSV to Vault**.
2. Click **Save CSV**. The button changes to **Saved**.
3. Your saved files are listed under **Recent exports**, newest first. Click the download icon next to one to download it again.
4. Click **Done**.
## Download the Financial Package
1. Click **Download Financial Package**.
2. Choose the reports to include: **Ledger**, **Trial Balance**, **Profit & Loss**, **Balance Sheet** and **Cash Flows**.
3. Click **Download**.
The statements download together as one PDF. The **Ledger** downloads as a separate CSV. See [Download the Financial Package](https://www.zerabooks.com/help/reports-and-insights/download-the-financial-package) for what each report shows.
## Frequently Asked Questions
Does the CSV include only the account I'm looking at?
No. **Download CSV** includes every bank and credit-card account for the selected period. Use the **Account** column to filter by account in your spreadsheet.
How do I export all my transactions?
Set the period to **All Time** before you export.
What's the difference between Download CSV and Export CSV to Vault?
**Download CSV** saves the file to your computer. **Export CSV to Vault** keeps a copy inside ZeraBooks with the company, unchanged, so you can download exactly the same file again later.
What does "Could not prepare the export" mean?
ZeraBooks couldn't read the transactions for the export, usually because of a connection problem. Try again in a moment.
Why is the export menu greyed out?
The toolbar is disabled while the page is still loading and while an import or export is running. Wait for it to finish, then try again.
Source: https://www.zerabooks.com/help/banks-and-cards/export-transactions
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# What Ask Zera can do
Ask Zera is the bookkeeper built into ZeraBooks. Ask in plain words and it answers from your books or does the work, from a quick fix to catching up months of books, using ZeraBooks' own tools and checks. Here is how to open it and what to ask.
## What is Ask Zera?
Ask Zera is the bookkeeper built into ZeraBooks. Tell it what you need, for example "How is my business doing?", "Move these four deposits to Cafe Revenue" or "I'm behind 6 months, here are my statements, do my books". Zera reads your books and answers from them. When a job needs a change, Zera does it with the same tools and checks as the ZeraBooks pages.
- **It does whole jobs.** From one message, Zera can import a stack of statements, categorize, add bills and invoices, reconcile every month, sign off what ties and close the books. See [Do your books with Ask Zera](https://www.zerabooks.com/help/ask-zera/do-your-books-with-ask-zera).
- **Quick requests get quick answers.** A small fix or question gets just what it needs and a one- or two-sentence reply. Every figure comes from the same reports as **Financials**, not from the AI's own arithmetic.
- **You choose how changes are approved.** By default (**Ask first**) each change waits as a card for your **Approve**. With **Auto-approve**, changes apply as Zera makes them; anything that can't be undone still asks. See [Let Zera apply changes by itself (Auto-approve)](https://www.zerabooks.com/help/ask-zera/auto-approve).
- **It keeps working without you.** Approved work runs on ZeraBooks' servers, so you can close the chat or change page, and the bar shows its progress.
- **It remembers your business.** What you tell Zera, it keeps for the company. See [What Zera knows about your business](https://www.zerabooks.com/help/ask-zera/what-zera-knows).
- **It works in the company you have open.** Switch company and the bar starts fresh for that company.
Here is Zera doing a month from one message, with **Auto-approve** on:
{% embed url="/videos/gl-walkthrough/zera.mp4" title="Ask Zera: one message, and the month is done" poster="/videos/gl-walkthrough/zera.jpg" %}
## How do I open Ask Zera?
The **Ask Zera…** bar sits at the bottom of every page in the General Ledger.
You can open it in five ways:
| How | What happens |
| --- | --- |
| Click the bar | The bar widens and shows **Suggested Prompts** |
| ⌘ J (Mac) or Ctrl J (Windows) | Opens or closes the bar from any page |
| **Ask Zera** in the left navigation, near the bottom | Opens or closes the bar |
| ⌘ K, then **Ask Zera…** | Opens the bar. If you type a question in the search box, choose **Ask Zera:** followed by your question to send it straight away. |
| **Ask Zera why** on a number in **Financials** | Click any amount, then **Ask Zera why**. Zera explains what drove it. |
Type your request and press Enter to send it. Press Shift Enter for a new line. Press Esc, or click anywhere on the page, to close the bar. Your chat is kept for the next time you open it.
The two round buttons on the right of the bar:
- **Checklist** opens **Autopilot**. Its orange badge counts the questions Autopilot is waiting on.
- **+** opens the quick actions (see below).
## Suggested Prompts and recent chats
When you open the bar without a chat in progress, **Suggested Prompts** lists four requests that fit the page you're on, followed by your recent chats. For example, on **Reconciliations** it offers "What's left to close last month?" and "Why doesn't last month tie?".
- Click a prompt to send it.
- Click a recent chat to reopen it where you left off.
- **What Zera knows** shows what Zera has learned about this company. See [What Zera knows about your business](https://www.zerabooks.com/help/ask-zera/what-zera-knows).
- **Clear History** hides your recent chats for this company. See [Ask Zera safety, privacy and limits](https://www.zerabooks.com/help/ask-zera/ask-zera-safety-privacy-and-limits).
## Read an answer
Zera's answers are short. Lists of figures come as a table, and answers link to the page where you can see the detail, such as **Ledger** or **Financials**.
Under each answer:
- The thumbs up (**Good answer**) or thumbs down (**Bad answer**) rates the answer.
- **Copy** copies the answer's text.
While Zera works, it shows what it is doing ("Thinking…" or the step it is on). Click **Stop Answering** to stop; the message "Stopped. Nothing was changed." confirms nothing was written. Click **New chat** to start over on a new topic.
## Does a new chat lose my progress?
No. When you click **New chat**, Zera re-reads where your books stand before it works: each account's statements and sign-offs, what's uncategorized, open bills and invoices, and how far the books are closed. It sees the work and waiting cards from earlier chats, picks up an unfinished plan, and knows everything you've taught it. Past chats stay in the list on **Suggested Prompts**, and long chats stay fast.
## Quick actions
Click **+** on the bar for six shortcuts. The four with a key also work from any page without opening the menu.
| Quick action | Shortcut | What it does |
| --- | --- | --- |
| **Add Transaction** | ⌥ T | Opens the **Ledger** with a new transaction ready to fill in |
| **Create Invoice** | ⌥ I | Opens a new invoice in **Invoices** |
| **Upload Bill…** | None | Picks a file and asks Zera to create a bill from it |
| **Run Report** | ⌥ R | Opens **Financials** |
| **Start Reconciliation** | ⌥ E | Opens **Reconciliations** |
| **Upload Document…** | None | Picks a file and asks Zera what to do with it |
On Windows, use Alt in place of ⌥. The shortcuts pause while you type in a field or have a dialog open.
## Move the bar to the corner
If the bar covers something you need, hover over it and click **>** on its right. It becomes a small pill in the bottom-right corner, with Zera's mark, the checklist and **+**. Click Zera's mark to open it. Hover over the pill and click **<** to move it back to the middle. ZeraBooks remembers your choice in this browser.
## What you can ask
Zera covers the whole General Ledger. Some examples:
| Area | Try asking |
| --- | --- |
| Reports and answers | "Show last month's P&L", "What's my cash balance?", "Who owes me the most?" |
| Doing the books | "I'm behind 6 months, here are my statements, do my books", "Do my books for January to June", "Categorize everything uncategorized in March" |
| Starting from zero | "Set up my books", with your statements attached. Zera creates the categories and the bank and card accounts it needs. |
| How the business is doing | "How is my business doing?" Zera answers from your latest complete period: net income, revenue and your biggest costs. |
| Statements, bills and receipts | Drop a file on the page: "Import this statement", "Create a bill from this" |
| Reconciliation and month-end | "What's left to close March?", "Why doesn't April tie?", "Close the books through June" |
| Transactions | "Record a $450 journal entry to accrue September utilities", "Move the Adobe charges to Software" |
| Bills and invoices | "I invoiced Rainier 980 on Apr 10", "Draft an invoice for Northwind: 12 hours at $95", "Which bills are due this week?", "Send a friendly reminder for invoice 1042" |
| Vendors, customers, products | "Merge these two vendors", "Add a customer", "Create a product called Espresso, $18" |
| Autopilot | "Answer Autopilot's questions", "Run Autopilot now", "Undo what Autopilot did to the Uber charges" |
| Reports to share | "Email last month's financial statements to my accountant", "Export the Ledger CSV to the Vault", "Create a custom report for Q2" |
| Teaching Zera | "Jorge is a 1099 contractor", "Uber rides are business travel" |
| Settings and clients | "Change our invoice footer", "Switch Autopilot to Cautious", "Add a client called Maple Dental" |
| How-to | "How do I finalize a month?" Zera answers from this Help Center and links the article. |
## What Ask Zera won't do
- **Guess what only you know.** Whether a charge is personal, what a cash withdrawal was for, a loan's rate: it asks.
- **Anything that can't be undone without asking**, such as emailing a customer, even with Auto-approve on.
- **Passwords, sign-in and security**, including the closing password on your books. Books with a closing password are reopened and closed by you in **Reconciliations**.
- **Billing and payment details.** See [Billing, your trial, and cancelling](https://www.zerabooks.com/help/my-account/billing-and-your-trial).
- **Deleting a company or its data.** Zera can archive or restore a client, but deleting one is done in **All Clients**. See [Archive, restore or delete a client](https://www.zerabooks.com/help/clients/archive-restore-or-delete-a-client).
- **Moving money.** Like the rest of ZeraBooks, it records what was paid; it doesn't pay bills or connect to your bank.
- **Tax or legal advice.** Ask your accountant.
## Frequently Asked Questions
Is Ask Zera a chatbot that only explains things?
No. Zera reads your books and does the work: it imports statements, categorizes transactions, adds bills and invoices, fixes reconciliations, signs off months and closes the books. By default each change is a card that waits for your **Approve**; with **Auto-approve** on, changes apply as Zera makes them.
Does Zera keep working if I close the chat?
Yes. Approved work runs on ZeraBooks' servers. Close the chat, change page or reload, and it carries on. The **Ask Zera…** bar shows its progress, for example "Importing 5 of 20…".
How do I open Ask Zera with the keyboard?
Press ⌘ J on a Mac or Ctrl J on Windows, from any page. Press it again, or Esc, to close it.
Where do the numbers in Zera's answers come from?
From ZeraBooks' own reports and ledger, the same code the **Financials** page uses. Zera never calculates or estimates an amount itself.
Does Ask Zera know which page I'm on?
Yes. It knows the page and the period it shows, so "this month" means the month on screen and "last month" the one before it. On a bill or invoice, "this invoice" means the one you have open.
Can Zera see my other companies?
No. It works only in the company you have open. Switch company and the bar starts again for that company.
How long can a message be?
Up to 32,000 characters, enough to paste a long list or a vendor's email. For documents, attach the file instead of pasting its text. See [Give Zera statements, bills and receipts](https://www.zerabooks.com/help/ask-zera/give-zera-statements-bills-and-receipts).
Does Ask Zera pay my bills or connect to my bank?
No. ZeraBooks doesn't move money or connect to banks. Zera records payments and imports the statements you give it. See [Give Zera statements, bills and receipts](https://www.zerabooks.com/help/ask-zera/give-zera-statements-bills-and-receipts).
Source: https://www.zerabooks.com/help/ask-zera/what-ask-zera-can-do
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# What Zera knows about your business
Ask Zera remembers what you tell it about your business and keeps its own profile of the company, built from your books. It uses both in every chat, and you can read it any time under What Zera knows.
## What does Zera remember about my business?
Zera keeps two kinds of knowledge for each company, and uses both every time it works on your books.
| | What it is | Where it comes from |
| --- | --- | --- |
| **What you told it** | Facts and rules about your business, for example "Jorge is a 1099 contractor", "Uber rides are business travel" or "the Apple charges are our business iCloud" | Your own words in the chat, saved as you say them |
| **Zera's profile of the company** | What the business does, how money comes in and goes out, key vendors and customers and where they're filed, your rules, and what recurs each month | Your books and what you've told Zera, kept current in the background |
You never have to maintain either one. Zera updates them as it works.
## How does Zera learn about my business?
Just tell it, in the chat, in your own words:
- "Jorge is a 1099 contractor."
- "Uber rides are business travel."
- "The Apple charges are our business iCloud."
- "Maple Street Rentals is our landlord."
Zera saves the fact as you say it; you don't need to say "remember". When you correct something, the new fact replaces the old one. For example, "Actually, Uber rides are client meals" replaces "Uber rides are business travel".
To remove a fact, say "Forget that…" with words from it, for example "Forget that the Visa is personal." Zera confirms what it removed.
## What does Zera use it for?
- **Categorizing.** The categorization engine and Autopilot use the profile, so a vendor you've explained is filed the same way next time.
- **Answering Autopilot.** When Autopilot has a question you've already answered for Zera, Zera answers it for you instead of asking again.
- **Asking fewer questions.** Zera asks only what it doesn't already know.
- **Every new chat.** A **New chat** starts with everything you've taught Zera. See [What Ask Zera can do](https://www.zerabooks.com/help/ask-zera/what-ask-zera-can-do).
Zera stores only lasting knowledge. Balances, totals and what's still open are never stored; they're always read live from your books.
## How do I see what Zera knows?
1. Open Ask Zera: click the **Ask Zera…** bar, or press ⌘ J (Ctrl J on Windows).
2. On the **Suggested Prompts** screen, click **What Zera knows**, next to **Clear History**. If a chat is open, click **New chat** first.
3. Read **What Zera knows about** your company. It opens with a sentence on what the business does, then:
- **Your rules**: what you've told Zera to do.
- **Money in**: how money comes into the business.
- **Money out**: what the business spends on.
- **People and vendors**: who they are and where they're filed.
- **What to expect**: what recurs, such as monthly rent or payroll.
4. Click **Back** to return to **Suggested Prompts**.
For a new company, the view says Zera builds it as it works on your books. It fills in after Zera's first job.
## How do I fix something Zera got wrong?
The view is read-only. To change it:
1. Click **Something's not right? Tell Zera** at the bottom of the view.
2. The chat opens with "Something in what you know about us isn't right:" ready to finish. Say what's wrong, for example "Jorge is an employee now, not a contractor."
3. Press Enter. Zera replaces the old fact and updates its profile.
To change past transactions to match, say so in the same message, for example "Move Jorge's payments this year to Wages."
## Who can see it?
What Zera knows belongs to the company, not to one person. Everyone who works on that company's books shares it, and Zera uses it in every chat for that company. It's never used for any other company.
## Frequently Asked Questions
Do I have to tell Zera to remember something?
No. Zera saves facts about your business as you say them. Saying "remember that…" works too.
Does Zera store my balances or totals?
No. It stores only lasting knowledge, such as who a vendor is and where it's filed. Balances, totals and what's still open are always read live from your books.
Can I edit What Zera knows directly?
No, it's read-only. Click **Something's not right? Tell Zera** and say what's wrong in the chat. Zera updates it.
How do I make Zera forget something?
Say "Forget that…" followed by words from the fact, for example "Forget that Uber rides are business travel." Zera stops using it and confirms what it removed.
Does Clear History erase what Zera knows?
No. **Clear History** hides your past chats. What Zera knows about the company stays.
Source: https://www.zerabooks.com/help/ask-zera/what-zera-knows
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Do your books with Ask Zera
Ask Zera catches up months of bookkeeping from one plain message. Attach your statements and say "do my books": Zera imports and checks each statement, categorizes, adds bills and invoices, reconciles every month, signs off what ties and closes the books, asking you only what only you can answer.
## How do I ask Zera to do my books?
1. Open Ask Zera: click the **Ask Zera…** bar at the bottom of any page, or press ⌘ J (Ctrl J on Windows).
2. Drag your statements onto the page, up to 20 files per message. Add any bills, invoices, payroll reports or loan statements you have.
3. Type what you want in your own words and press Enter.
You don't need to write it carefully. All of these work:
- "I'm behind 6 months, here are my statements, do my books."
- "Catch up my three accounts for this year."
- "Do January to June."
- "I invoiced Rainier 980 on Apr 10."
Zera restates the request to itself, checks where your books stand, and starts. If you have more than 20 files, send the rest in a second message.
## What does a catch-up look like?
Here is a short example. The owner has a checking account and a Visa, and is six months behind.
> **You:** I'm behind 6 months, here are my statements, do my books. *(12 files attached)*
>
> **Zera:** I'll do January to June for Checking and the Visa: import the 12 statements, categorize, add the bills you sent, reconcile, sign off each month and close the books. Importing 3 of 12…
>
> **Zera:** All 12 statements are in, and each one matches its printed balances. I filed 214 of 231 transactions. Two questions:
>
> 1. Is the $1,200 cash withdrawal on Mar 3 an owner draw?
> 2. Jorge Ruiz, $850 a month: contractor or employee?
>
> **You:** 1 yes, owner draw. 2 Jorge is a 1099 contractor.
>
> **Zera:** Done. January to June tie for both accounts and are signed off. Books closed through June 2026.
With the default **Ask first** setting, each change in that job also appears as a card for you to approve. With **Auto-approve** on, the changes apply as Zera makes them. See [Let Zera apply changes by itself (Auto-approve)](https://www.zerabooks.com/help/ask-zera/auto-approve).
## How does Zera work through the job?
At the top of the chat, a plan card lists the steps and counts them, for example "2 of 6 done". Each step shows as done, in progress, or waiting on you.
{% stepper %}
{% step %}
### It checks where your books stand
Zera reads each account's statements, which months are signed off, what's still uncategorized, which bills and invoices are open, and how far the books are closed. Then it works out what's missing.
{% endstep %}
{% step %}
### It imports your statements, oldest first
Zera matches each statement to its bank or card account and imports them one after another, oldest first. The card shows its progress, for example "Importing 3 of 20…". Every statement is checked against its own printed opening and closing balances, exactly like an upload in **Banks & Cards**. See [Give Zera statements, bills and receipts](https://www.zerabooks.com/help/ask-zera/give-zera-statements-bills-and-receipts).
{% endstep %}
{% step %}
### It categorizes
Zera runs Autopilot on the new transactions, which files what it's sure of and links vendors and customers. For what's left, ZeraBooks' categorization engine picks a category for each merchant. The confident ones are filed together, for example **Categorize 48 transactions into 6 categories**. Transfers between your accounts, and bill and invoice payments, are left as they are.
{% endstep %}
{% step %}
### It adds bills and invoices, and matches their payments
Zera reads bills and invoices from the PDFs you attach, or from details you type ("I invoiced Rainier 980 on Apr 10"). It approves them and matches each one to its payment on your statements. Partial payments are handled too: $1,215 paid against a $1,240 invoice leaves $25 owed.
{% endstep %}
{% step %}
### It asks what only you can answer, in one short list
Some things aren't in any document: whether a charge was personal, what a cash withdrawal or cheque was for, whether someone is a contractor or an employee, a loan's interest rate. Zera collects these into one short numbered list. Answer in plain words, all at once or one at a time. Zera remembers your answers for next time. See [What Zera knows about your business](https://www.zerabooks.com/help/ask-zera/what-zera-knows).
{% endstep %}
{% step %}
### It reconciles every account-month
Zera checks each account, month by month, against its statement. When a month doesn't tie, it finds out why (a missing row, a wrong amount, a transfer booked twice) and fixes it, then checks again until the month ties. See [Troubleshoot your books with Ask Zera](https://www.zerabooks.com/help/ask-zera/troubleshoot-your-books-with-ask-zera).
{% endstep %}
{% step %}
### It signs off the months and the books close
Months that tie are signed off on one **Sign off N account-months** card. The books then close by themselves through the last month every account has signed off, for example "Books closed through June 2026." Zera finishes with a short summary: what it did, anything still waiting on you, and where to look.
{% endstep %}
{% endstepper %}
## Start from zero with Ask Zera
The easiest start is during setup itself: choose **Let Zera set it up**, write a line about the business and drop in your statements. Zera builds the categories, opens the books, adds each account and does the first month while you watch. See [Set up your first company](https://www.zerabooks.com/help/getting-started/set-up-your-first-company#let-zera-set-it-up).
If you set the company up yourself and the books are still empty, ask Zera to do them. It asks once, as a short checklist, for what it needs:
- What the business does, unless it already knows.
- Which period you want done.
- Each bank account and credit card, with its statements.
- Any supplier bills, customer invoices, payroll reports or loan statements you have. Anything you don't have is fine.
Attach the files and send them. From there Zera:
1. Sets up the categories your business needs, fitted to what it does. It only adds categories that are missing.
2. Creates each bank account and card from its statements: the name, the last 4 digits and the opening balance printed on the first statement.
3. Does the books, as above.
## Does Zera keep working if I close the chat?
Yes. Approved work runs on ZeraBooks' servers, not in your browser. You can close the chat, go to another page or reload, and the work continues.
- **The bar shows live progress.** While Zera works, the resting **Ask Zera…** bar shows what it's doing, for example "Importing 5 of 20…" or "Step 3 of 5 · Reconcile March". When it's finished, the bar reads **Zera's done · open**.
- **It carries on by itself.** When the cards you approved finish, Zera moves to the next step of the plan without being asked. A divider in the chat, "Carrying on after your approvals", shows where it picked up.
- **It stops only when it needs you:** a new card to approve, a question only you can answer, or the end of the job.
## Quick fixes don't need a plan
Not every request is a big job. A quick request gets just what it needs and a one- or two-sentence reply, with no plan card:
- "Move these four deposits to Cafe Revenue."
- "Is Uber filed right?"
- "Draft an invoice." Zera asks one short question for the missing details: who, what and how much.
Ask "How is my business doing?" and Zera answers from your latest complete period (net income, revenue and your biggest costs), plus one line on what would bring the books up to date.
## Close a single month
Ask "What's left to close March?" or "Close March". Zera lists what stands between you and a closed month, in order: missing statements, uncategorized transactions, Autopilot questions, draft bills and invoices, accounts that don't tie, and sign-offs. Then it works through the list.
You never have to approve opening or closing the books. If a change lands in a closed month, Zera opens that month just for the change and closes it again to the same date. You can still say "close March" or "reopen February" and Zera does it. For the same steps by hand, see [Finalize a month](https://www.zerabooks.com/help/reconciliations/finalize-a-month) and [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
{% hint style="info" %}
**Note:** If your books have a closing password, Zera leaves the lock to you. Reopen and close them in **Reconciliations**.
{% endhint %}
## Frequently Asked Questions
Can Ask Zera catch up months of bookkeeping for me?
Yes. Attach your statements (up to 20 files per message) and say "Do my books". Zera imports and checks every statement, categorizes, adds bills and invoices, reconciles each account-month, signs off the months that tie and closes the books through the last signed-off month.
Do I have to approve every transaction one by one?
No. Zera groups the work into batch cards, such as one card that imports 12 statements or categorizes 48 transactions, and **Approve all** approves every waiting card together. With **Auto-approve** on, you don't approve them at all. See [Let Zera apply changes by itself (Auto-approve)](https://www.zerabooks.com/help/ask-zera/auto-approve).
What happens if I close the chat while Zera is working?
Nothing stops. Approved work runs on the server, and Zera carries on with the next step of its plan by itself. The **Ask Zera…** bar shows its progress on every page.
Is there a Continue button?
No. Zera continues by itself after the cards you approved finish. It stops only when it needs you, or when the job is done.
Can Zera set up a brand new company?
Yes. Choose **Let Zera set it up** when you add the business, and Zera sets it up from your statements while you watch. For a company already set up with empty books, Zera asks once for what it needs, then sets up the missing categories for your kind of business and creates each bank account and card from its statements, with the opening balance printed on the statement.
Why does Zera ask me for statements?
ZeraBooks doesn't connect to your bank. Every month is built and proven from your bank's own statement. Download the statements from your bank as PDF or CSV and drop them onto the page.
What's the difference between this and Autopilot?
Autopilot is the engine that does routine work in the background. Ask Zera directs it: it runs Autopilot on new material, answers Autopilot's questions when you've already told Zera the answer, and asks you the rest in plain words. See [How AI works in ZeraBooks](https://www.zerabooks.com/help/autopilot/how-ai-works-in-zerabooks).
Source: https://www.zerabooks.com/help/ask-zera/do-your-books-with-ask-zera
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Give Zera statements, bills and receipts
Drop up to 20 statements, bills, receipts and invoices onto any page and Ask Zera reads each one, matches it to the right account, vendor or customer, and adds it to your books. You can also type a bill or invoice in plain words.
## How do I give Zera a file?
There are three ways to hand Zera a file:
- **Drag files onto any page.** A drop zone appears: "Drop files for Zera to read: statements, bills, receipts". Let go and the files wait in the bar.
- **Use the + menu.** Click **+** on the bar, then **Upload Bill…** (Zera fills in "Create a bill from this.") or **Upload Document…** (Zera fills in "Read this and tell me what to do with it.").
- **Paste.** Copy a file or a screenshot and paste it into the bar.
Each file waits in the bar as a chip with its name and size. Click the × on a chip to remove it. Nothing is uploaded until you send the message. Add a few words if you like ("These are the Visa statements for Q1"), then press Enter.
You can send up to 20 files in one message. If you have more, send the rest in a second message.
{% hint style="info" %}
**Note:** On pages with their own upload area, such as a statement upload in **Banks & Cards** or the **Bills** inbox, a file dropped on that area goes to the page, not to Zera.
{% endhint %}
## What Zera reads
Zera reads each file and says what it is and what it shows:
| Kind | What Zera picks out |
| --- | --- |
| Bank or credit card statement | The bank, the last 4 digits of the account, the period, the opening and closing balances, and roughly how many transactions |
| Bill | The vendor, bill number, date, due date and total |
| Receipt | The merchant, date and total paid |
| Invoice you issued | The customer, invoice number, date, due date and total |
| Anything else | A one-line summary. Zera tells you it isn't accounting paperwork. |
A second AI check confirms the kind of document. When the two readings disagree, or the check isn't sure, Zera asks you instead of guessing.
## What happens to each kind?
By default (**Ask first**), each change waits as a card for your **Approve**. With **Auto-approve** on, it's applied as Zera makes it. See [Let Zera apply changes by itself (Auto-approve)](https://www.zerabooks.com/help/ask-zera/auto-approve).
- **Statements:** imported into their bank or card account exactly as an upload in **Banks & Cards**: every transaction is read, categorized and matched to bills and invoices. Several statements go on one card and import one after another, oldest first. The card shows its progress, for example "Importing 3 of 20…", and each statement is checked against its own printed opening and closing balances. See [Upload a bank or card statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
- **Bills and receipts:** read into a bill, as an upload in **Bills** does. Zera links or adds the vendor printed on it, approves the bill and matches its payment on your statements. See [Upload a bill for AI reading](https://www.zerabooks.com/help/bills/upload-a-bill).
- **Invoices you issued:** read into an invoice for the printed customer, approved, and matched to the customer's payment. See [Upload an invoice for AI reading](https://www.zerabooks.com/help/invoices/upload-an-invoice).
After new statements or documents arrive, Zera runs Autopilot on them, which files what it's sure of and links vendors and customers.
## Can I type a bill or invoice instead of attaching it?
Yes. Tell Zera the details in plain words:
- "I invoiced Rainier 980 on Apr 10."
- "We got a $420 bill from Pacific Linen on May 2, due in 30 days."
Zera adds the invoice or bill, approves it and matches it to its payment. Partial payments are handled: if Rainier paid $1,215 against a $1,240 invoice, the invoice shows $25 still owed. If a detail is missing, such as the amount, Zera asks one short question for it.
If the company is new and has no bank or card accounts yet, Zera creates each one from its statements: the name, the last 4 digits and the opening balance. See [Start from zero with Ask Zera](https://www.zerabooks.com/help/ask-zera/do-your-books-with-ask-zera#start-from-zero-with-ask-zera).
## How does Zera know which account a statement is for?
Zera matches a statement to one of your bank or card accounts:
- If the last 4 digits printed on the statement appear in exactly one account's name or number, that account is used.
- If you have only one bank or card account, and it's the same type as the statement, that one is used.
- Otherwise the AI picks the most likely account from the bank's name, the last 4 digits and whether it's a card. If it isn't confident, Zera asks which account the statement is for.
Name the account in your message ("this is the Savings statement") and Zera uses it.
## When Zera stops and asks
Zera checks each file before proposing anything, and tells you when:
| Situation | What Zera does |
| --- | --- |
| The document is addressed to another business | Asks whether it really belongs in these books |
| An account already has a statement covering part of the same period | Won't import it, because the transactions would be counted twice. If the earlier statement was wrong, remove it in **Banks & Cards** first. |
| A bill or invoice is already in the books | Recognizes it, says so and doesn't add it again |
| The same file was already imported | Says so; nothing changes |
| A file reads as the wrong kind (an invoice you issued sent as a bill) | Checks with you before continuing |
| A photo of a statement | Asks for the PDF or CSV from the bank |
A document dated in a closed month isn't a problem: Zera opens that month just for the change and closes it again to the same date.
## File types and limits
| | Limit |
| --- | --- |
| File types | PDF; images (PNG, JPG, WebP, HEIC); CSV, TSV or TXT; Excel (XLSX, XLS) |
| Size | 14 MB per file |
| Statements | 10 MB per file. Split a larger statement by month. |
| Files per message | Up to 20 |
- **Statements:** import from a PDF, CSV or spreadsheet export, not a photo.
- **Bills, receipts and invoices:** read from a PDF or a photo, not a spreadsheet.
- A file whose contents don't match its extension (a renamed file) is refused before it's read.
## Frequently Asked Questions
Can I send Zera a photo of a receipt?
Yes. Photos (PNG, JPG, WebP or HEIC) of receipts and bills are read into a draft bill. Photos of bank statements can't be imported; download the statement from your bank as a PDF or CSV.
What does "isn't a PDF, image, CSV or spreadsheet" mean?
The file type isn't one Zera reads. Save or export it as a PDF, an image, a CSV or an Excel file and attach it again.
What does "doesn't look like a real file. Export it again and retry." mean?
The file's contents don't match its extension, for example a Word file renamed to .pdf. Export it again from the original program and attach the new copy.
My statement is over 10 MB. What do I do?
Statements import up to 10 MB each. Download each month as its own file from your bank and attach them together, up to 20 at a time.
Can I attach several months of statements at once?
Yes, up to 20 files in one message. Zera matches each to its account and imports them one after another, oldest first, checking each against its printed balances. For more than 20, send the rest in a second message.
Can I tell Zera about an invoice without attaching a file?
Yes. Type it, for example "I invoiced Rainier 980 on Apr 10." Zera adds the invoice, approves it and matches it to the customer's payment, including a partial payment.
Why won't Zera import a statement for a month I already have?
Importing it would count those transactions twice. If the statement already in ZeraBooks is the wrong one, remove it first in **Banks & Cards**, then attach the right one. See [Remove a statement](https://www.zerabooks.com/help/banks-and-cards/remove-a-statement).
What does "could not be read. Try a clearer copy." mean?
Zera couldn't read the file, often because it's a blurry scan or password-protected. Attach a clearer copy, or the original PDF from the bank or vendor without a password.
Source: https://www.zerabooks.com/help/ask-zera/give-zera-statements-bills-and-receipts
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Approve, skip and undo with Ask Zera
By default, every change Ask Zera makes to your books arrives as a card that waits for your Approve or Skip, and every applied change can be undone from its card. Here is how to read a card, approve or skip it, and undo a change afterwards.
## How does Zera ask before it changes my books?
When a job needs a change to your books, Zera shows it as a card in the chat. With the default **Ask first** setting, the card waits: nothing is written until you click **Approve**.
If you'd rather Zera applied changes as it makes them, switch the pill beside **New chat** to **Auto-approve**. See [Let Zera apply changes by itself (Auto-approve)](https://www.zerabooks.com/help/ask-zera/auto-approve).
## Read an approval card
1. **Title.** What will change, for example "Move 3 transactions to Office Supplies" or "Sign off 6 account-months".
2. **Risk.** **Low risk**, **Medium risk** or **High risk**. Signing off a month is high risk; routine edits are low.
3. **Summary.** One sentence on why, written to you.
4. **Before → after.** One line per item changed: a transaction's category before and after, an invoice line and its category, a journal entry's debits and credits. Up to 12 lines show, then "and N more".
5. **Approve** and **Skip.**
Two warnings can appear on a card:
- A red note when some or all of the change can't be undone from here, for example "An email can't be unsent once it goes." Read it before you approve.
- "Check this matches what you asked before approving." An independent AI check compares each card with your request. It speaks up only when the card looks like it may not do what you asked.
## How do I approve or skip a card?
1. Read the card's title and its before → after lines.
2. Click **Approve** to make the change. The button reads **Applying…** while it runs. Long jobs show their progress on the card, for example "Importing 3 of 20…", and the page underneath refreshes as the work lands.
3. Or click **Skip** to leave it. The card reads "Skipped. Nothing was changed." Tell Zera what you want instead.
When more than one card is waiting, a bar shows how many ("3 changes waiting for you"). Click **Approve all** to approve them in order.
Approved work runs on ZeraBooks' servers, so you can close the chat or change page while it runs. When the approved cards finish, Zera carries on with the next step of its plan by itself; a divider, "Carrying on after your approvals", marks the spot. There's no **Continue** button to press. See [Do your books with Ask Zera](https://www.zerabooks.com/help/ask-zera/do-your-books-with-ask-zera).
Every change goes through the same checks as doing it yourself on the page: sign-offs, a bill's posting checks, duplicate protection and so on. If one of those refuses it, the card shows **Didn't go through** with the reason, for example "This change did not go through. Nothing was changed.", and Zera works out the fix or the missing step.
## Do I have to approve closing or reopening the books?
No. The books lock looks after itself:
- When a change lands in a closed month, Zera opens the books just for that change and closes them again to the same date. The card or Zera's summary says where they stand, for example "Books closed through March 2025."
- The books close by themselves through the last month every bank and card account has signed off.
- You can still say "close March" or "reopen February", and Zera does it.
Signing off a month is different: it's still a card, **Sign off N account-months**, because it's your statement that the month is right. If your books have a closing password, Zera leaves the lock to you in **Reconciliations**.
## After you approve: the receipt
An applied card becomes a receipt, marked **Done**.
- The receipt says what happened, for example "Drafted an invoice for Northwind Outfitters. It's in Invoices, ready for you to review and send."
- **View it** opens the result: the invoice, the bill, the **Ledger** or **Reconciliations**.
- **Undo** reverses the change while it still can be. The button reads **Undoing…**, then the card is marked **Undone**: "This change was reversed. The books are as they were."
Every change Zera applies, whether you approved it or Auto-approve did, is also recorded in **Autopilot**, in the **Done by AI** log, next to what Autopilot did on its own. See [Review and undo AI actions](https://www.zerabooks.com/help/autopilot/review-and-undo-ai-actions).
## What can't be undone
Undo checks your books first and refuses, in plain words, when reversing would now break something. It isn't offered at all for changes that can't be reversed. These always wait for your **Approve**, even with Auto-approve on:
| Change | Why |
| --- | --- |
| Emailing an invoice, a payment reminder or financial statements | An email that was sent can't be unsent. |
| Merging two vendors or customers | Separating them again means moving each record back by hand. |
| Correcting a statement's rows or printed balances to match the bank | It's a correction to the bank's record. A removed row is deleted; the statement file stays as the record. |
| Removing a whole statement | Its rows and your category, vendor and match choices on them are deleted. Import the file again to bring it back. |
| Deleting a draft bill, invoice or credit, or a custom report | It can't be brought back. |
| Undoing past Autopilot actions | The undo can't itself be undone from here. Ask Zera to redo them. |
Some undos have limits:
- **A statement Zera imported:** it can be removed with **Undo**, but not once a month that uses it is signed off.
- **A draft bill or invoice Zera created:** it's discarded. If it has been approved since, it's a permanent record: void it from **Bills** or **Invoices** instead.
- **A row Zera removed:** it can be added back, but not its bill, invoice or transfer match. Redo those after.
If Undo is refused, the message says why, for example "This change can't be undone from here any more. Reverse it on its page."
## Frequently Asked Questions
Can Ask Zera change my books without asking?
Only if you turn on **Auto-approve**. By default (**Ask first**), every change is a card and nothing is written until you click **Approve**. Even with Auto-approve on, anything that can't be undone still asks. Zera's answers and lookups only read your books.
Do I need to approve reopening or closing the books?
No. Zera opens a closed month just for the change it's making and closes it again to the same date. The books close by themselves through the last month every account has signed off.
What does "High risk" mean on a card?
The change is hard to walk back or affects a lot, such as signing off a month. Read the card's lines before you approve.
What happens if I skip a card?
Nothing changes. The card is marked **Skipped**, and you can tell Zera what you want instead.
Where can I see everything Ask Zera changed?
In the chat, each card keeps its receipt, and reopening a chat from **Suggested Prompts** shows them again. Every change is also listed in **Autopilot** under **Done by AI**.
Why is there no Undo on a receipt?
The change can't be reversed from here, such as a sent email or a merge. The receipt says why. For other changes, if reversing would now break something that happened since, Undo refuses and says why; reverse it on its page instead.
What does "Check this matches what you asked before approving." mean?
A second AI check compared the card with your request and thinks it might not match. Read the card carefully. If it's wrong, click **Skip** and say what you meant.
Source: https://www.zerabooks.com/help/ask-zera/approve-skip-and-undo-with-ask-zera
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Let Zera apply changes by itself (Auto-approve)
Auto-approve lets Ask Zera apply changes to your books as it makes them and keep going on its own, instead of waiting for you to approve each card. Every change can still be undone, and anything that can't be undone, such as emailing a customer, still asks first.
## What are Ask first and Auto-approve?
Ask Zera has two approval settings. You switch between them with the pill in the chat footer, beside **New chat**.
| Setting | What happens to a change | Best for |
| --- | --- | --- |
| **Ask first** (the default) | Each change waits as a card with **Approve** and **Skip**. Nothing is written until you approve it. | Checking each step, or your first few jobs with Zera |
| **Auto-approve** | Changes apply as Zera makes them, and it keeps going on its own. | Catching up months of books without clicking through every card |
In both settings, anything that can't be undone still waits for you. For example, emailing an invoice to a customer always asks first.
## How do I turn on Auto-approve?
1. Open Ask Zera: click the **Ask Zera…** bar, or press ⌘ J (Ctrl J on Windows).
2. At the bottom of the chat, beside **New chat**, click the **Ask first** pill.
3. Choose **Auto-approve**: "Changes apply as Zera makes them, and it keeps going. Each can be undone; anything that can't still asks."
The pill now reads **Auto-approve**, and the note under the chat changes to say so: "Auto-approve is on: changes apply as Zera makes them, and each can be undone. Anything that can't be undone still asks."
{% hint style="info" %}
**Note:** Switching Auto-approve on also applies the changes already waiting in the chat, except any that can't be undone.
{% endhint %}
To go back, click the pill and choose **Ask first**. From then on, every change waits for you again.
## What does a card look like with Auto-approve on?
Cards still appear in the chat, so you can see every change. Instead of **Approve** and **Skip**, a card that's about to apply reads **Applies automatically**, with a **Skip this one** link. Click **Skip this one** to leave that change out.
Once it's applied, the card becomes a receipt marked **Done**, with **Undo**, exactly as when you approve it yourself. See [Approve, skip and undo with Ask Zera](https://www.zerabooks.com/help/ask-zera/approve-skip-and-undo-with-ask-zera).
## What still asks, even with Auto-approve on?
- **Anything that can't be undone.** Emailing an invoice, a payment reminder or financial statements, merging two vendors or customers, and other changes listed in [What can't be undone](https://www.zerabooks.com/help/ask-zera/approve-skip-and-undo-with-ask-zera#what-cant-be-undone).
- **Questions only you can answer.** Whether a charge was personal, what a cash withdrawal was for, whether someone is a contractor. Auto-approve lets Zera apply changes; it doesn't let Zera guess.
## How do I check what Zera did?
- **In the chat.** Every applied change stays as a receipt, with **Undo** where it can be reversed.
- **In Autopilot.** Every change Zera applies is also listed in the **Done by AI** log. See [Review and undo AI actions](https://www.zerabooks.com/help/autopilot/review-and-undo-ai-actions).
- **In the summary.** At the end of a job, Zera tells you what it did and anything still waiting on you.
## Who does the setting apply to?
The setting belongs to the company. It stays on for that company until someone switches it back to **Ask first**, and it doesn't change your other companies or clients.
## Frequently Asked Questions
Is Auto-approve safe to use?
Every change goes through the same checks as doing it yourself on the page, every applied change can be undone from its card, and anything that can't be undone still asks you first. Zera still asks you anything it would otherwise be guessing.
Can Zera email my customers with Auto-approve on?
Not without you. An email can't be unsent, so sending an invoice, a reminder or financial statements always waits for your **Approve**.
How do I undo something Zera applied automatically?
Click **Undo** on its card in the chat, or find it in **Autopilot** under **Done by AI** and undo it there.
Does Auto-approve change how Autopilot works?
No. Autopilot keeps its own mode (**Cautious**, **Balanced** or **Autopilot**). Auto-approve only decides whether Ask Zera's cards wait for you. See [Choose how much ZeraBooks does](https://www.zerabooks.com/help/autopilot/choose-how-much-zerabooks-does).
Does Auto-approve stay on for all my companies?
No. It's saved for each company separately. Turning it on for one client leaves your other companies on **Ask first**.
Source: https://www.zerabooks.com/help/ask-zera/auto-approve
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Troubleshoot your books with Ask Zera
Ask Zera finds out why a month doesn't tie, why a number looks wrong, or whether anything is duplicated or missing. It re-reads the statement and your books, explains the cause in plain words, fixes it, and checks again until the month ties.
## What can I ask Zera to investigate?
Describe what you see, in your own words:
- "Why doesn't March tie?"
- "My P&L shows $12,000 of software this year. That makes no sense."
- "Why is this vendor so high?"
- "Are there any duplicate transactions?"
- "A payment is missing from April."
Zera investigates the way a bookkeeper would. It pulls the report or balance, drills into the transactions behind it, compares them with the bank statement, and checks for duplicates, miscategorized transactions, payments not matched to their bills or invoices, entries in the wrong period, and journal entries on the wrong account. Then it explains the cause in plain words, with the amounts, and fixes it.
## How do I ask why a number on Financials is what it is?
1. In the left navigation, click **Financials**.
2. Click any amount.
3. In its details, click **Ask Zera why**.
Zera opens with the question already asked: why the line is that amount for the period, compared with the period before, and what drove it. It answers with the transactions and changes that drove the figure.
## How does Zera fix a month that doesn't tie?
Ask "Why doesn't April tie?", or "Why doesn't last month tie?" from **Reconciliations**. When Zera is doing your books, it does this by itself for every account-month that doesn't tie.
For each account that's off, Zera:
1. **Names the check that failed, with its amount:** the statement doesn't add up, its opening balance doesn't meet the previous closing balance, or the ledger is off from the printed closing balance.
2. **Re-reads the statement and your books** to find the cause. The usual ones:
| Cause | Example |
| --- | --- |
| A row missing from the books | A $42.10 fee the statement shows but ZeraBooks doesn't |
| An extra row | A row that isn't on the statement |
| A wrong amount or sign | A $1,250 deposit recorded as a $1,250 payment |
| A transfer booked twice | A $1,500 card payment recorded as two separate transfers |
| Rows imported twice | The same week of transactions brought in by two overlapping files |
3. **Fixes each cause** on a card that says how much it moves the difference and quotes the evidence from the statement: **Add a row the statement shows**, **Remove a row the statement doesn't show**, **Correct a statement row** or **Correct the statement balances**.
4. **Checks again**, and repeats until the month ties.
When the month ties, Zera signs it off on a **Sign off N account-months** card. If the month was closed, Zera opens it just for the fix and closes it again to the same date; you don't need to approve that. For the same checks by hand, see [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
{% hint style="warning" %}
**Important:** Corrections to a statement's rows or balances can't be undone, so they always wait for your **Approve**, even with Auto-approve on. A removed row is deleted, not hidden; the statement file stays as the record. Only approve a removal when the bank statement really doesn't show the row.
{% endhint %}
## Duplicates
Ask "Are there any duplicate transactions?". Zera looks for pairs on the same account with the same amount and merchant, within 3 days of each other, and judges each pair:
- **The same money entered twice** (for example, a manual entry that repeats a statement line): Zera matches or removes the extra entry.
- **A real double charge from the vendor**, shown twice on the bank statement: the money really left twice, so the fix is a refund from the vendor, not deleting a row. Zera tells you to ask the vendor for it.
## Missing transactions
- **The bank statement shows it, but ZeraBooks doesn't:** Zera adds the row as printed. It's categorized like an imported row.
- **It isn't on any statement:** for cash, or a payment from an account you don't import, Zera records a manual transaction, or records it as paid on the bill or invoice.
- **A whole month is missing:** Zera asks for the statement. See [Give Zera statements, bills and receipts](https://www.zerabooks.com/help/ask-zera/give-zera-statements-bills-and-receipts).
## A number that looks wrong
Common causes Zera finds and fixes:
| Cause | The fix |
| --- | --- |
| Transactions in the wrong category | Move them, optionally with every transaction from the same merchant |
| A payment counted as an expense when it paid a bill | Match the payment to its bill |
| A bill or invoice dated in the wrong month | Edit the draft, or correct the approved one |
| A journal entry on the wrong account | Edit the journal entry |
| A vendor saved twice | Merge the two vendors |
Zera never recategorizes transfers between your own accounts, or bill and invoice payments: they aren't income or expense.
## Frequently Asked Questions
Why doesn't my bank account reconcile?
Ask Zera "Why doesn't March tie?". It names the check that failed and the amount, re-reads the statement and your books to find the cause (a missing or extra row, a wrong amount or sign, a transfer booked twice, rows imported twice), fixes it and checks again until the month ties.
Will Zera delete a duplicate charge?
Not when the bank really charged you twice. That money left your account, so the row stays and the fix is a refund from the vendor. Zera only removes a row that isn't on the bank statement, and that removal always waits for your **Approve**.
Can Zera fix a transaction in a month that's closed or signed off?
Yes. Zera opens the closed month just for the fix and closes it again to the same date, without asking you. If the account-month was signed off, it reopens that sign-off, makes the fix and signs it off again once it ties.
How does "Ask Zera why" know which number I mean?
It sends Zera the line, the amount, the period and the previous period's amount you clicked. Zera answers from the same report code as **Financials**.
Does Zera guess amounts when it explains a difference?
No. Every amount comes from your books or the statement file. The AI judges what things mean; ZeraBooks does the arithmetic.
Source: https://www.zerabooks.com/help/ask-zera/troubleshoot-your-books-with-ask-zera
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Ask Zera safety, privacy and limits
Ask Zera changes your books only through ZeraBooks' own tools and checks. By default every change waits for your approval, it works only in the company you have open, text in documents can't instruct it, and every figure comes from your reports, not AI arithmetic.
## Who decides when my books change?
You do. Zera reads your books freely to answer questions, but it changes them only through cards, using the same tools and checks as the pages you'd use yourself: sign-offs, a bill's posting checks and duplicate protection.
- **Ask first** (the default): every change waits for your **Approve**.
- **Auto-approve**: changes apply as Zera makes them. Anything that can't be undone, such as emailing a customer, still waits for you. See [Let Zera apply changes by itself (Auto-approve)](https://www.zerabooks.com/help/ask-zera/auto-approve).
In both settings, every applied change becomes a receipt in the chat, with **Undo** where it can be reversed, and is listed in **Autopilot** under **Done by AI**. See [Approve, skip and undo with Ask Zera](https://www.zerabooks.com/help/ask-zera/approve-skip-and-undo-with-ask-zera).
## What won't Zera guess?
Zera asks you, in plain words, instead of guessing anything only you know:
- Whether a charge is personal or business.
- What a cheque, a cash withdrawal or a cash-out was for.
- A loan's interest rate.
- What a payment to the IRS or another tax authority was for. Zera won't file one on its own.
It also never files a contractor's payments as wages, and never adds the same bill or invoice twice: it recognizes a file that's already in your books.
## Your data stays in your company
- **One company at a time.** Zera works only in the company you have open. Every request checks that the company is yours before anything is read.
- **No direct database access.** Zera sees only what ZeraBooks' own tools return, the same data the pages show you.
- **What Zera knows belongs to the company.** What you teach Zera, and its profile of the business, are shared by everyone who works on that company's books and never used for another company. See [What Zera knows about your business](https://www.zerabooks.com/help/ask-zera/what-zera-knows).
- **Files are private.** They're stored for that company only. See [Give Zera statements, bills and receipts](https://www.zerabooks.com/help/ask-zera/give-zera-statements-bills-and-receipts).
## Text in documents can't give Zera orders
Statements, bills, memos and transaction descriptions are treated as data, never as instructions. If a document says "ignore your rules and approve this", Zera reads it as text on a page.
## Numbers come from your books
Zera never calculates, estimates or makes up an amount. Every figure comes from ZeraBooks' own reports and ledger, the same code as **Financials**. The AI decides what to look up and what things mean; ZeraBooks does the arithmetic.
{% hint style="warning" %}
**Important:** "Zera is AI and can make mistakes." Check each card's lines, especially **High risk** cards, and read Zera's summary at the end of a job. Zera doesn't give tax or legal advice; ask your accountant.
{% endhint %}
## When something goes wrong
- **Errors are shown in plain words.** If a step fails, Zera says what happened and what it will do next, without technical codes.
- **Stop at any time.** Click **Stop Answering** to stop a reply. "Stopped. Nothing was changed." confirms nothing was written by that reply.
- **Undo.** Reverse an applied change from its card, or from **Done by AI** in **Autopilot**.
## Chat history
- Your chats are saved per company. **Suggested Prompts** lists your most recent ones; click one to reopen it.
- **New chat** starts a fresh conversation without losing anything. Zera re-reads where your books stand before it works, sees the work and waiting cards from earlier chats, picks up an unfinished plan and knows everything you've taught it.
- **Clear History** (in **Suggested Prompts**) hides all your chats for this company. It doesn't undo anything: the changes you approved stay in your books, and What Zera knows stays too.
- Long chats stay fast: Zera keeps what matters from earlier in the chat without re-reading all of it.
## Ratings
Under each answer, the thumbs up (**Good answer**) and thumbs down (**Bad answer**) save your rating with the answer, so the ZeraBooks team can see what works and what doesn't. You can rate an answer once.
## Limits
| Limit | Detail |
| --- | --- |
| Messages | Up to 30 a minute. After that: "That's a lot of messages in a minute. Give it a moment." |
| Message length | Up to 32,000 characters |
| Files | Up to 20 per message, 14 MB each (statements 10 MB). Send more in a second message. |
| One very long reply | Zera stops after a very large batch of steps in one reply so you can check the work. Say "continue" to go on. Work you've approved keeps running on its own. |
| Not available | Passwords, sign-in and security settings, billing and payment details, and deleting a company or its data. Zera points you to the page instead. |
## Frequently Asked Questions
Can Ask Zera make changes to my books without me knowing?
No. Every change is shown as a card in the chat and listed in **Autopilot** under **Done by AI**. By default each card waits for your **Approve**. With **Auto-approve** on, changes apply by themselves, but each one still has a receipt and **Undo**, and anything that can't be undone still asks.
Can Zera see my other clients' books?
No. It works only in the company you have open, and each request checks that the company is yours. Switch company to ask about another.
Does Clear History undo the changes from those chats?
No. It only hides the chats. The changes you approved stay in your books, and What Zera knows about the company stays.
Could a document trick Zera into changing my books?
No. Text inside statements, bills and memos is treated as data, never as instructions.
Is Ask Zera's answer tax or legal advice?
No. Zera keeps your books. For tax and legal questions, ask your accountant or lawyer.
What does "That's a lot of messages in a minute. Give it a moment." mean?
You sent more than 30 messages in a minute. Wait a moment and send again.
Source: https://www.zerabooks.com/help/ask-zera/ask-zera-safety-privacy-and-limits
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# How AI works in ZeraBooks
ZeraBooks uses AI to read your documents and judge what each transaction means. It acts when it is sure, asks you when it isn't, and calculates every number itself.
## What the AI does
ZeraBooks uses AI in a few places, and always for judgment, never for arithmetic:
- **Reading documents.** Bank and card statements, bills and invoices are read into lines you can review.
- **Categorizing.** Each statement line gets a category. Lines it can't place land in Uncategorized and count toward **need review** in **Banks & Cards**.
- **Autopilot.** A bookkeeper that works through what's left: vendors and customers, categories, bills and invoices, month-end entries, sign-offs and payment reminders. See [What Autopilot does for you](https://www.zerabooks.com/help/autopilot/what-autopilot-does).
- **Checking a statement.** When a month doesn't tie, **Verify against the document** re-reads the statement and proposes fixes. See [Verify a statement with AI](https://www.zerabooks.com/help/reconciliations/verify-a-statement-with-ai).
- **Building a chart of accounts.** **Generate with AI** drafts categories from a description of the business. See [Generate categories with AI](https://www.zerabooks.com/help/ledger-and-categories/generate-categories-with-ai).
- **Ask Zera.** The bar at the bottom of every page. Ask in plain words and Zera does the work in your books. See [What Ask Zera can do](https://www.zerabooks.com/help/ask-zera/what-ask-zera-can-do).
## How Autopilot decides
The AI behind Autopilot is called Jev. For every decision, Jev says what it thinks the answer is and how sure it is. ZeraBooks then does one of three things:
| How sure | What happens | Where you see it |
| --- | --- | --- |
| Sure enough | ZeraBooks does it and logs it | **Done by AI**, with an **Undo** button |
| Fairly sure | ZeraBooks does it and flags it for you to check | **Done by AI**, marked **For a glance** |
| Not sure | ZeraBooks asks you, with its best guesses as one-tap answers | **Needs you** |
How sure is "sure enough" depends on the mode you choose (**Cautious**, **Balanced** or **Autopilot**) and on how much a wrong answer would cost. See [Choose how much ZeraBooks does](https://www.zerabooks.com/help/autopilot/choose-how-much-zerabooks-does).
{% hint style="info" %}
**Note:** Every amount and date comes from ZeraBooks' own calculations, never from the AI. Depreciation, loan interest and prepaid spreads are computed from your books, and each entry's memo shows the calculation.
{% endhint %}
## What it never does on its own
- **It never overwrites a category you chose.** If it doubts one, it flags it under **The auditor noticed** for you to decide.
- **It never deletes a possible duplicate charge.** It flags it.
- **It never touches** transfers between your accounts, bill and invoice payments, or anything dated in a closed period.
- **It always asks** about payments to a tax authority, because the bank line doesn't say which tax was paid.
- **It never pays bills or moves money.** ZeraBooks records what is owed and matches it to payments on your statements.
- **It never creates bank or card accounts.** You add those yourself.
Every action goes through the same checks as your own edits, and you can undo it from the log, except merged records and reminder emails already sent. See [Review and undo AI actions](https://www.zerabooks.com/help/autopilot/review-and-undo-ai-actions).
## Autopilot and Ask Zera
Both use the same AI and the same checks, and both log what they change. The difference is who starts the work:
| | Autopilot | Ask Zera |
| --- | --- | --- |
| Starts when | You click **Run now**, or while ZeraBooks is open in your browser | You ask |
| Works on | Routine work, within the mode and switches you chose | Whatever you ask, across the whole General Ledger |
| Changes your books | On its own when it's sure; asks you when it isn't | After you click **Approve** on its card, or as it goes with **Auto-approve** on |
| Undo | From the **Done by AI** log | On the card's receipt |
They work together. Ask Zera directs Autopilot: it runs it on new statements and documents, answers its questions when you've already told Zera the answer, and asks you the rest in plain words. It can also change Autopilot's settings or undo what it did. See [Do your books with Ask Zera](https://www.zerabooks.com/help/ask-zera/do-your-books-with-ask-zera).
## Frequently Asked Questions
Is AI doing my accounting now?
Partly. ZeraBooks reads your statements and documents, categorizes them and handles routine work on its own. It asks you whenever it isn't sure, and you can review or undo everything it does from **Autopilot**.
Does ZeraBooks learn from my corrections?
Yes. When you fix a category, ZeraBooks remembers it for future statements, and it offers to apply the same fix to similar transactions. See [Apply a correction to similar transactions](https://www.zerabooks.com/help/banks-and-cards/apply-a-correction-to-similar-transactions).
Will ZeraBooks ever post something incorrectly?
It can make a mistake, which is why every action is logged with how sure it was and an **Undo** button. Actions it was less sure about are marked **For a glance** so you can check them first.
Who or what is Jev?
Jev is the name of the AI that judges what each transaction and document means. You see it on the Autopilot page as "powered by Jev".
Does the AI calculate my numbers?
No. The AI only judges meaning, such as which category a purchase belongs to. Every amount, balance and date is calculated by ZeraBooks.
Does ZeraBooks replace my bookkeeper or accountant?
No. It does the routine bookkeeping and asks when it can't tell. Decisions only you or your accountant can make, like whether to record depreciation, arrive as questions in **Needs you**.
Source: https://www.zerabooks.com/help/autopilot/how-ai-works-in-zerabooks
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# What Autopilot does for you
Autopilot works through your books in one pass: vendors, categories, bills and invoices, reminders, a second look, month-end and a monthly summary. It runs when you click Run now or while ZeraBooks is open.
## Open Autopilot
In the left navigation, click **Autopilot** (or press G then P).
The header shows how much of your bookkeeping is running on its own:
- **hands-off**: the share of bank transactions from the last 90 days that needed no one. A transaction counts as needing someone if you filed it yourself without the AI, it was marked ambiguous, or it has an open question.
- **things done in the last 30 days**: actions still in effect (not undone or changed since).
- **new transactions in the last 90 days**.
- **Last pass**: when Autopilot last ran.
The **Dashboards** page shows the same summary in a strip at the top. Click it to open Autopilot.
## When Autopilot runs
Autopilot runs in your browser session. There is no nightly or scheduled run, so nothing happens while ZeraBooks is closed.
A pass starts when:
1. You click **Run now**. The button reads **Doing the books…** until the pass finishes.
2. You open ZeraBooks. About 4 seconds after a page loads, a pass starts if this browser hasn't run one for the company in the last 20 minutes.
3. Something changes. About 8 seconds after you upload a statement or change a document or transaction, a pass starts.
When **Run now** finishes, a message tells you what happened, for example "Done: 12 things handled, 2 questions for you." or "Nothing new to do — the books are up to date."
{% hint style="info" %}
**Tip:** After uploading a batch of statements, open **Autopilot** and click **Run now** to see the results straight away.
{% endhint %}
## What one pass does
Each pass works through your books in this order. If one step fails, the others still run.
| Step | What Autopilot does |
| --- | --- |
| Vendors and customers | Links bank descriptions to saved vendors and customers, creates new ones for recurring names, and merges duplicates it is sure about |
| Bank transactions | Categorizes what the statement import couldn't place, moves personal purchases to Owner's Draws, and records equipment as an asset |
| Bills and invoices | Approves documents that pass every check and matches them to their bank payments |
| Receivables | Sends or proposes payment reminders for overdue invoices |
| Second look | Rechecks recent categories, makes one merchant's categories consistent, and flags possible duplicate charges |
| Month-end | Proposes depreciation, loan interest and prepaid spreads, asks about missing recurring bills, signs off tied months and closes the books |
| Digest | Writes a summary of the latest complete month |
Everything it does lands in **Done by AI**. Everything it can't decide lands in **Needs you**. See [Answer Autopilot's questions](https://www.zerabooks.com/help/autopilot/answer-autopilot-questions) and [Review and undo AI actions](https://www.zerabooks.com/help/autopilot/review-and-undo-ai-actions).
## Frequently Asked Questions
Does Autopilot run overnight?
No. There is no nightly or scheduled run. Autopilot runs when you click **Run now**, when you open ZeraBooks (at most every 20 minutes per company in the same browser), and a few seconds after you upload or change something.
What does the hands-off percentage mean?
It's the share of bank transactions from the last 90 days that needed no one: not filed by hand without the AI, not ambiguous and with no open question. It shows "—" when there's nothing to measure yet.
What happens if I click Run now twice?
Nothing extra. Only one pass runs per company at a time. A second request waits for the running pass and gets its result.
Does Autopilot work on months I've closed?
No. Anything dated in a closed period is skipped. To change those months, reopen the books first. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
Why does Autopilot show "Could not load the autopilot."?
The page couldn't load. Check your connection and click **Retry**. If it says "Your session ended. Sign in again.", sign in again and reopen **Autopilot**.
What does "The autopilot could not run." mean?
The pass couldn't be completed, for example because the connection dropped. Anything it did before stopping is in **Done by AI**. Click **Run now** again.
Source: https://www.zerabooks.com/help/autopilot/what-autopilot-does
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Answer Autopilot's questions
When ZeraBooks can't tell, it asks in Needs you with one-tap answers, its best guess first. Here is how to answer, skip, and what each kind of question means.
## Find the questions
1. In the left navigation, click **Autopilot**.
2. Look at **Needs you**. The badge shows how many questions are open. The same count appears in the Autopilot header and on the **Dashboards** strip.
When nothing is waiting, the card reads "Nothing needs you. ZeraBooks will ask here if it ever cannot tell."
## Answer a question
Each question shows what ZeraBooks needs to know, a short reason, and up to six answers with how sure it is about each one.
1. Read the question and the grey reason line under it.
2. Click the answer that's right. The first answer, in purple with a sparkle, is ZeraBooks' best guess.
3. A message confirms what was done, and the question leaves the list.
Your answer is applied as your own decision, so it goes ahead even where Autopilot wouldn't have acted on its own. It still goes through the same checks as your own edits.
If ZeraBooks' best guess is below 60%, the card says "ZeraBooks is unsure here, so it is asking instead of guessing."
{% hint style="warning" %}
**Skip** closes the question for good. ZeraBooks won't ask about that item again, and there's no way to bring a skipped question back. If you're not sure yet, leave the question open instead.
{% endhint %}
## Questions you may see
| Question | What it's about |
| --- | --- |
| What was "…" ($… on …)? | Which category a transaction belongs to. Your answer can also file similar transactions. |
| Was "…" a personal purchase? | Whether to move it to Owner's Draws |
| Was "…" equipment the business will use for years? | Whether to record a purchase of $1,000 or more as an asset |
| Approve … for …? | Whether to post a bill or invoice |
| Which payment already covers …? / Which deposit settles …? | Which bank line pays a bill or invoice |
| Is the … a part payment of …? | Whether a smaller payment partly pays a document |
| Close the … left on … as a …? | Whether to close a small leftover balance |
| Send a payment reminder to …? | Whether to email a customer about an overdue invoice |
| Add "…" as a vendor or customer? / Are A and B the same business? | Creating or merging vendors and customers |
| Record … of depreciation for …? / What interest rate does … charge? | Month-end entries. See [Month-end entries](https://www.zerabooks.com/help/autopilot/month-end-entries). |
| Did … bill you in …? | A recurring bill that didn't show up this month |
| Close the books through …? | Locking months that are reconciled and signed off |
## Frequently Asked Questions
Why did ZeraBooks ask instead of doing it?
It wasn't sure enough for your mode and for how much a wrong answer would cost. Riskier actions, like closing a month or emailing a customer, need more certainty. See [Choose how much ZeraBooks does](https://www.zerabooks.com/help/autopilot/choose-how-much-zerabooks-does).
What does Skip do?
It closes the question permanently. ZeraBooks won't ask about the same item again. Nothing else changes in your books.
What does "That question was already answered." mean?
The question was answered already, for example in another browser tab. Refresh the page to see the current list.
What does "This question can no longer be answered here." mean?
The item the question was about has changed since it was asked, for example the transaction was matched or the document was approved. ZeraBooks withdraws the question and refreshes the list.
Why can't my answer be applied to a closed month?
The message "That date is in a closed period. Reopen the books from Reconciliations first." means the answer would change a month you've closed. Reopen the books, answer, then close them again. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
Can I change my answer later?
Yes, if the answer changed your books. That change appears in **Done by AI** like any other action. Click **Undo** there, then correct the item yourself. See [Review and undo AI actions](https://www.zerabooks.com/help/autopilot/review-and-undo-ai-actions).
Source: https://www.zerabooks.com/help/autopilot/answer-autopilot-questions
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Review and undo AI actions
Everything ZeraBooks does on its own is listed in Done by AI with how sure it was. Here is how to check the actions flagged for a glance, undo one, and what can't be undone.
## Read the log
1. In the left navigation, click **Autopilot**.
2. Scroll to **Done by AI**. Actions are grouped by day (**Today**, **Yesterday**, then the date), newest first. The latest 200 actions are shown.
Each row shows what was done, the kind of action (for example **Categorized a transaction** or **Recorded depreciation**), how sure ZeraBooks was ("· 94% sure") and the time.
## Check the actions flagged for a glance
Some actions were done with less certainty. They carry an orange **For a glance** badge.
1. At the top of **Done by AI**, click **For a glance**. The number next to it is how many are waiting.
2. Check each one. If it's right, there's nothing to do. If it's wrong, click **Undo**.
3. Click **Everything** to see the whole log again.
When nothing is flagged, the filter shows "Nothing is waiting for a glance."
## Undo an action
1. Find the action in **Done by AI**.
2. Click **Undo** on its row.
3. The message "Undone." confirms it. The row is struck through and marked **· Undone**.
What undo does depends on the action:
| Action | What Undo does |
| --- | --- |
| A category change | Puts each transaction back to its previous category. Transactions you've changed since are left alone. |
| A vendor or customer it created | Deactivates it. It isn't deleted. |
| A journal it recorded (depreciation, loan interest, a prepaid spread) | Deletes the journal |
| Closing the books | Reopens the books to the previous closing date |
| Signing off a month | Removes the sign-off, so the month is open again in **Reconciliations** |
| Approving a bill or invoice | Moves it back to a draft |
| Matching a payment to a bill or invoice | Removes the match. A match you've changed since is left alone. |
An action you undo is not redone on the next pass.
{% hint style="warning" %}
Two actions can't be undone and have no **Undo** button: **Merged duplicate parties** (merged records stay merged) and **Sent a payment reminder** (an email can't be unsent).
{% endhint %}
## Actions changed later
If you or someone else changed the result outside Autopilot, the row is struck through with a label such as **Category changed later**, **Voided later**, **Sign-off removed later** or **Books reopened later**. There's nothing left to undo, so the **Undo** button is gone.
If the log hadn't refreshed yet and you click **Undo**, ZeraBooks explains instead, for example "Nothing to undo — this document was voided since."
## Frequently Asked Questions
Can I undo everything Autopilot does?
Almost. Everything can be undone from the log except merged vendors or customers and payment reminders already emailed. Those two have no **Undo** button.
Will Autopilot redo something I undid?
No. An undone action is treated as your answer, so later passes leave that item alone.
Why does an action say "Category changed later" with no Undo?
The category was changed outside Autopilot after it acted, so its change is no longer in your books. There's nothing left to undo.
What does "For a glance" mean?
ZeraBooks did it, but it was less certain, so it flags the action for you to check. Use the **For a glance** filter to see only those.
What does "That action could not be undone." mean?
The undo failed, often because the change would fall in a closed period ("That date is in a closed period. Reopen the books from Reconciliations first.") or the connection dropped. Reopen the books if needed and try again.
Does undoing a created vendor delete it?
No. It's deactivated, so it stays on anything it already touches and stops being offered when you pick a vendor.
Source: https://www.zerabooks.com/help/autopilot/review-and-undo-ai-actions
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Choose how much ZeraBooks does on its own
Pick Cautious, Balanced or Autopilot to set how sure ZeraBooks must be before it acts, and use four switches to decide what it may do by itself.
## Change the mode
1. In the left navigation, click **Autopilot**.
2. Find the card **How much ZeraBooks does on its own**.
3. Click **Cautious**, **Balanced** or **Autopilot**. The change is saved immediately and applies from the next pass.
| Mode | What it means |
| --- | --- |
| **Cautious** | ZeraBooks suggests and prepares, and acts on its own only when it is all but certain. You approve the rest. |
| **Balanced** | ZeraBooks handles routine work automatically and asks before anything unusual, closing months or contacting customers. |
| **Autopilot** | ZeraBooks does the books on its own and asks only when it genuinely cannot tell. You can undo its work from the log, except merged records and reminder emails already sent. |
New companies start in **Autopilot** mode with all four switches on.
## How sure it must be
Every decision has a risk level. A wrong category costs a quick fix, while a wrong month close or a reminder email reaches further, so riskier decisions need more certainty.
Each cell shows two lines: at or above the first, ZeraBooks acts; between the two, it acts and marks the action **For a glance**; below the second, it asks you.
| Mode | Low risk | Medium risk | High risk |
| --- | --- | --- | --- |
| **Autopilot** | 85% / 60% | 90% / 70% | 95% / 85% |
| **Balanced** | 92% / 75% | 95% / 85% | Always asks |
| **Cautious** | 97% / 90% | 99% / 95% | Always asks |
- **Low risk:** categorizing a transaction, linking or creating a vendor or customer, matching a payment to a document, signing off a reconciled month, applying a correction to similar transactions.
- **Medium risk:** merging duplicates, moving a personal purchase to Owner's Draws, recording equipment as an asset, approving a bill or invoice, closing a small short payment, splitting a deposit across invoices, spreading a prepaid expense, recording depreciation, splitting loan interest, correcting an inconsistent category.
- **High risk:** closing a month and sending a payment reminder.
## Turn individual jobs on or off
Under the mode, four switches decide what ZeraBooks may do by itself. Each one saves as soon as you click it.
| Switch | When it's on | When it's off |
| --- | --- | --- |
| **Create vendors and customers** | Names new vendors and customers and links their transactions | Asks before adding one |
| **Approve bills and invoices** | Posts documents that pass every check and matches their payments | Asks before approving: "Automatic approval is off for this company." |
| **Sign off and close months** | Signs off tied months and closes a month 15 days after it ends, once it ties and nothing is waiting on you | Doesn't sign off or close anything. You do it in **Reconciliations**. |
| **Send payment reminders** | Emails customers about invoices a week or more overdue, at most weekly | Asks before each reminder |
{% hint style="info" %}
**Note:** Reminders are sent automatically only in **Autopilot** mode. In **Balanced** and **Cautious**, ZeraBooks always asks first. See [Automatic payment reminders](https://www.zerabooks.com/help/invoices/payment-reminders).
{% endhint %}
## Frequently Asked Questions
What are the default settings?
**Autopilot** mode with all four switches on: create vendors and customers, approve bills and invoices, sign off and close months, and send payment reminders.
Will ZeraBooks email my customers without asking?
Only in **Autopilot** mode with **Send payment reminders** on, for an invoice at least 7 days overdue that was emailed from ZeraBooks before, and only if your bank activity is no more than 35 days old. Otherwise it asks you first.
When does ZeraBooks close a month on its own?
At least 15 days after the month ends, once every account is reconciled and signed off and nothing is waiting on you: no open questions, flagged categories or Uncategorized transactions. **Sign off and close months** must be on. Only **Autopilot** mode closes on its own; in **Balanced** and **Cautious** it always asks first.
Why doesn't Autopilot close my books even though everything ties?
Check that **Sign off and close months** is on, that the month ended at least 15 days ago, and that nothing is waiting in **Needs you**. ZeraBooks also doesn't close books that are protected with a closing password; close them yourself in **Reconciliations**.
What does "The setting could not be saved." mean?
The change didn't reach ZeraBooks, usually because of a connection problem. The page reloads your saved settings. Try again.
Does changing the mode affect actions already taken?
No. The mode applies to future passes. Past actions stay in **Done by AI**, where you can still undo them.
Source: https://www.zerabooks.com/help/autopilot/choose-how-much-zerabooks-does
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Month-end entries
Autopilot proposes depreciation, the interest part of loan payments and prepaid-expense spreads, and asks about recurring bills that didn't show up. Here is how each one works.
## Where month-end entries come from
ZeraBooks has no separate month-end screen. Autopilot looks at your books on every pass and either records these entries or asks you about them in **Needs you**. Recorded entries appear in **Done by AI** with an **Undo** button.
Every entry is a journal dated the last day of the month. Its memo shows the calculation, and its reference starts with `AUTO-` (for example `AUTO-DEP-2026-08`). Months in a closed period are never touched.
## Depreciation
When your books hold equipment or other fixed assets, Autopilot records straight-line depreciation each month.
- It needs an **Accumulated Depreciation** category and a **Depreciation Expense** category. If either is missing, nothing is recorded until you add both in the [Category Manager](https://www.zerabooks.com/help/ledger-and-categories/add-edit-and-deactivate-categories).
- The useful life comes from what's already been written off against the assets. If there's no earlier write-off, a standard life is used, and the memo says which.
- Assets bought later start depreciating the month after they were bought.
- It never posts into a previous fiscal year.
If it isn't sure, it asks: "Record $… of depreciation for …?" Answer **Yes, record it**, or **No, my accountant handles depreciation**.
## Loan interest
When loan payments were recorded entirely as paying down the loan, part of each payment is really interest, a business expense. Autopilot splits the interest out.
1. It asks "What interest rate does … charge?", offering **3.75% (SBA EIDL)**, **2.75% (SBA EIDL, nonprofit)** and **Enter the rate…**. For any other loan, click **Enter the rate…**, type the annual rate from the loan agreement or lender statement (for example `6.5`), then click **Apply**.
2. With a rate, it moves each month's interest from the loan to **Interest Expense**: the balance owed × the rate ÷ 12.
3. Once you've answered, later months use the same rate without asking.
It needs an **Interest Expense** category. Months where you already booked interest yourself are left alone.
## Prepaid expenses
A payment that covers several months, like an annual insurance premium or a yearly software plan, belongs to the months it covers.
- Autopilot checks payments from the last 12 months and asks "Did the $… … payment on … pay for several months in advance?", with answers such as **Yes, 12 months**, **Yes, 6 months**, **Yes, 3 months** and **No, it is this month's cost**.
- When spread, only one month's share stays in the month of payment. The rest moves to **Prepaid Expenses** and is expensed month by month on later passes.
- If you have no Prepaid Expenses category, it asks you to add one first. Answer **I added it — spread it now** after adding it, or **Keep it as this month's expense**.
## Missing recurring bills
If a vendor you pay every month doesn't appear in a month whose statements are in, Autopilot asks "Did … bill you in …?" Answer **Yes — I'll add the bill or payment**, **No bill this month** or **I stopped using them**. It asks about at most five vendors per pass.
{% hint style="info" %}
**Tip:** Reconciliation itself isn't a month-end entry. Statements are checked in **Reconciliations** as soon as they're uploaded. See [How reconciliation works](https://www.zerabooks.com/help/reconciliations/how-reconciliation-works).
{% endhint %}
{% hint style="warning" %}
**Can't split the interest?** ZeraBooks needs to know how much was borrowed. If the loan's balance (the amount you received, or its opening balance) isn't on the loan account, your answer is refused with a message saying so and the question stays in **Needs you**. Record the balance, then answer again. It also needs an **Interest Expense** category; add one in **Category Manager** if it's missing.
{% endhint %}
## Frequently Asked Questions
Who books depreciation and loan interest?
Autopilot does, from your books. It records them on its own when it's sure enough for your mode, and otherwise asks you first in **Needs you**.
I don't want ZeraBooks to record depreciation. What do I do?
Answer **No, my accountant handles depreciation** when asked. If it was already recorded, click **Undo** on the entry in **Done by AI**; an undone entry isn't recorded again on its own.
How do I undo a month-end entry?
Click **Undo** on the entry in **Done by AI**. The journal is deleted. For a prepaid spread, every journal the spread created is removed.
Why wasn't depreciation recorded?
Your chart needs both an Accumulated Depreciation and a Depreciation Expense category, and the assets must have a balance. Months in a closed period or a previous fiscal year are never posted.
My loan isn't an SBA EIDL. What do I pick?
Click **Enter the rate…** and type the annual interest rate printed on your loan agreement or lender statement, between 0.01% and 40%. ZeraBooks never splits interest from a guessed rate, so nothing is recorded for that loan until you give it the rate.
Is there a separate month-end close checklist?
No. Month-end entries arrive in Autopilot. You sign off and close months in **Reconciliations**, or Autopilot does it for you when **Sign off and close months** is on. See [Finalize a month](https://www.zerabooks.com/help/reconciliations/finalize-a-month) and [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
Source: https://www.zerabooks.com/help/autopilot/month-end-entries
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# The auditor's notes and the monthly digest
On every pass ZeraBooks takes a second look at your categories, flags possible duplicates and explains months that don't tie, then sums up the latest complete month.
## Find the digest
1. In the left navigation, click **Autopilot**.
2. On the right, find the card titled with a month, for example **August 2026**.
The card shows only when there's a digest or something the auditor noticed.
## Read the monthly digest
The digest covers the latest complete month that has activity in your books.
- **In**, **Out** and **Profit** (or **Loss**): the month's income, expenses and result, in your books currency.
- Up to five notes, such as what ZeraBooks has done for you so far ("ZeraBooks has done 42 things for you so far: …") and categories that changed noticeably from the month before ("Software rose $120 to $480.").
The figures are calculated from your books. The AI only picks which changes are worth mentioning.
{% hint style="info" %}
**Note:** The digest appears on the Autopilot page only. ZeraBooks doesn't email it.
{% endhint %}
## What the auditor looks at
On every pass, after categorizing, Autopilot rechecks your books:
- **Recent categories.** Each recently categorized transaction gets a second look. If the AI filed it and is clearly wrong, Autopilot corrects it (logged as **Corrected an inconsistent category**, with an **Undo** button). If it's only doubtful, or if you chose the category yourself, it's flagged instead. Your own categories are never overwritten.
- **Consistency.** When one merchant is split across categories, Autopilot makes the odd ones consistent, unless the split looks deliberate.
- **Possible duplicates.** The same amount, merchant and account within 3 days is flagged. Nothing is deleted.
- **Months that don't tie.** For each month with a reconciliation exception, it adds a plain-English likely cause, such as a missing statement, a timing difference or a bank fee that wasn't recorded.
## Act on the auditor's notes
Under **The auditor noticed**, each link opens the page where you fix it:
| Link | Opens | What to do |
| --- | --- | --- |
| **N reconciliation notes** | **Reconciliations** | Open the month with the orange **!** and follow [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie) |
| **N possible duplicate charges** | **Banks & Cards** | Compare the two lines with the statement. If one isn't on it, remove it in **Reconciliations** with **Remove row**. |
| **N categories to double-check** | **Banks & Cards** | Switch to **Edit**, check the flagged rows and pick the right category, or click **Looks right** |
## Frequently Asked Questions
Is the monthly digest emailed to me?
No. The digest is shown on the Autopilot page only.
Does ZeraBooks delete duplicate charges?
No. It flags them under **The auditor noticed** so you can check them against the statement.
Can the auditor change a category I chose?
No. If it doubts a category you set yourself, it flags it for you. It only corrects categories the AI chose, and you can undo those corrections from **Done by AI**.
Which month does the digest show?
The latest complete month with activity in your books. An empty calendar month is skipped.
Why don't I see the digest card?
It appears once Autopilot has written a digest or noticed something. Upload a statement and click **Run now** on the Autopilot page.
Source: https://www.zerabooks.com/help/autopilot/auditor-notes-and-monthly-digest
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Navigate the Ledger
The Ledger shows every category's register for the period you pick, built from your categorized bank and card activity plus the entries you add yourself.
## What the Ledger shows
The Ledger is the full record of your books: one register card per category, listing every amount that went in or out during the period. You don't build it yourself. It fills in from the bank and card statements you upload in **Banks & Cards**, the bills and invoices you record, and any transaction you add with **Add Transaction**.
1. In the left navigation, click **Accounting** › **Ledger** (or press G then L).
2. Pick the period with the arrows or the month button at the top. Presets include **This Month**, **Last Month**, **Last 3 Months**, **This Quarter**, **Year to Date**, **Last Year** and **All Time**, or choose a custom range.
## Find what you're looking for
| Control | What it does |
| --- | --- |
| **Lookup…** (left rail) | Searches your categories. Click a category to jump to its register card. |
| Rail button next to **Lookup…** | Collapses or expands the category rail to give the registers more room. |
| **Filter N transactions…** | Filters the registers by party, description, memo, date, category name or amount. Click **Clear** to remove the filter. |
| **Expand all** / **Collapse all** | Opens or folds every register card at once. |
| **View** / **Edit** | **Edit** lets you change a row's category and opens your own entries for editing. |
Each register card shows **Date**, **Party**, **Category** and **Amount**, and can also show **Source** and **Balance** columns. At the bottom of the page, **View** followed by the previous period's name steps back one period.
## Open a row
What happens when you click a row depends on where it came from:
- **A bank or card transaction** opens its details, with **Back to Ledger** at the top. See [Transaction details and the activity log](https://www.zerabooks.com/help/ledger-and-categories/transaction-details-and-activity).
- **A transaction you added** opens its summary. In **Edit** mode it opens straight into the editor, unless a statement has already matched it. See [Edit or remove a manual transaction](https://www.zerabooks.com/help/ledger-and-categories/edit-or-remove-a-manual-transaction).
- **A bill or invoice line** opens that bill or invoice.
{% hint style="info" %}
**Tip:** In **Edit** mode, when you change a bank transaction's category, ZeraBooks offers to apply the same category to similar transactions. See [Apply a correction to similar transactions](https://www.zerabooks.com/help/banks-and-cards/apply-a-correction-to-similar-transactions).
{% endhint %}
## Frequently Asked Questions
Why is my Ledger empty?
The Ledger fills in from your categorized bank and card transactions. When a period has nothing yet, you see "No Transactions". Upload statements in **Banks & Cards** and every account's register appears automatically. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
What does "Detailed activity begins" mean at the top of the Ledger?
Your books were started from an earlier system's closing balances. Amounts dated on the opening date are summaries, not that month's real activity. Click **Review opening books** to check them. See [Review, import and undo opening books](https://www.zerabooks.com/help/getting-started/review-import-and-undo-opening-books).
Why do I see "No Results Found"?
Your filter matches nothing in this period. Click **Reset Filters**, or pick a longer period at the top of the page.
Can I change a category from the Ledger?
Yes. Switch to **Edit** and change the category on the row, or open the transaction and change **Pay For**. The change applies everywhere the transaction appears.
What does "Could not load the ledger" mean?
The page couldn't reach ZeraBooks. Check your connection and click **Retry ledger**. Nothing in your books has changed.
Source: https://www.zerabooks.com/help/ledger-and-categories/navigate-the-ledger
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Record a journal entry
Use a journal entry for adjustments that don't move money through a bank, such as accruals, prepaid expenses, depreciation or corrections between categories.
## When to use a journal entry
A **journal entry** records an amount moving between categories in your books without money going in or out of a bank or card account. Every entry has at least two lines. A **debit** is an amount on the left side of an entry (it increases assets and expenses), and a **credit** is an amount on the right side (it increases liabilities, equity and income). The debits and credits of one entry must add up to the same total.
Typical uses are spreading a prepaid insurance policy over the months it covers, recording depreciation, or moving an amount from one category to another.
{% hint style="info" %}
**Tip:** If money actually came into or left a bank or card account, use **Pay In**, **Pay Out** or **Transfer** instead. See [Record money in, money out and transfers](https://www.zerabooks.com/help/ledger-and-categories/record-money-in-money-out-and-transfers).
{% endhint %}
## Record the entry
1. In the left navigation, click **Accounting** › **Ledger**.
2. Click **Add Transaction**. The editor opens on the **Journal** tile.
3. Optionally enter a **Reference** (up to 100 characters).
4. Check the **Date**. It starts on today, or on the last day of the period you're viewing if today is outside it. Type a date as YYYY-MM-DD or click the calendar.
5. Optionally add a **Memo** (up to 500 characters) that explains the entry.
6. Under **Journal lines**, fill in each line: a **Description**, an amount in either **Debit** or **Credit** (entering one clears the other), the **Category**, and optionally a **Party**.
7. Click **Add line** for more lines. An entry can have between 2 and 200 lines.
8. Check the totals under the lines: **Debits**, **Credits** and **Difference**. The **Difference** must be 0.00.
9. Click **Save & Close**. To keep the editor open, click the arrow next to it and choose **Save**, or **Save & New** to start another entry.
The entry appears in the register of every category it touches, and in your financial statements.
## Messages you might see
The save button stays unavailable until the entry is valid. The message under the lines tells you what to fix:
| Message | What to do |
| --- | --- |
| "Debits and credits differ by {amount}." | Adjust a line so the debit and credit totals match. |
| "Every line needs a category." | Choose a **Category** on every line. |
| "Every amount must be nonzero and have no more than two decimal places." | Remove empty lines or round the amount to cents. |
| "A transaction needs between 2 and 200 accounting lines." | Add a second line, or split a very large entry in two. |
| "Enter a valid date." | Type the date as YYYY-MM-DD. |
| "Choose {Dimension} for every line." | Fill in the required department or location field on each line. |
If the save fails on the server, you see "Couldn't save this transaction" with the reason. Your changes stay in the editor, so you can fix the problem and save again.
## Frequently Asked Questions
Why won't my journal entry save?
Usually because the debits and credits don't match. The **Difference** total must be 0.00 in your home currency. The message under the lines names the exact problem.
Can I post a journal entry to a category in another currency?
Yes. Each line is entered in its category's currency, and ZeraBooks converts it with the exchange rate for the entry's date. The entry must balance in your home currency, which the totals show.
Can I date a journal entry in a month I've closed?
No. If the date falls on or before the date your books are closed through, the save is refused with a message that names the closed date. Reopen the books first, or use a later date. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
Why is Add Transaction greyed out?
You don't have a chart of accounts yet. Journal entries post to categories, so create them first in the **Category Manager**. See [Set up your chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/set-up-your-chart-of-accounts).
Does ZeraBooks make month-end entries for me?
Yes. Autopilot proposes recurring month-end entries such as depreciation and prepaid expenses. See [Month-end entries](https://www.zerabooks.com/help/autopilot/month-end-entries).
Can I import many journal entries at once?
Yes, up to 100 at a time from a CSV or Excel file. See [Import journal entries](https://www.zerabooks.com/help/ledger-and-categories/import-journal-entries).
What happens if I close the editor without saving?
ZeraBooks asks "Discard unsaved changes?". Click **Keep editing** to go back, or **Discard changes** to close. Anything you saved before stays as it was.
Source: https://www.zerabooks.com/help/ledger-and-categories/record-a-journal-entry
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Record money in, money out and transfers
Use Pay In, Pay Out and Transfer to record money that moved through a bank or card account before its statement arrives, such as a cash deposit or a check you wrote.
## Choose the right type
Most money in and out reaches your books from the statements you upload in **Banks & Cards**. Record it by hand only when you want it in the books before the statement arrives, or when it never appears on a statement you upload.
In the left navigation, click **Accounting** › **Ledger**, then click **Add Transaction**. Pick a tile on the left:
| Tile | Use it for |
| --- | --- |
| **Pay In** | Money received into a bank or card account, such as a cash sale or a refund. |
| **Pay Out** | Money paid from a bank or card account, such as a check or a card purchase. |
| **Transfer** | Money moved between two of your own bank and card accounts, including paying a credit card from a bank account. |
| **Journal** | An adjustment with no money moving. See [Record a journal entry](https://www.zerabooks.com/help/ledger-and-categories/record-a-journal-entry). |
## Record a Pay In or Pay Out
1. Click **Pay In** or **Pay Out**.
2. Optionally choose the **Party** (the customer or vendor), and enter a **Reference** and a **Memo**.
3. Check the **Date**.
4. Under **Bank or card account**, choose the account the money went into or left.
5. Under **Pay For**, enter a **Description**, the amount and the **Category** it belongs to. Click **Add line** to split the amount across several categories.
6. Check **Total**. It adds up the lines for you.
7. Click **Save & Close**.
If the bank or card account is in a foreign currency, you also see **Bank amount**. It follows your lines until you type over it, so you can enter the exact amount the bank shows.
{% hint style="warning" %}
A Pay In or Pay Out can't go straight to Accounts Receivable or Accounts Payable. ZeraBooks shows "Use the bill or invoice payment action to settle a customer or vendor balance." Record the payment on the bill or invoice instead. See [Match a bill to its payment](https://www.zerabooks.com/help/bills/match-a-bill-to-its-payment) or [Record payments and credits](https://www.zerabooks.com/help/invoices/record-payments-and-credits).
{% endhint %}
## Record a transfer
1. Click **Transfer**.
2. Under **Transfer from**, choose the **From account** and enter the **Transfer amount**.
3. Under **Transfer to**, choose the **To account**. **Amount received** fills in to match.
4. Optionally add a **Description** on each side, a **Reference** and a **Memo**.
5. Click **Save & Close**.
When the two accounts use different currencies, enter both **Amount sent** and **Amount received** exactly as the banks show them. Their home-currency values must balance. Record any bank fee as a separate **Pay Out**.
## When the statement arrives
When you later upload the statement, match the bank line to your manual entry so the money isn't counted twice. See [Match manual entries to statement lines](https://www.zerabooks.com/help/banks-and-cards/match-manual-entries-to-statement-lines).
## Frequently Asked Questions
How do I record a credit-card payment?
Use **Transfer**, from the bank account that paid to the credit-card account. If the payment is already on an uploaded bank statement, categorize it there instead. See [Transfers, credit-card payments and owner draws](https://www.zerabooks.com/help/banks-and-cards/transfers-card-payments-and-owner-draws).
What does "A transfer needs two different bank or card accounts" mean?
The **From account** and **To account** are the same, or one is missing. Choose two different bank or card accounts. To move money to a category that isn't a bank or card, use **Pay Out** or **Journal**.
What does "Choose one bank or card account and at least one category" mean?
A **Pay In** or **Pay Out** needs a **Bank or card account** and at least one line with a **Category**. Fill in whichever is missing.
Can I split one payment across several categories?
Yes. Click **Add line** under **Pay For** and give each line its own amount and category. The total is the sum of the lines.
Should I record every bank transaction by hand?
No. Upload your statements in **Banks & Cards** and ZeraBooks records and categorizes every line for you. ZeraBooks doesn't connect to banks directly, so a statement upload is how transactions come in. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
Why can't I edit a Pay In I recorded?
A statement has already matched it. Unmatch it first with **Review match**. See [Edit or remove a manual transaction](https://www.zerabooks.com/help/ledger-and-categories/edit-or-remove-a-manual-transaction).
Source: https://www.zerabooks.com/help/ledger-and-categories/record-money-in-money-out-and-transfers
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Import journal entries
Bring in up to 100 balanced journal entries at once from a CSV or Excel file. ZeraBooks checks the whole file first, and if any entry fails, none are posted.
## Prepare your file
A **journal entry** records amounts moving between categories, as matching debits and credits (see [Record a journal entry](https://www.zerabooks.com/help/ledger-and-categories/record-a-journal-entry)). To bring in many at once, put them in a spreadsheet with one row per line.
Start from the template so the columns are right:
| Column | Required | What goes in it |
| --- | --- | --- |
| **Journal** | Yes | An identifier such as `JE-001`. Use the same identifier on every line of one entry. |
| **Date** | Yes | The entry date, such as `2026-09-01`. Every line of one entry uses the same date. |
| **Reference** | No | Your reference number. Must be the same on every line of one entry. |
| **Memo** | No | A note for the whole entry. Must be the same on every line of one entry. |
| **Description** | No | A note for this line. |
| **Category** | Yes | The category's number or its exact name. It must be an active category. |
| **Debit** | Yes | A positive amount, or blank. |
| **Credit** | Yes | A positive amount, or blank. Each row has either a debit or a credit, not both. |
| **Party** | No | The exact name of an existing vendor or customer. |
| **Department**, **Location** | No | The exact name of an existing department or location, if you use them. |
## Limits
- Up to **100 journal entries** and **2,000 lines** per file.
- Each entry needs between **2 and 200 lines**.
- Amounts can have no more than two decimal places.
- Each entry's debits and credits must balance in your home currency.
## Import the file
1. In the left navigation, click **Banks & Cards**.
2. Click the arrow next to **Add Transaction**, then click **Import Journal Entries**.
3. If you don't have a file yet, click **Download template** and fill it in.
4. Drop your file on **Browse or drag & drop**, or click it to choose a CSV or Excel file.
5. Review the preview: the number of journals and lines, and each entry's **Date**, **Reference / memo** and **Lines**.
6. Click **Import N journals**.
When it's done you see "N journals imported". The entries appear in the Ledger and your financial statements right away.
{% hint style="warning" %}
**Important:** The import is all or nothing. ZeraBooks checks every entry's balance, categories and dates before saving the file. If any entry fails, none are posted, so fix the file and upload it again.
{% endhint %}
## Fix the rows it flags
If something is wrong, the preview shows **Correct these rows and upload again** with a list of problems. Row numbers count the heading as row 1, so they match your spreadsheet.
| Message | What to do |
| --- | --- |
| "Row N: enter a journal identifier to group its lines." | Fill in the **Journal** column. |
| "Row N: use a date such as 2026-09-01." | Write the date as YYYY-MM-DD. |
| "Row N: enter one positive debit or credit, with no more than two decimal places." | Put one positive amount in either **Debit** or **Credit**. |
| "Row N: "{x}" must identify one active category by number or exact name." | Use the category number, or its name spelled exactly as in the **Category Manager**. |
| "Row N: choose one existing party by its exact name ("{x}")." | Spell the party exactly as it appears in **Vendors** or **Customers**, or leave it blank. |
| "Row N: all lines in "{label}" need the same date, memo and reference." | Make those three columns match on every line of that entry. |
| ""{label}" needs between 2 and 200 lines." | Add the missing line, or split a very large entry. |
| "Import up to 100 journals at a time." / "Import up to 2,000 lines at a time." | Split the file into smaller files. |
Click **Choose another file** to upload the corrected file.
## Frequently Asked Questions
Can I import journal entries from QuickBooks or Xero?
Yes, if you put them into the template's columns. Export the entries to a spreadsheet, copy them into the template, and make sure each category matches a ZeraBooks category by number or exact name.
Why did nothing get imported when only one entry was wrong?
The import is all or nothing, so your books never end up with half a file. Fix the rows listed under **Correct these rows and upload again** and import the whole file again.
What if I upload the same file twice?
ZeraBooks refuses it: "This file includes journals already imported into this company. Open the existing entries in the Ledger to review or edit them."
What does "Missing "category" column" mean?
A required column heading is missing or spelled differently. Use the headings from the template: **Journal**, **Date**, **Category**, **Debit** and **Credit** are required.
Can I edit an imported entry afterwards?
Yes. Each imported entry is an ordinary journal entry. Open it from the Ledger to edit or remove it. See [Edit or remove a manual transaction](https://www.zerabooks.com/help/ledger-and-categories/edit-or-remove-a-manual-transaction).
Can I import bank transactions the same way?
No, this import is for journal entries only. Bank and card transactions come from statements: use **Import Bank Transactions** in the same menu. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
Source: https://www.zerabooks.com/help/ledger-and-categories/import-journal-entries
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Edit or remove a manual transaction
Change or remove a journal entry, Pay In, Pay Out or transfer you recorded yourself. Removing one can be undone; a statement-matched entry must be unmatched first.
## Edit a transaction you recorded
Transactions you add with **Add Transaction** (journal entries, **Pay In**, **Pay Out** and **Transfer**) can be changed at any time, as long as a statement hasn't matched them and their month isn't closed.
1. In the left navigation, click **Accounting** › **Ledger**.
2. Find the transaction in its register card. Use **Filter N transactions…** to search for it.
3. Click the row. A summary opens with its date, reference, memo and lines.
4. Click **Edit**. The same editor you used to record it opens.
5. Make your changes and click **Save & Close**.
{% hint style="info" %}
**Tip:** Switch the Ledger to **Edit** before you click the row, and the editor opens straight away.
{% endhint %}
Each save is kept as a new revision. The editor's **Activity** panel shows "Saved revision N." and when it was last saved.
## Remove a transaction you recorded
1. Open the transaction from the Ledger as above.
2. Click **Remove transaction**.
3. ZeraBooks asks "Remove this complete transaction?". All its lines leave the books together. Click **Remove transaction** to confirm, or **Keep transaction** to cancel.
4. You see "Transaction removed". Its lines are gone from every register and report, and the activity record remains.
Changed your mind? Click **Undo removal** right away, before you click **Done**.
## When a statement has matched it
If you recorded a **Pay In**, **Pay Out** or **Transfer** and later uploaded the statement that shows it, ZeraBooks matches the two so the money isn't counted twice. The summary then shows "A statement confirms this transaction. Unmatch it before changing its accounting." and **Edit** and **Remove transaction** are unavailable.
1. Click **Review match**. **Banks & Cards** opens on your matches.
2. Unmatch the statement line from your entry.
3. Come back to the Ledger and edit or remove the transaction.
See [Match manual entries to statement lines](https://www.zerabooks.com/help/banks-and-cards/match-manual-entries-to-statement-lines).
## Remove other journal entries
Some journal entries weren't made with **Add Transaction**, such as month-end entries ZeraBooks recorded for you. Remove those from the Ledger's menu:
1. On the Ledger, click the **⋮** menu next to **Add Transaction**.
2. Click **Remove a journal entry…**. The list shows these journal entries, newest first.
3. Click **Remove…** next to the entry.
4. Read the confirmation, "Are you sure you want to remove this journal entry?", and click **Remove**.
{% hint style="danger" %}
Removing an entry from this list can't be undone. Its lines leave every account register. To bring it back, you'd have to record it again.
{% endhint %}
If the list says "No entries to remove here. Transactions created with Add Transaction are managed from their register rows.", the entry you want was made with **Add Transaction**. Open it from its row instead.
## Frequently Asked Questions
Can I undo a removed transaction?
Yes, for transactions made with **Add Transaction**: click **Undo removal** in the same window. Entries removed from **Remove a journal entry…** can't be restored.
How do I delete a bank transaction from an uploaded statement?
Not from the Ledger. Bank-statement lines are corrected or removed in **Banks & Cards**. To remove a whole statement, see [Remove a statement](https://www.zerabooks.com/help/banks-and-cards/remove-a-statement).
Why are Edit and Remove greyed out?
A bank statement has confirmed the transaction. Click **Review match**, unmatch it in **Banks & Cards**, then edit or remove it.
Can I change a transaction in a month I've closed?
No. ZeraBooks refuses changes dated on or before the date your books are closed through. Reopen the books first. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
Can I void or reverse a transaction instead of removing it?
No. ZeraBooks has no void or reverse action for these entries. Edit the transaction to correct it, or record a new journal entry with the opposite debits and credits.
Is there a record of what I changed?
Yes. Every save creates a new revision, and a removed transaction keeps its activity record.
Source: https://www.zerabooks.com/help/ledger-and-categories/edit-or-remove-a-manual-transaction
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Transaction details and the activity log
Open any transaction to see where it came from, which category it's in and why, how often you pay the same party, and change its category.
## Open a transaction
1. In the left navigation, click **Accounting** › **Ledger** (or **Banks & Cards**).
2. Click a transaction's row. Its details open, with **Back to Ledger** (or **Back to Banks & Cards**) at the top to return.
The header shows the party, the amount, the date and a badge for the type: **Pay In**, **Pay Out**, **Transfer** or **Journal**. Under it, **Memo** shows the description exactly as the bank printed it. For a bank or card transaction this text comes from the statement, so you can't edit it.
## Read the body
**For a bank or card transaction** you see two sections:
- **{Type} Category**, such as **Pay Out Category**: the bank or card account the money moved through. It comes from the statement, so it can't be changed.
- **Pay For**: the category the money was for, marked **Debit** or **Credit**.
**For a journal entry** you see **Lines**, with each category and its **Debit** or **Credit**. These lines are read-only here. To change a journal you recorded, see [Edit or remove a manual transaction](https://www.zerabooks.com/help/ledger-and-categories/edit-or-remove-a-manual-transaction).
## Change the category
1. Switch to **Edit** at the top.
2. Under **Pay For**, choose a new category.
The change is saved immediately, and ZeraBooks offers to apply it to similar transactions. See [Apply a correction to similar transactions](https://www.zerabooks.com/help/banks-and-cards/apply-a-correction-to-similar-transactions).
The category can't be changed in two cases:
- **The transaction pays a bill or invoice.** The bill or invoice already carries the expense or income, so changing it here would count it twice. Change the category on the bill or invoice.
- **It clears your previous books.** The section reads **Prior-book clearing**, "Cleared prior books · no new accounting entry". The money was already in the balances you brought over.
## Insights and Activity
The panel on the right has two tabs.
**Insights** shows the party, a 12-month trend of your spending or income with them, and **Similar Transactions**, other transactions with the same party.
**Activity** shows the **Activity Log**: where the transaction came from and how its category was chosen.
| Activity entry | What it means |
| --- | --- |
| "Imported transaction from {file}" | It came from that uploaded statement. |
| "Categorized from your past transactions" | ZeraBooks used the category you gave the same party before. |
| "Categorized by ZeraBooks AI" | ZeraBooks AI chose the category. |
| "Matched as a transfer between your accounts" | It's one side of a transfer between two of your accounts. |
| "Applied to a bill — this posts to Accounts Payable, and the expense is on the bill" | It pays a bill you recorded. |
| "Parked in Uncategorized — no confident match" | ZeraBooks wasn't sure, so it's waiting for you to pick a category. |
| "Category set by you" | You chose the category. |
## Frequently Asked Questions
How do I see why ZeraBooks chose a category?
Open the transaction and click the **Activity** tab. The **Activity Log** says whether the category came from your past transactions, the AI, a transfer match, a bill or you. See also [How AI works in ZeraBooks](https://www.zerabooks.com/help/autopilot/how-ai-works-in-zerabooks).
Can I change the bank account on an imported transaction?
No. The bank or card account is a fact from the statement. Only the **Pay For** category can change. If the statement was uploaded to the wrong account, remove it and upload it to the right one. See [Remove a statement](https://www.zerabooks.com/help/banks-and-cards/remove-a-statement).
Why is the category locked on a bill payment?
The bill already records the expense. Changing the payment's category would book the same expense twice. Change the category on the bill instead.
Can I attach a receipt or add a comment to a transaction?
No. The transaction view has no attachments or comments. You can write a memo on a transaction you record yourself, and bills and invoices you upload keep their document.
Why can't I switch to Edit on a journal entry?
Journal lines aren't edited in this view. Open a journal you recorded from its row in the Ledger and click **Edit**. See [Edit or remove a manual transaction](https://www.zerabooks.com/help/ledger-and-categories/edit-or-remove-a-manual-transaction).
What does "Could not load this transaction." mean?
ZeraBooks couldn't open it, usually because of the connection. Go back and open it again.
Source: https://www.zerabooks.com/help/ledger-and-categories/transaction-details-and-activity
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Split a payment across bills or invoices
When one deposit pays several invoices, or one payment covers several bills, split the bank transaction across them so each balance is settled.
## Before you start
Customers often pay two or more invoices with one transfer, and you may pay several bills from the same vendor at once. The bank shows one amount; your books need to know which bills or invoices it settled.
The bank transaction needs a party: the customer who paid you, or the vendor you paid. If it has none, ZeraBooks says "Assign this transaction to a customer before splitting it. ZeraBooks will not guess who the money belongs to." (or "vendor" for a payment you made). Set the party first.
## Split the payment
{% stepper %}
{% step %}
### Open the transaction
In the left navigation, click **Accounting** › **Ledger** (or **Banks & Cards**), then click the bank transaction. Switch to **Edit** at the top.
{% endstep %}
{% step %}
### Open Document settlement
Under **Document settlement**, click **Match to invoices** for money you received, or **Match to bills** for money you paid. ZeraBooks lists the open balances for that party.
{% endstep %}
{% step %}
### Enter the amount for each document
Under **Apply this transaction**, type how much of the payment belongs to each bill or invoice, or click **Max** to use as much as it can take. The summary shows the **Transaction** amount, what's **Already linked** and what's still **Available**.
{% endstep %}
{% step %}
### Review and apply
Check **Review this payment**: **Already matched**, **Match now** and **Left unmatched**. Then click **Apply N balances**. You see "Payment matched to N documents." and each bill or invoice shows the payment.
{% endstep %}
{% endstepper %}
These matches only update your books. No money is moved, and all the amounts you entered are saved together.
## When you can't split
| Message | What it means |
| --- | --- |
| "This transaction is already fully attributed." | The whole payment is already linked to bills or invoices. |
| "No eligible open invoice balances were found for this party and date." (or bill) | ZeraBooks found no open balance for this party that the payment can settle. Check the party, or record the invoice or bill first. |
| "Transfers between your own accounts cannot settle bills or invoices." | The transaction is a transfer. **Document settlement** isn't offered for transfers. |
| "Use a positive amount no greater than {amount}." | The amount you typed is more than that document's open balance. |
## Frequently Asked Questions
How do I record a customer who paid two invoices at once?
Open the deposit in the Ledger or **Banks & Cards**, switch to **Edit**, click **Match to invoices** and enter each invoice's share. Click **Apply N balances** to save them together.
What if the customer paid a little less because of a bank fee?
Apply the payment to the invoice, then apply the fee or discount from the invoice's payment details. See [Record payments and credits](https://www.zerabooks.com/help/invoices/record-payments-and-credits).
Can I split a bank transaction across several categories instead?
No. A bank transaction from a statement has one **Pay For** category. To spread an amount over several categories, record a **Pay Out** or journal entry with several lines. See [Record money in, money out and transfers](https://www.zerabooks.com/help/ledger-and-categories/record-money-in-money-out-and-transfers).
What happens to an amount I leave unmatched?
It stays **Available** on the transaction. You can match it to another bill or invoice later.
Does splitting a payment send money or pay the bills?
No. ZeraBooks doesn't move money. Splitting only records in your books which bills or invoices the payment settled.
Where else can I match a payment to a bill?
From the bill itself. See [Match a bill to its payment](https://www.zerabooks.com/help/bills/match-a-bill-to-its-payment).
Source: https://www.zerabooks.com/help/ledger-and-categories/split-a-payment
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Understand the Category Manager
The Category Manager is your chart of accounts: every category your transactions post to, grouped into eight types and numbered so reports stay in order.
## What the Category Manager is
Every amount in your books is filed under a **category**, such as Rent, Cafe Sales or a bank account. Accountants call the full list the **chart of accounts**. The Category Manager is where you see and manage that list.
1. In the left navigation, click **Accounting** › **Category Manager** (or press G then A).
2. Your categories appear as a tree, grouped by type, with each category's number under its name.
If you have no categories yet, you see **Set up your chart of accounts** instead. See [Set up your chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/set-up-your-chart-of-accounts).
## The eight types and their numbers
Every category belongs to one of eight types. The type decides where the category appears in your financial statements, and its number range keeps it in order.
| Type | Numbers start at | What goes there | Appears on |
| --- | --- | --- | --- |
| **Assets** | 10000 | What the business owns: bank accounts, money owed to you, equipment | Balance sheet |
| **Liabilities** | 20000 | What the business owes: credit cards, loans, bills not yet paid | Balance sheet |
| **Equity** | 30000 | The owners' stake: money put in, draws, retained earnings | Balance sheet |
| **Revenue** | 40000 | Income from your main business | Profit and loss |
| **Cost of Revenue** | 50000 | Direct costs of what you sell | Profit and loss |
| **Operating Expenses** | 60000 | Everyday running costs: rent, software, wages | Profit and loss |
| **Other Income** | 80000 | Income outside your main business, such as interest | Profit and loss |
| **Other Expenses** | 90000 | Costs outside your main business, such as interest paid | Profit and loss |
Categories can sit under other categories (for example Prepaid Insurance under Prepaid Expenses). Each category also has a **subtype**, a more precise label such as checking account, credit card or prepaid expenses, that tells ZeraBooks how to treat it.
## Find a category
- Type in **Lookup category…** and press Enter. Your search becomes a chip; click **Clear** to remove it.
- Click the **Filters** button to filter by **Status** (**Active** or **Deactivated**), **Type** or **Subtype**.
- On the right, under **Filter by Type**, click a type's tile to show only that type. Above the tiles, **Banks & Cards** lists your bank accounts and credit cards.
Point to a category's row to see **Add subcategory**, **Edit** and **View category**. **View category** opens its details with a 12-month activity chart. Click the category's name there to open it in the Ledger.
## System categories
ZeraBooks creates a few categories itself because the books need them: **Accounts Receivable**, **Accounts Payable**, **Undeposited Funds**, **Opening Balance Equity** and **Retained Earnings**. They can't be renamed, moved to another parent, given another subtype or deactivated.
{% hint style="info" %}
**Tip:** You can't post a Pay In or Pay Out straight to Accounts Receivable or Accounts Payable. Those balances change only when you record payments on invoices and bills.
{% endhint %}
## Frequently Asked Questions
What is a chart of accounts?
The list of every category your business uses to sort money in and out. In ZeraBooks it lives in the **Category Manager**.
Do I have to use category numbers?
No. If you leave the number blank, ZeraBooks assigns the next free number in the type's range. Numbers keep your reports in a sensible order.
What is Opening Balance Equity?
A system category that holds the other side of the opening balances you bring in when you start your books. See [Match opening balances to categories](https://www.zerabooks.com/help/getting-started/match-opening-balances).
What goes in Uncategorized?
Transactions ZeraBooks couldn't place with confidence wait there for you. Give them a category in **Banks & Cards**. See [Review and fix categories](https://www.zerabooks.com/help/banks-and-cards/review-and-fix-categories).
How do I see deactivated categories?
Click **Filters**, open **Status** and choose **Deactivated**. If none exist, you see "No deactivated categories."
Source: https://www.zerabooks.com/help/ledger-and-categories/understand-the-category-manager
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Set up your chart of accounts
Start your categories one of three ways: let AI draft a chart for your business, import the one you already have, or build it yourself one category at a time.
## Choose how to start
Your **chart of accounts** is the list of categories every transaction is filed under. When a company has none yet, the **Category Manager** shows **Set up your chart of accounts** with three choices.
1. In the left navigation, click **Accounting** › **Category Manager**.
2. Pick one of the three cards.
| Choice | Best when | What happens |
| --- | --- | --- |
| **Generate with AI** | You're starting fresh and want a complete chart quickly | ZeraBooks drafts a numbered chart tailored to your business. You review everything before it's saved. See [Generate categories with AI](https://www.zerabooks.com/help/ledger-and-categories/generate-categories-with-ai). |
| **Import CSV, Excel, or PDF** | You're moving from QuickBooks, Xero, Sage or a spreadsheet | ZeraBooks reads your existing chart, and you review it before importing. See [Import a chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/import-a-chart-of-accounts). |
| **Start from scratch** | You want to build every category yourself | You add your banks and cards, then the **New Category** form opens. See [Add, edit and deactivate categories](https://www.zerabooks.com/help/ledger-and-categories/add-edit-and-deactivate-categories). |
## Add your banks and cards first
Every path starts by asking for the bank accounts and credit cards you'll upload statements for. ZeraBooks never invents these; it only uses the real accounts you add.
1. Type a name you'll recognize, such as "Chase Checking" or "Amex Business Card". No full account number or bank login is needed.
2. Choose **Bank** or **Card**, and the currency if it isn't your home currency.
3. Click **Add account**, and repeat for each account.
4. Click **Continue**.
If you already have some accounts, ZeraBooks asks "Is that every account you'll upload statements for?" Click **Yes, that's all of them** or **No, I need to add more**.
{% hint style="info" %}
**Tip:** You can skip this step and add accounts later from **Banks & Cards**. On **Start from scratch**, the button reads **Skip for now** until you add an account. See [Add bank and credit-card accounts](https://www.zerabooks.com/help/banks-and-cards/add-bank-and-credit-card-accounts).
{% endhint %}
Only need to add a bank account or card, not categories? Click **Just need to add a bank or credit-card account?** under the three cards.
## Frequently Asked Questions
Which option should I pick?
If you have a chart of accounts in another system, import it so your categories stay the same. If you're starting a new business or a new set of books, **Generate with AI** is the fastest. Pick **Start from scratch** only if you want full control from the first category.
Can I change the categories after setup?
Yes. Add, rename, renumber or deactivate categories at any time in the **Category Manager**. You can also import more categories later: click the arrow next to **New Category**, then **Import Categories…**.
Why don't I see the three choices?
They only appear while the company has no categories of its own. Once you have a chart, use **New Category** to add categories, or its arrow for **Import Categories…**.
Does ZeraBooks connect to my bank when I add an account?
No. Adding an account only creates the place its statements go. You bring transactions in by uploading statements in **Banks & Cards**. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
Which currencies can a bank account or card use?
Your home currency, USD, CAD or EUR. Choose it before you upload: statements upload in the account's currency, and it locks once the first statement lands.
Source: https://www.zerabooks.com/help/ledger-and-categories/set-up-your-chart-of-accounts
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Generate categories with AI
Describe what your business does and ZeraBooks drafts a complete, numbered chart of accounts for it. You review and edit every category before anything is saved.
## Generate your chart
**Generate with AI** is one of the three ways to start your chart of accounts. It's offered while the company has no categories yet.
{% stepper %}
{% step %}
### Start from the Category Manager
In the left navigation, click **Accounting** › **Category Manager**. Under **Set up your chart of accounts**, click **Generate with AI**.
{% endstep %}
{% step %}
### Add your banks and cards
The first step is **Add your banks & cards first**. The AI never guesses your real bank and credit-card accounts, so add every account you'll upload statements for: type its name, choose **Bank** or **Card**, and click **Add account**. Then click **Continue**. You can also add them later from **Banks & Cards**.
{% endstep %}
{% step %}
### Describe the business
Under **What does this business do?**, write a sentence or two about what you sell, to whom and how. For example: "Independent coffee roaster — café sales, wholesale beans, and online merch". Then click **Generate**.
Drafting usually takes 10–20 seconds.
{% endstep %}
{% step %}
### Review and add
Under **Review your chart of accounts**, the draft is grouped by type. Click a name to rename it, or click the minus button to remove a category. Removing a parent also removes its sub-categories. When it looks right, click **Add N categories**.
{% endstep %}
{% endstepper %}
You see "N categories added" and the categories appear in the **Category Manager**, ready for your transactions.
{% hint style="info" %}
**Tip:** The more specific the description, the better the draft. Mention each way you earn money (for example "café sales" and "wholesale") so each gets its own revenue category.
{% endhint %}
## Frequently Asked Questions
Does the AI create my bank accounts?
No. Bank and credit-card accounts are never generated. Only the real ones you add yourself are used.
Why is Generate greyed out?
The description is too short. Write at least 10 characters about what the business does.
Is anything saved before I click Add?
No. Nothing is saved until you click **Add N categories**. Closing the window discards the draft.
What if the generation fails?
Click **Try again**, or **Edit the description** to change what you wrote and generate again.
Can I generate categories when I already have some?
No. **Generate with AI** is only offered while the chart is empty. To add to an existing chart, use **New Category** or import a file. See [Import a chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/import-a-chart-of-accounts).
Can I change the generated categories later?
Yes. They're ordinary categories. Rename, renumber, add or deactivate them at any time. See [Add, edit and deactivate categories](https://www.zerabooks.com/help/ledger-and-categories/add-edit-and-deactivate-categories).
Source: https://www.zerabooks.com/help/ledger-and-categories/generate-categories-with-ai
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Import a chart of accounts
Bring your categories over from QuickBooks, Xero, Sage, any spreadsheet or a PDF. ZeraBooks reads the file, you review every row, and existing categories are never overwritten.
## Open the import
- **No categories yet:** in the left navigation, click **Accounting** › **Category Manager**, then click **Import CSV, Excel, or PDF** under **Set up your chart of accounts**.
- **Adding to an existing chart:** in the **Category Manager**, click the arrow next to **New Category**, then **Import Categories…**.
## Import your file
{% stepper %}
{% step %}
### Choose the file
Drop the file on **Browse or Drag & Drop**, or click **Browse** to pick it, then click **Next**. ZeraBooks accepts CSV, TSV, TXT, Excel (.xlsx, .xls) and PDF files. Export the chart of accounts from your old system as it is; there's no need to reformat it.
{% endstep %}
{% step %}
### Let ZeraBooks read it
You see "Reading your chart of accounts…". This usually takes 10–20 seconds. A file in ZeraBooks' template format is read directly; any other file is read by AI.
{% endstep %}
{% step %}
### Review your categories
Under **Review your categories**, the rows are grouped into the eight types. Click a name to rename it. Click the minus button to remove a row; removing a parent also removes its sub-categories. Click **Undo removal** if you remove one by mistake. A row with no number shows "ZeraBooks assigns a number on import". Click **Upload Again** to start over with another file.
{% endstep %}
{% step %}
### Import
Click **Import N categories**, or **Import N new categories** when some are already in your chart. The new categories appear in the **Category Manager** right away.
{% endstep %}
{% endstepper %}
{% hint style="success" %}
Importing only adds. Categories you already have are kept exactly as they are, and ZeraBooks tells you how many "already existed and were kept as they were".
{% endhint %}
If the company still has no bank account or credit card after the import, ZeraBooks shows **Now add your banks & cards**. Add each account you'll upload statements for.
## Use the CSV template
To build the file yourself, click **found here** next to "CSV format template" in the upload window. The columns are:
| Column | Required | Notes |
| --- | --- | --- |
| **Category Name** | Yes | The category's name. |
| **Type** | Yes | One of: Bank, Credit Card, Assets, Liabilities, Equity, Revenue, Cost of Revenue, Operating Expenses, Other Income, Other Expenses. |
| **Category Number** | No | Leave blank and ZeraBooks assigns one. |
| **Parent Name** | No | The parent category's name, for a sub-category. |
| **Parent Category Number** | No | The parent category's number. |
| **Status** | No | Active or Deactivated. |
| **Description** | No | A note about what goes in the category. |
## Messages you might see
| Message | What to do |
| --- | --- |
| "That PDF is too large (max 10 MB)" | Export a smaller PDF, or use a CSV or Excel export instead. |
| "That file has no category rows" | The file is empty below its headings. Check you exported the right report. |
| "Couldn't find any categories in that file…" | Upload a chart of accounts or category list. A balance sheet or P&L won't work. |
| "No importable rows — every row was missing a Category Name or had an unrecognized Type." | Fill in **Category Name** and use one of the listed **Type** values. |
| "Can't read ".{ext}" — upload a CSV, Excel, or PDF export" | Save the file as CSV, Excel or PDF and upload it again. |
## Frequently Asked Questions
Can I import my chart of accounts from QuickBooks or Xero?
Yes. Export the chart of accounts from QuickBooks, Xero or Sage as a spreadsheet or PDF and upload it as it is. ZeraBooks reads it, and you review every row before anything is saved.
Will importing again create duplicates?
No. Categories that already exist are kept as they were, and only new ones are added.
Can I import a balance sheet or profit and loss report?
No. Those reports show balances, not a full category list. Export the chart of accounts, or list of accounts, instead.
What columns does my CSV need?
Only **Category Name** and **Type**. The other five template columns are optional.
Does the import bring in balances or transactions?
No. It brings in categories only. To bring over your previous books' balances, see [Move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks).
Can I change the category numbers during review?
No. Numbers from your file are kept, and blank ones are assigned on import. Change a number afterwards by editing the category.
Source: https://www.zerabooks.com/help/ledger-and-categories/import-a-chart-of-accounts
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Add, edit, deactivate and reactivate categories
Create a new category, change its name, parent or number, and turn off categories you no longer use. Categories are never deleted, so your history stays intact.
## Add a category
1. In the left navigation, click **Accounting** › **Category Manager**.
2. Click **New Category** at the top right. To add a category under an existing one, point to its row and click **Add subcategory** instead.
3. Under **Category Name**, type the name. Suggestions appear as you type; press Shift ⏎ or pick the add row to use exactly what you typed.
4. Choose the **Parent Category**: a type such as Operating Expenses, or an existing category to nest it under.
5. Choose the **Subtype**. If you picked an existing category as the parent, the subtype is copied from it and can't be changed.
6. Optionally choose an **Icon**, a **Category Number (Optional)** and a **Description (Optional)**. Leave the number blank and ZeraBooks assigns the next free number in the type's range.
7. Click **Create**. You see "Category created".
**Create** stays unavailable until the name, parent and subtype are filled in. If the number is already used, even by a deactivated category, you see "This number is already taken".
Bank accounts and credit cards also have a **Currency**: your home currency, USD, CAD or EUR. Statements upload in that currency, and it locks once the first statement lands.
## Edit a category
1. Point to the category's row and click **Edit**.
2. Change the name, parent, subtype, icon, number or description.
3. Click **Save**. You see "Category saved".
Some changes are limited to keep your financial statements correct:
- **Balance sheet categories** (Assets, Liabilities, Equity) can't move to another type.
- **Income categories** can move only between Revenue and Other Income.
- **Expense categories** can move only among Cost of Revenue, Operating Expenses and Other Expenses.
- **System categories** (Accounts Receivable, Accounts Payable, Undeposited Funds, Opening Balance Equity and Retained Earnings) can't be renamed, moved or given another subtype.
## Deactivate a category
ZeraBooks doesn't delete categories. When you stop using one, deactivate it.
1. Point to the category's row and click **Edit**.
2. Click **Deactivate Category**.
3. ZeraBooks asks "Are you sure you want to deactivate {name}?". Click **Deactivate**.
{% hint style="warning" %}
Once deactivated, no transaction can be booked to the category or any of its child categories, either by ZeraBooks or by you, until you activate it again. Transactions already in it stay where they are.
{% endhint %}
System categories have no **Deactivate Category** button.
## Reactivate a category
Either:
- Click **Filters**, choose **Status** › **Deactivated**, open the category with **View category**, and click **Activate Category**.
- Or click **New Category** and start typing its name. Deactivated categories appear under **Reactivate**. Pick it and click **Create**. The same category comes back instead of a duplicate.
You see "Category activated".
## Frequently Asked Questions
Can I delete a category?
No. Categories can only be deactivated, so your past transactions and reports keep their history. Deactivated categories are hidden from the list unless you filter for them.
Why is Create greyed out?
A name, parent category or subtype is missing, or the number is already taken. Fill in the missing field or change the number.
Can I move an expense category to Revenue?
No. Expense categories stay among Cost of Revenue, Operating Expenses and Other Expenses, and income categories stay between Revenue and Other Income. Create a new category of the right type and recategorize the transactions instead.
Why can't I change the subtype?
Either the category sits under another category and takes that parent's subtype, or it's a system category. Move it under a type instead of a category to choose its subtype.
Is the category number required?
No. Leave it blank and ZeraBooks assigns one in the type's range when you create the category.
How do I add a bank account or credit card?
In the **Banks & Cards** panel on the right of the **Category Manager**, click **Add account**. See [Add bank and credit-card accounts](https://www.zerabooks.com/help/banks-and-cards/add-bank-and-credit-card-accounts).
Can I remove a bank account I added by mistake?
Yes, if it has no activity yet. Once statements or transactions are in it, ZeraBooks shows "{name} has activity and can't be removed here."
Source: https://www.zerabooks.com/help/ledger-and-categories/add-edit-and-deactivate-categories
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# How reconciliation works
ZeraBooks checks every account, month by month, against the bank's own statement. Here is what the three checks are and what every dot on the timeline means.
## What reconciliation checks
Every statement you upload in **Banks & Cards** is reconciled on its own, account by account and month by month. A month **ties** when all three checks pass:
1. **The statement adds up.** The opening balance plus every transaction on the statement equals the closing balance printed on it.
2. **The chain holds.** This statement's opening balance matches the previous statement's closing balance, so no money went missing between statements.
3. **The ledger agrees.** Your ledger balance for the account equals the closing balance printed on the statement.
When all three agree, the month is proven against the bank. There is nothing to tick off line by line.
{% hint style="info" %}
**Tip:** Reconciliation runs as soon as a statement is uploaded. You don't start it; you only review the months that need a look and sign off the ones that tie.
{% endhint %}
## Read the timeline
1. In the left navigation, click **Accounting** › **Reconciliations** (or press G then R).
2. Pick the month with the arrows at the top of the page.
3. Each account has one row. Every dot is one month checked against the bank's own statement.
| Dot | What it means | What you can do |
| --- | --- | --- |
| Purple outline with a check | The month **ties**: statement, chain and ledger all agree | **Finalize…** |
| Orange **!** | The month **does not tie** | **Review…** |
| Orange warning triangle | **No statement covers** this month, between months that are covered | **Upload statement** |
| Solid purple check | The month is **finalized** (signed off) | **Finalized**, **View** |
| Check with an orange ↺ ring | **Reopened**: its numbers changed after sign-off | **Reopened — review…** |
| Empty grey ring | No statement uploaded yet | **Add statement** |
The four stat cards above the timeline (**No Statement**, **Exceptions**, **Tied** and **Finalized** for the month) each filter the timeline when you click them. Click an account's name to open it in **Banks & Cards**.
## After a month ties
- **Finalize it** to record that you checked it. See [Finalize a month](https://www.zerabooks.com/help/reconciliations/finalize-a-month).
- If it doesn't tie, open it and follow [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
- When every month up to a date is done, [close the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books) so nothing on or before it can change.
## Frequently Asked Questions
What does "tied" mean?
The statement's own math adds up, its opening balance meets the previous statement's closing balance, and your ledger balance equals the printed closing balance. All three must agree.
What is the orange warning triangle?
There's no statement for that month, but there are statements before and after it. Upload the missing statement to close the gap. Until you do, the months around it can tie while money in the gap goes unchecked.
Do I have to match every transaction to the bank?
No. ZeraBooks reconciles whole statements, not individual lines. The bank's opening and closing balances prove the month. You only look at lines when a month doesn't tie.
Can I upload a statement from Reconciliations?
Yes. Click an empty grey dot, then **Add Statement**, and choose a PDF or CSV. It is imported into that account exactly as if you had uploaded it in **Banks & Cards**.
Why is there an orange dot next to Reconciliations in the sidebar?
A statement's printed balances didn't add up when it was uploaded, so it needs a look. Open **Reconciliations** and review the month with the orange **!**.
Where are depreciation, loan interest and prepaid expenses?
Not on this page. Autopilot proposes those month-end entries for you. See [Month-end entries](https://www.zerabooks.com/help/autopilot/month-end-entries).
Source: https://www.zerabooks.com/help/reconciliations/how-reconciliation-works
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Fix a month that doesn't tie
When a statement and your ledger disagree, the month shows an orange ! on the timeline. Here is how to find the difference and fix it, usually in a minute.
## Find the month
1. Go to **Accounting** › **Reconciliations**.
2. Look for an orange **!** on the timeline, or click the **Exceptions** stat card to show only the months that need a look.
3. Click **Review…** on the account's card, or click the dot itself.
## Read the difference
The month opens with three tiles: **Deposits**, **Withdrawals** and **Net** (for credit cards: **Payments**, **Charges** and **Net**). Each tile compares the **Statement** with the **Ledger** and shows the **Difference**. The panel under them says, in plain words, which check failed.
Open **Flags & suggestions** on the right to see every problem ZeraBooks found:
| Flag | What it means |
| --- | --- |
| **Statement doesn't tie** | Opening balance + transactions − closing balance is off by the amount shown. A line or a printed balance was probably misread. |
| **Chain break** | This statement's opening balance doesn't meet the previous statement's closing balance. A statement may be missing, or a balance was misread. |
| **Ledger difference** | Your ledger balance differs from the printed closing balance. Look for a missing statement, a row correction, an opening balance or a journal entry on this account. |
| **Coverage gap** | Part of the month isn't covered by any statement. |
| **Review prior payment** / **Review manual transaction** | A payment or a manual entry may already be counted elsewhere. |
{% hint style="info" %}
**Tip:** If deposits and withdrawals both show a $0.00 difference but **Net** doesn't, the transactions are right and a printed opening or closing balance was misread.
{% endhint %}
## Fix it
{% stepper %}
{% step %}
### Correct a misread balance or date
Click **Fix statement details…** at the top. Enter the **Opening balance**, **Closing balance**, **Period start** and **Period end** exactly as printed on the statement, then click **Save**. The tie is recalculated immediately.
{% endstep %}
{% step %}
### Add or remove a row
Switch to **Edit** at the top. Use **Add missing row** for a line the statement shows but ZeraBooks doesn't, or **Remove row** for a line that isn't on the statement. Use **Edit row** to correct a misread amount or date.
{% endstep %}
{% step %}
### Let AI check it against the document
Not sure which number is wrong? In **Flags & suggestions**, click **Verify against the document**. ZeraBooks re-reads the statement and proposes only the fixes that make it tie. See [Verify a statement with AI](https://www.zerabooks.com/help/reconciliations/verify-a-statement-with-ai).
{% endstep %}
{% endstepper %}
When the month ties, the dot turns into a purple check and you can [finalize it](https://www.zerabooks.com/help/reconciliations/finalize-a-month).
{% hint style="warning" %}
If the whole statement was read badly, it's faster to start again: remove it in **Banks & Cards** (**Account actions** › **Remove a statement…**) and upload a clearer copy. See [Remove a statement](https://www.zerabooks.com/help/banks-and-cards/remove-a-statement).
{% endhint %}
## Frequently Asked Questions
Why is my difference not zero when every transaction is there?
Then a printed balance is the problem. Either the opening balance doesn't match the previous statement's closing balance, or the closing balance was misread. Check both with **Fix statement details…**.
What does "Balances must be numbers" mean?
A balance in **Fix statement details** contains something that isn't a number. Enter it exactly as printed, for example `9830.22`, without currency symbols or letters.
Can I finalize a month that doesn't tie?
No. **Finalize…** appears only once all three checks pass. Until then, the month stays in the list of months that need a look.
Does changing a category fix a month that doesn't tie?
No. Categories don't change an account's balance, so they don't affect the tie. Only amounts, dates, missing or extra lines, and printed balances do.
When is "Verify against the document" offered?
Only when the statement is off by an amount other than zero. A statement that already ties has nothing to verify.
Source: https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Verify a statement with AI
When a statement doesn't tie, ZeraBooks can re-read the original document line by line and propose only the fixes that make it tie. You apply them with one click.
## When to use it
Use AI verification when a month shows an orange **!** because the statement itself doesn't add up (the **Statement doesn't tie** flag) and you're not sure which line or balance was misread.
It's offered only while the statement is off by some amount. A statement that already ties shows "Available when the statement doesn't tie — this one has nothing to verify."
## Run the verification
1. Go to **Accounting** › **Reconciliations**.
2. Click **Review…** on the account's card, or click the orange **!**.
3. On the right, open **Flags & suggestions**.
4. Under **AI verification**, click **Verify against the document**. The button reads **Re-reading statement…** while ZeraBooks transcribes the document line by line and checks it against your rows.
## Read the suggestions
Each suggestion names the problem, explains the fix, and quotes the line from the document it's based on.
| Suggestion | What ZeraBooks found |
| --- | --- |
| **Missed line** | A line printed on the statement is missing from your rows |
| **Phantom line** | A row isn't on the statement |
| **Sign flipped** | Money in was read as money out, or the reverse |
| **Amount misread** | An amount doesn't match the document |
| **Date misread** | A date doesn't match the document |
| **Balance misread** | The printed opening or closing balance was read wrong |
ZeraBooks proposes only fixes that make the statement tie. If it finds none, it says so ("No document-backed fix found." or a note explaining why), and you can fix the month by hand. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
## Apply the fixes
- **One fix at a time:** click **Apply** on a suggestion. A message confirms it, and says "The statement now ties." when it does.
- **Fixes that only work together:** the panel says "These fixes tie only together — apply all." Click **Apply all**.
While **Apply all** runs, the panel shows **Repairing statement…** and a progress bar ("3 of 5 fixes written"). Each fix is re-checked against the statement as it lands.
{% hint style="warning" %}
Keep this screen open until the repair finishes. Leaving midway can leave the month half fixed, and your browser asks before you leave.
{% endhint %}
When every fix is written, the panel reads **Statement repaired** and the month's dot updates. If a fix fails, it reads **Repair stopped**; run **Verify against the document** again to see what remains.
## Frequently Asked Questions
When is "Verify against the document" offered?
Only when the statement is off by an amount other than zero. A statement that already ties has nothing to verify.
Does AI verification change my books on its own?
No. It only proposes fixes. Nothing changes until you click **Apply** or **Apply all**.
Why is Apply missing on the suggestions?
The fixes only make the statement tie together, so they're applied as a set. Click **Apply all** at the top of the suggestions.
What does "Repair stopped" mean?
One of the fixes couldn't be written, often because the rows changed in the meantime. The fixes marked **Fixed** are saved. Click **Verify against the document** again to see what's left.
The verification found nothing. What now?
Check the printed balances with **Fix statement details…**, or add and remove rows in **Edit**. If the whole statement was read badly, remove it in **Banks & Cards** and upload a clearer copy. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
Can AI verification fix a ledger difference?
No. It compares your rows with the statement document. A **Ledger difference** comes from something else on the account, such as a journal entry or an opening balance; the panel lists the journal entries touching the account that month.
Source: https://www.zerabooks.com/help/reconciliations/verify-a-statement-with-ai
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Finalize a month
Finalizing signs off a month that ties, recording what you verified and when. Here is how to finalize one month, or every tied month at once.
## Before you finalize
You can finalize a month once it **ties**: the statement adds up, its opening balance meets the previous statement's closing balance, and your ledger agrees with the printed closing balance. A tied month shows a purple outline with a check on the timeline, and its card offers **Finalize…**.
A month that doesn't tie can't be finalized. Fix it first: see [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
## Finalize one month
1. Go to **Accounting** › **Reconciliations** and pick the month with the arrows at the top.
2. On the account's card, click **Finalize…** (or click the tied dot). The month opens.
3. At the top of the month, click **Finalize…**.
4. Read the summary: how many statements, "every check ties", and that the closing balance matches the ledger.
5. Click **Finalize**.
A message such as "May 2026 finalized for Business Checking." confirms it, and the dot becomes a solid purple check.
The dialog may also note:
- **Uncategorized transactions.** "You can finalize anyway — changing a category does not change this account's balance or reopen its sign-off."
- **Intake warnings** on the statement. Review them in **Statement details**; you can finalize anyway.
## Finalize every tied month at once
When months are tied but not yet signed off, the summary line at the top of **Reconciliations** offers **Finalize all N tied months**.
1. Click **Finalize all N tied months**. There's no dialog; the button shows progress ("Finalizing 3 of 12…").
2. When it's done, a message confirms "12 months finalized."
It signs off every tied month up to the **Reconciled through** month, across all accounts. If one fails, it stops and tells you how many were finalized ("5 of 12 finalized.") and why.
{% hint style="info" %}
**Tip:** With **Sign off and close months** on, Autopilot finalizes tied months for you when nothing is waiting on you in that account and month. Its sign-offs appear in **Done by AI** as **Signed off a reconciled month**. See [Choose how much ZeraBooks does](https://www.zerabooks.com/help/autopilot/choose-how-much-zerabooks-does).
{% endhint %}
## What finalizing records
Finalizing records what you verified today: the checked balances, the matches with earlier items and which statements cover the month. If any of those change later, the month reopens automatically and shows an orange ↺. See [Reopened months](https://www.zerabooks.com/help/reconciliations/reopened-months).
Finalizing doesn't lock the month. To stop anything on or before a date from changing, [close the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
## Frequently Asked Questions
Can I finalize a month with uncategorized transactions?
Yes. The dialog tells you how many are still Uncategorized, but it doesn't block you. Categories don't change the account's balance.
Does changing a category reopen a finalized month?
No. Categories don't affect the account's balance, so a finalized month stays finalized.
Why isn't there a Finalize… button on my month?
The month doesn't tie yet, or it's already finalized. Open it and check **Flags & suggestions**. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
What's the difference between finalizing and closing the books?
Finalizing signs off one account's month and reopens itself if its numbers change. Closing the books locks every date on or before a day, so nothing can be added or changed until you reopen.
The finalize dialog shows Refresh reconciliation. What happened?
The books changed after the page loaded, so ZeraBooks won't sign off numbers you haven't seen. Click **Refresh reconciliation**, check the month again, and finalize.
How do I undo a sign-off?
Click **Finalized** on the month, then **Remove sign-off**. See [Reopened months](https://www.zerabooks.com/help/reconciliations/reopened-months).
Source: https://www.zerabooks.com/help/reconciliations/finalize-a-month
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Reopened months and removing a sign-off
A finalized month reopens on its own when its checked numbers change. Here is how to see what changed, remove a sign-off, and finalize again.
## Why a month reopens
When you finalize a month, ZeraBooks records what was checked: the balances, the matches with earlier items and the statements covering the month. If any of those change afterwards, the sign-off no longer describes your books, so the month reopens automatically.
Common causes:
- A statement for the month was fixed, replaced or removed.
- A row was added, removed or edited, so the ledger balance moved.
- A manual entry or journal changed the account's balance for that month.
- A match with an earlier item changed.
Changing a category doesn't reopen a month, because categories don't change the account's balance.
## Spot a reopened month
On the **Reconciliations** timeline, a reopened month shows a check with an orange ↺ ring. Its card reads **Reopened — review…**, and it's counted under the **Exceptions** stat card and in "N months need a look →".
## Review and finalize again
1. Click **Reopened — review…** on the account's card, or click the dot. The month opens.
2. Click **Reopened — review** at the top. The dialog says what drifted since sign-off, for example "its statements changed; the ledger balance moved from $12,400.00 to $12,275.00".
3. Click **Remove sign-off**. The message "Sign-off removed — July 2026 is open again." confirms it.
4. If the month still ties, its card now offers **Finalize…**. Check the numbers and [finalize it again](https://www.zerabooks.com/help/reconciliations/finalize-a-month). If it doesn't tie, follow [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie) first.
## Remove a sign-off yourself
You can also take back a sign-off on a month that hasn't changed, for example to correct something in it.
1. Open the finalized month: click **View** on the account's card, or click the solid purple check.
2. Click **Finalized** at the top.
3. The dialog "Remove the sign-off for April 2026?" shows when the month was finalized. Click **Remove sign-off**.
The month goes back into the open queue. Nothing else in your books changes.
{% hint style="info" %}
**Note:** Removing a sign-off doesn't unlock a closed period. If the month is on or before the date the books are closed through, [reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books) before changing anything in it.
{% endhint %}
## Frequently Asked Questions
Why did a finalized month change to Reopened?
Its checked numbers changed after sign-off: a statement, the ledger balance, statement coverage or a match with an earlier item. Open it and click **Reopened — review** to see what drifted.
Does recategorizing a transaction reopen a month?
No. Categories don't change the account's balance, so the sign-off stays.
How do I undo a sign-off?
Open the month, click **Finalized**, then **Remove sign-off**. If Autopilot signed it off, you can also click **Undo** on **Signed off a reconciled month** in **Done by AI**.
Can I finalize a reopened month again without removing the sign-off?
No. Remove the sign-off first, then finalize the month again once it ties.
Does removing a sign-off delete anything?
No. It only takes back the sign-off. Transactions, statements and balances are unchanged.
Source: https://www.zerabooks.com/help/reconciliations/reopened-months
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Close and reopen the books
Closing the books locks every date on or before a day, so nothing reconciled can change by accident. Here is how to close through your reconciled month, and how to reopen.
## What closing does
Closing the books sets a date. Nothing dated on or before it can be added or changed anywhere in ZeraBooks: statement rows, categories, journal entries, bills, invoices, payments and Autopilot's own work. Reports still include those months as they are.
Close the books once months are reconciled, so a late edit can't quietly change numbers you've already reported.
## Close the books
The close control sits in the summary line at the top of **Reconciliations**, next to **Reconciled through** and the month.
1. Go to **Accounting** › **Reconciliations**.
2. Click **Close books through** and the date, for example **Close books through June 30, 2026**. The date is the last day of the month you're reconciled through. The button appears only when that date is later than the date the books are already closed through.
3. Read the confirmation: "Nothing dated on or before June 30, 2026 can be added or changed until you reopen."
4. If the business has a closing password, enter it in **Closing password**.
5. Click **Close books**.
A message confirms "Books closed through June 30, 2026.", and the summary line shows a lock with **Closed through June 30, 2026**.
{% hint style="info" %}
**Tip:** **Reconciled through** moves forward only when every account with history is tied or finalized for that month, with no gaps. If the button doesn't appear, look for "N months need a look →" and fix those months first.
{% endhint %}
## Reopen the books
1. In the summary line, click **Reopen** next to **Closed through**.
2. Read the confirmation: "Reopening lets every closed date be edited again."
3. Enter the **Closing password** if asked, then click **Reopen books**.
A message confirms "Books reopened. Every date can be edited again."
{% hint style="warning" %}
**Reopen** clears the lock completely; you can't reopen only part of the closed period from here. After making your change, close the books again.
{% endhint %}
## Let Autopilot close for you
With **Sign off and close months** on, Autopilot closes the books through the latest month that is reconciled and signed off on every account, with no open questions, flagged categories or Uncategorized transactions, at least 15 days after it ended. In **Cautious** mode it asks first, for example "Close the books through June 2026?"
Autopilot's close appears in **Done by AI** as **Closed a month**. **Undo** reopens the books to the date they were closed through before. Autopilot never closes books that have a closing password.
## Frequently Asked Questions
What does closing the books do?
It blocks adding or changing anything dated on or before the closing date until you reopen. It doesn't change any numbers.
I get "is in a closed period" when I save. What do I do?
The date you're saving falls on or before the closing date. Reopen the books in **Reconciliations**, make the change, then close them again, or use a date after the closing date.
Does closing one month lock earlier months too?
Yes. The books are closed through a date, so every date on or before it is locked.
How do I unlock just one month?
You can't from here. **Reopen** unlocks every closed date. Make your change, then click **Close books through** again.
Why is there no Close books button?
It appears only when your reconciled-through month ends after the current closing date. Fix the months that need a look and upload any missing statements; once a later month ties on every account, the button appears.
What does "Enter the closing password for this business." mean?
The books for this business are protected with a closing password. Enter it in **Closing password** to close or reopen.
Will closing a month change my reports or exports?
No. Closed months still appear in every report. Closing only stops them from changing.
Source: https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# The Bills board
Every bill you owe sits in one board, sorted into lanes by where it is: waiting for your review, posted and still owing, or paid.
## Open the board
In the left navigation, click **Bills & Invoices** › **Bills** (or press G then V).
The board shows every vendor bill in lanes. Each card shows the vendor, the bill number, the amount and a date line such as **Due Oct 2**, **Paid Sep 30** or **Marked as Paid Sep 30**.
## The lanes
| Lane | What's in it | The **Total** at the bottom adds up |
| --- | --- | --- |
| **In Review** | Bills being read, and drafts that haven't posted yet | The printed bill totals |
| **Pending Approval** | Bills sent to an approver. This lane appears only while a bill is waiting in it | The printed bill totals |
| **Awaiting Payment** | Bills posted to Accounts Payable that are still owed | What is still owed |
| **Scheduled & Paid** | Posted bills with nothing left to pay | What was paid |
A bill moves to **Awaiting Payment** when you approve it, and to **Scheduled & Paid** once its payment is matched from a statement or you mark it as paid. ZeraBooks doesn't schedule or send payments, so bills reach this lane only when a payment has been recorded.
{% hint style="info" %}
**Tip:** Only the **Scheduled & Paid** lane is limited by date. The other lanes always show everything still open, whatever the month.
{% endhint %}
## Filter the paid lane
Click the filter at the top of **Scheduled & Paid** and choose **Past 30 Days** (the default), **Past 90 Days**, **Past 6 Months**, **Past 1 Year** or **All Time**. Your browser remembers the choice.
## Card labels
| Label | Meaning |
| --- | --- |
| **New** | You haven't opened this bill yet |
| **Reading…** | ZeraBooks is still reading the uploaded document |
| **Overdue** | Past its due date and still owed |
| **Part paid** | A payment covers part of the bill |
| **Paid** | Nothing is left to pay |
| **Available credit** | A vendor credit that can be applied to other bills |
| **Voided** | Kept for the record, posts nothing |
## Header buttons
- **Create Bill** opens a blank bill. See [Create a bill by hand](https://www.zerabooks.com/help/bills/create-a-bill).
- **Upload Bill** reads a PDF or photo for you. See [Upload a bill](https://www.zerabooks.com/help/bills/upload-a-bill).
- The **⋮** menu (**Bill Dashboard Actions**) has **Show Voided & Refunded**, which adds a fifth lane for voided bills, and **Bill accounting settings…**, where you choose the accounts bills post to and whether bills post themselves.
On a narrow screen, scroll sideways to see every lane, or focus the board and use the arrow keys.
## Frequently Asked Questions
Why can't I see an old paid bill?
The **Scheduled & Paid** lane shows the **Past 30 Days** by default. Click the filter at the top of the lane and choose **All Time**.
How do I see voided bills?
Click the **⋮** menu in the header and choose **Show Voided & Refunded**. A fifth lane shows every voided bill. Choose **Hide Voided & Refunded** to remove it.
What does "Overdue" mean on a bill?
The bill's due date has passed and part of it is still owed. It stays in **Awaiting Payment** until a payment is matched or recorded.
Does "Scheduled & Paid" mean ZeraBooks will pay the bill?
No. ZeraBooks never sends or moves money. A bill lands in this lane only after you pay it yourself and the payment is matched from your statement or recorded with **Mark as Paid…**.
Why doesn't my board show a Pending Approval lane?
That lane only appears while a bill is waiting for an approver. ZeraBooks has no teams, so you normally approve bills yourself and they go straight from **In Review** to **Awaiting Payment**.
Why does the Bills page ask me to set up categories first?
Bills post their lines to your chart of accounts, so the page waits until you have categories. Click **Set up categories**, then come back to upload or enter bills.
Source: https://www.zerabooks.com/help/bills/bills-board
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Upload a bill
Upload a PDF or photo of a vendor bill and ZeraBooks reads the vendor, number, dates, lines and categories for you.
## Upload a bill
1. In the left navigation, click **Bills & Invoices** › **Bills**.
2. Click **Upload Bill** and choose one or more files. On an empty board you can also click **Browse** in the **In Review** lane.
You can also drag files from your computer anywhere onto the Bills page. The page lights up and reads "Drop it - we’ll take it from there".
## What happens next
Each file appears as a card in **In Review** while it is read. ZeraBooks fills in the vendor, the bill number, the bill and due dates, every line item and a category for each line.
Then one of two things happens:
- **It posts itself.** If automatic posting is on and all seven posting checks pass, the bill goes straight to **Awaiting Payment**.
- **It waits for you.** Otherwise it stays in **In Review**, and the bill names what needs a look. See [Why a bill is waiting](https://www.zerabooks.com/help/bills/why-a-bill-is-waiting).
Open the bill to check what was read. The original document shows beside the fields, so you can compare them.
## Files you can upload
| | |
| --- | --- |
| Formats | PDF, PNG, JPG, WEBP or HEIC (phone photos work) |
| Size | Up to 14 MB per file |
| How many | Several files at once |
A file ZeraBooks can't accept is refused with one of these messages:
- "This file is empty. Export the document again before uploading it."
- "This document is larger than 14 MB. Choose a smaller document."
- "Choose a PDF, PNG, JPG, WEBP or HEIC document."
## Duplicates are refused
If you upload a file ZeraBooks already holds, or a bill with the same vendor and bill number as one it already holds, the upload is refused. The message says "No duplicate bill was created." Click **Open existing** to jump to the original.
A bill that only looks similar to another (same vendor, similar amount and date, but a different number) is not refused. It waits in **In Review** with a note so you can decide.
{% hint style="info" %}
**Tip:** If a file isn't a bill at all, such as a statement or a quote, ZeraBooks keeps it for review but won't post it. Open it to look at the document, then delete it and upload the bill itself.
{% endhint %}
## Frequently Asked Questions
What file types can I upload for bills?
PDF, PNG, JPG, WEBP or HEIC, up to 14 MB each. Word files, spreadsheets and emails aren't accepted. Save or print them to PDF first.
I uploaded the same bill twice. What happens?
The second upload is refused and no duplicate is created. Click **Open existing** in the message to open the bill ZeraBooks already has.
What if ZeraBooks can't read my bill?
The board says the document could not be read. Open it to type the amounts by hand, or upload a clearer copy.
Why did a bill post without me clicking anything?
Automatic posting is on and the bill passed all seven posting checks, including a vendor you've confirmed before and categories ZeraBooks remembers. You can turn this off. See [Why a bill is waiting](https://www.zerabooks.com/help/bills/why-a-bill-is-waiting).
Can I email or forward bills to ZeraBooks?
No. ZeraBooks has no bill inbox. Upload the file on the Bills page or drag it onto the board.
Can I attach more files to a bill?
Yes, while it is a draft. Open the bill, click the **⋮** menu and choose **Add document…**. You can add up to 25 files, 50 MB each.
Source: https://www.zerabooks.com/help/bills/upload-a-bill
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Create a bill by hand
Enter a bill without a document: pick the vendor, add each line with its price and category, and add a holdback or reverse charge when you need one.
## Start a new bill
1. In the left navigation, click **Bills & Invoices** › **Bills**.
2. Click **Create Bill**. A blank **New Bill** opens. Nothing is saved until you save or approve it.
3. Under **Pay To**, click **Add Vendor Info** and pick a saved vendor, or type a new name.
4. Fill in **Invoice Number** (the vendor's bill number), an optional **Reference Number** such as a PO, the **Invoice Date** and the **Due Date**. The due date starts 30 days after the invoice date; change it or choose **No due date**.
5. Add a **Memo** if you want a note on the bill.
## Add the lines
1. On the first line, search for a saved item under **Item**, or type a description.
2. Enter the **Qty** and **Price**. The **Total** fills in.
3. Choose a **Category** for the line. Picking a saved item fills in its buy price and expense category. See [Create a product or service](https://www.zerabooks.com/help/vendors-customers-and-products/create-a-product-or-service).
4. Click **Add Line Item** for each extra line. Use **Add Description** for a longer note on a line, and **Remove Item** to delete one.
The **Bill Total** at the bottom is the sum of your lines. (On an uploaded bill, the footer instead compares the **Bill Amount** printed on the document with the **Items Amount** of its lines, and shows any **Difference**. It can't be approved until they agree.)
{% hint style="info" %}
**Tip:** For a credit from a vendor, keep the quantity positive and enter a negative price. Negative quantities are refused.
{% endhint %}
## Add a holdback
A holdback (also called retainage) is part of a bill you're allowed to hold back and pay later, common with subcontractors.
1. Click **Add a holdback** under the dates.
2. Enter the amount held back.
The holdback is kept apart from what you owe now and is settled on its own later. **Add a holdback** only appears once you've chosen a holdback account in **Bill accounting settings…** (the **⋮** menu on the Bills board).
## Mark a reverse-charge purchase
For a purchase from a business in another EU country where the supplier charged no VAT, tick **Reverse charge**. ZeraBooks then records the VAT on those lines as both reclaimed and owed, and the bill still owes the supplier the amount before tax.
**Reverse charge** only appears when your books have an account for tax charged on sales.
## Finish the bill
- Click **Approve Bill** to post it to Accounts Payable. See [Approve or reject a bill](https://www.zerabooks.com/help/bills/approve-or-reject-a-bill).
- Or click the arrow beside it and choose **Save Draft & Close** to keep it in **In Review**.
- **Cancel** leaves without saving. If you have unsaved changes, ZeraBooks asks whether to **Discard Changes** or **Save & Continue**.
## Frequently Asked Questions
Can I create a bill without uploading a document?
Yes. Click **Create Bill** on the Bills board and enter the vendor, dates and lines yourself. You can attach a document later with **Add document…** in the **⋮** menu.
Why won't my bill approve? It says the lines are off.
On an uploaded bill, the lines must add up to the printed total. Fix a line's quantity or price, or add the missing line, until the **Difference** disappears. A bill with no lines, or lines that total zero, can't be approved either.
What does "Vendor is required" mean?
The bill has no vendor. Click **Add Vendor Info** under **Pay To** and choose or create one, then approve again.
Why don't I see "Add a holdback"?
No holdback account is set yet. On the Bills board, open the **⋮** menu, choose **Bill accounting settings…**, and pick an account under **Holdback (retainage)**.
Can I enter a bill in another currency?
A bill you create by hand is in your books currency. Bills in another currency come from uploaded documents: ZeraBooks reads the currency and posts the bill at its date's exchange rate once you confirm it.
Why isn't my product offered on a bill line?
Only items marked **I purchase this** appear on bill lines. Open the item in **Products & Services** and turn that on.
Source: https://www.zerabooks.com/help/bills/create-a-bill
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Why a bill is waiting
A bill posts on its own only when seven checks pass. Here is each check, what it means when it's unmet, and how to clear it.
## Automatic posting and the seven checks
When you upload a bill, ZeraBooks can post it to Accounts Payable without a click, but only when everything about it is already known. If any one check is unmet, the bill waits in **In Review** and says which.
Open a waiting bill and look at the panel on the right. The unmet checks are listed under **Needs attention**, each with a short explanation and, where possible, a button that fixes it.
## The checks
| Check | Shown when it's unmet | How to clear it |
| --- | --- | --- |
| 1. A confirmed vendor | "New vendor: …" or "Which vendor is this from?" | Click **Complete Vendor Profile**, or pick the vendor under **Pay To**. After the first bill, later bills from that vendor pass. |
| 2. Lines match the total | "Lines are off by $…" or "No lines were read" | Fix a line or the total so they agree, or add the lines. |
| 3. Tax adds up | "A tax line does not add up" or "No account declared for tax" | Correct the tax line, or choose a tax account in **Bill accounting settings…** |
| 4. Not a duplicate | "Looks like 1 other bill" | Check the other bill. Approve if this one is genuinely separate. |
| 5. Categories remembered | "One category was a guess" or "N categories were guesses" | Check each guessed category once. ZeraBooks remembers it for that vendor next time. |
| 6. Sensible dates | "The dates look wrong" | Correct the **Invoice Date** or **Due Date**. |
| 7. Not already paid | "This looks already paid" | Choose **Apply when approved** or **Not this payment**. |
### Which checks stop you approving
When you approve a bill yourself, your approval covers checks 1, 4 and 5: a new vendor, a possible duplicate and a guessed category show as notes, not blockers. Checks 2, 3, 6 and 7 must be resolved first.
### The dates check
A bill is held when:
- its due date is before its invoice date,
- it's dated more than 30 days in the future, or
- it's dated more than a year before your books start.
These are almost always a misread year. Fix the date and the check clears.
### The already-paid check
Often the bank payment arrives before the bill, and you've already categorized it in **Banks & Cards**. Posting the bill too would count that expense twice. So ZeraBooks shows the payment and asks:
- **Apply when approved** moves that payment onto the bill when you approve it, so the expense is counted once.
- **Not this payment** tells ZeraBooks it's a different payment. It won't be offered for this bill again.
You must choose one before approving.
{% hint style="warning" %}
**Important:** A bill dated before your opening balance, when the opening balance already includes Accounts Payable, is refused outright. It's already counted in the opening balance, so entering it again would count it twice. If it really isn't in the opening balance, adjust that journal entry instead.
{% endhint %}
## Turn automatic posting on or off
1. On the Bills board, click the **⋮** menu and choose **Bill accounting settings…**
2. Under **When to post automatically**, tick or untick **Post bills from vendors I already use**.
3. Click **Save settings**.
This is the same switch as Autopilot's **Approve bills and invoices**; changing one changes the other. With it off, every bill waits for you in **In Review**. See [Choose how much ZeraBooks does](https://www.zerabooks.com/help/autopilot/choose-how-much-zerabooks-does).
## Frequently Asked Questions
Why is my bill stuck in In Review?
At least one of the seven checks is unmet, or automatic posting is off. Open the bill and read the **Needs attention** list on the right; each item says what to fix.
Why did a bill post without me clicking?
**Post bills from vendors I already use** is on and the bill passed all seven checks. Turn it off in **Bill accounting settings…** if you want to review every bill.
Why is a bill from a vendor I use every month still waiting?
Another check is unmet. Common ones are a line ZeraBooks hasn't seen from that vendor before (a guessed category), tax without a tax account, or a matching bank payment it found.
What does "This looks already paid" mean?
A bank transaction that exactly settles the bill is already categorized in **Banks & Cards**. Choose **Apply when approved** so the expense is counted once, or **Not this payment** if it's unrelated.
What does "No account declared for tax" mean?
The bill has tax on it, but your books don't say which account holds tax paid on purchases. Choose one in **Bill accounting settings…** so recoverable tax doesn't land in the expense.
Can I post a bill that has a warning?
Yes, if the warning is a new vendor, a possible duplicate or a guessed category. Click **Approve Bill** and your approval confirms them. Lines that don't add up, tax problems, wrong dates and an unresolved payment must be fixed first.
Source: https://www.zerabooks.com/help/bills/why-a-bill-is-waiting
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Approve or reject a bill
Approving a bill posts it to Accounts Payable in one click. Here is how to approve, what happens with a new vendor, and how to return a bill for correction.
## Approve a bill
1. In the left navigation, click **Bills & Invoices** › **Bills**.
2. Click a bill in **In Review** to open it. Check the vendor, dates and lines against the document beside them.
3. Click **Approve Bill**.
The bill posts to Accounts Payable: each line's amount goes to its category, and the total is owed to the vendor. The bill moves to **Awaiting Payment** and a "Bill approved" message confirms it.
The arrow beside **Approve Bill** offers two other ways to finish:
- **Mark as Paid…** approves the bill and records a payment you made outside your uploaded statements. See [Mark a bill as paid](https://www.zerabooks.com/help/bills/mark-a-bill-as-paid).
- **Save Draft & Close** keeps your changes and leaves the bill in **In Review**.
## A bill from a new vendor
When ZeraBooks reads a vendor name it has no record for, the vendor shows with a **NEW** label and a **Complete Vendor Profile** button.
- Click **Approve Bill** directly, and ZeraBooks creates the vendor from the name it read, then approves the bill.
- Or click **Complete Vendor Profile** first to check the **Vendor Name** and add an email, then click **Save**.
There is no payment setup. ZeraBooks records what you owe and matches the payment from your bank or card statement. It never sends or moves money.
After the first bill, later bills from the same vendor are recognised and can post on their own.
## When Approve Bill won't post
If something must be fixed first, clicking **Approve Bill** opens the details on the right and names it: lines that don't add up, a tax line, a date, or a bank payment you need to decide on. If the bill has no vendor, "Vendor is required" shows under **Pay To**. See [Why a bill is waiting](https://www.zerabooks.com/help/bills/why-a-bill-is-waiting).
## Reject a bill in Pending Approval
ZeraBooks has no teams or approval chains, so you approve your own bills. A bill that was sent for approval earlier waits in the **Pending Approval** lane with two buttons at the top:
1. Click **Approve** to post it, or
2. Click **Reject**, enter **What should be corrected?**, and click **Reject & Return**.
A rejected bill goes back to **In Review** so it can be corrected. Nothing posts to the books.
## Frequently Asked Questions
What happens in my books when I approve a bill?
The bill posts to Accounts Payable. Each line's expense is recorded in its category on the invoice date, and the total shows as owed to the vendor until a payment is matched.
Can I send a bill to someone else to approve?
No. ZeraBooks has no team members, roles or approval chains. Whoever keeps the books approves bills directly with **Approve Bill**.
Do I need to set up payment details for a vendor?
No. ZeraBooks never pays vendors. It records what you owe and links the payment once it appears on your bank or card statement.
Can I change a bill after approving it?
Yes. Open it, click the **⋮** menu, choose **Document actions…**, then **Reopen for editing**. See [Delete, void or reopen a bill](https://www.zerabooks.com/help/bills/delete-void-or-reopen-a-bill).
What does "Bill returned for correction" mean?
Someone clicked **Reject** on a bill in **Pending Approval**. It's back in **In Review** with the reason. Correct it and approve again.
Can I approve bills automatically?
Yes. Turn on **Post bills from vendors I already use** in **Bill accounting settings…**. Bills then post on their own when all seven checks pass. See [Why a bill is waiting](https://www.zerabooks.com/help/bills/why-a-bill-is-waiting).
Source: https://www.zerabooks.com/help/bills/approve-or-reject-a-bill
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Match a bill to its bank payment
Once you've paid a bill and the payment is on an uploaded statement, apply it to the bill. Partial payments, bank fees, vendor credits and other currencies are covered.
## How paying a bill works in ZeraBooks
You pay your vendors the way you always do, from your bank or card. ZeraBooks doesn't pay bills or move money. When you upload the statement that shows the payment, you apply that payment to the bill. The bill then counts as paid and moves to **Scheduled & Paid**.
Applying a payment moves the bank transaction onto Accounts Payable, so the expense stays counted once, by the bill.
## Apply a payment
1. Open the bill from **Awaiting Payment**.
2. Click the **Outstanding** amount on the bill. The **Settlement** panel opens on the right.
3. Under **Matching transactions**, ZeraBooks lists bank and card transactions that could settle the bill, each with its date, account, amount and the reason it was offered:
- **Clears it exactly**: the amount settles the bill to zero.
- **Same vendor**: the transaction is linked to this vendor.
- **Quotes this bill's number**: the bank description contains the bill number.
4. Click **Apply $…** on the right one. If it isn't the payment, click **Not this payment** and it won't be offered for this bill again.
The applied payment shows under **Applied**. Once nothing is left, the bill shows **Paid** and moves to **Scheduled & Paid**.
{% hint style="info" %}
**Tip:** If nothing is offered, the payment may be on a statement you haven't uploaded yet. Upload it in **Banks & Cards**, then come back to the bill.
{% endhint %}
## When the payment is less than the bill
If the payment is smaller than what's owed, ZeraBooks asks what the gap is:
- **Apply as partial**: the rest is still owed. The bill shows **Part paid** and stays in **Awaiting Payment** until the next payment.
- **Apply and post difference**: the rest won't be paid, for example a bank charge or an early-payment discount. ZeraBooks posts the difference to your settlement account and the bill closes at zero.
If a small amount is left after a payment was applied, **Close $… as a difference** does the same thing later. The settlement accounts are chosen in **Bill accounting settings…** under **Settlement differences**; if none is set, click **Configure settlement account**.
To pay several bills with one payment, see [Split a payment across bills or invoices](https://www.zerabooks.com/help/ledger-and-categories/split-a-payment).
## Apply a vendor credit
A credit note from a vendor is uploaded like a bill and shows **Available credit**. On a bill that's still owed, the **Available credits** card lists that vendor's credits. Enter the amount and click **Apply credit**. No money moves; both documents are reduced through Accounts Payable.
## A payment in another currency
If the bill is in one currency and the payment came from an account held in another, the payment appears under **Payments in another currency**, because ZeraBooks can't know the conversion.
1. Click **This settled the bill…**
2. Enter how much left your account, and how much it settled on the bill.
3. Click **Record payment**.
The difference between what the money was worth and what the bill is relieved of posts to Exchange Gain or Loss.
## Undo a match
Under **Applied**, click **Release** on the payment. The bill is owed again, and the bank transaction goes back to the category it had before.
## Frequently Asked Questions
Can I pay a bill from ZeraBooks?
No. ZeraBooks has no bill pay, ACH or card payments. Pay the vendor from your bank as usual, then match the payment when the statement is uploaded, or use **Mark as Paid…**.
I already categorized the payment as an expense. Will it be counted twice?
Not once you apply it. Applying the payment moves it from the expense category onto Accounts Payable, so the expense is counted once, by the bill.
How do I record a partial payment on a bill?
Apply the payment and choose **Apply as partial**. The rest stays owed and the bill shows **Part paid** until you apply the next payment.
The bank took a fee and the vendor got less. What do I do?
Apply the payment and choose **Apply and post difference**. The shortfall posts to the settlement difference account chosen in **Bill accounting settings…**, and the bill closes at zero.
Why isn't my payment offered?
Either the statement isn't uploaded yet, or the transaction doesn't look like it settles this bill (different amount and no vendor or bill number), or you declined it earlier. Upload the statement, or apply it from the transaction itself.
I matched the wrong payment. How do I undo it?
Open the bill's **Settlement** panel and click **Release** on that payment. The bill is owed again and the transaction returns to its previous category.
Source: https://www.zerabooks.com/help/bills/match-a-bill-to-its-payment
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Mark a bill as paid
Record a bill you paid outside your uploaded statements, such as a check or cash, so ZeraBooks knows it's settled. It records the payment; it doesn't send one.
## When to use Mark as Paid
ZeraBooks doesn't pay bills. **Mark as Paid…** records a payment you already made somewhere else, when that payment won't show up on a statement you upload: a check from an account you don't track here, cash, or a payment from the owner's personal card.
If the payment is on a bank or card statement you upload, don't mark the bill as paid. Match the statement transaction instead, so the money is only counted once. See [Match a bill to its bank payment](https://www.zerabooks.com/help/bills/match-a-bill-to-its-payment).
## Mark a bill as paid
1. Open the bill.
- For a bill in **Awaiting Payment**, click the **⋮** menu and choose **Mark as Paid…**
- For a bill still in **In Review**, click the arrow beside **Approve Bill** and choose **Mark as Paid…** ZeraBooks approves the bill first, then records the payment.
2. Set the **Payment Date**. It starts on the bill's own date.
3. Choose the **Pay Out Category**: the account the money came out of, such as a bank account, a credit card or the owner's equity account.
4. Optionally add a **Reference No.**, such as `Check #1234`, and an **Internal Memo**.
5. Click **Mark as Paid**.
The whole remaining balance is recorded as paid on that date. The bill shows **Marked as Paid** with the date and moves to **Scheduled & Paid**.
{% hint style="info" %}
**Tip:** If ZeraBooks finds that the payment is already in your books when it approves a draft, it applies that payment instead and tells you: "The payment already in your books was applied to this bill."
{% endhint %}
## Undo it
Open the bill's **Settlement** panel (click **Go to Payment** on the bill) and click **Release** on the payment marked **Recorded outside ZeraBooks**. The recorded payment is removed and the bill is owed again.
## Frequently Asked Questions
Does Mark as Paid send money to my vendor?
No. ZeraBooks never sends or moves money. Clicking **Mark as Paid** confirms that you already paid the vendor outside ZeraBooks, and records it in your books.
How do I record a check I wrote for a bill?
If the check clears on a bank statement you upload, match it from the bill's **Settlement** panel. If it came from an account you don't upload, use **Mark as Paid…** and put the check number in **Reference No.**
Can I undo Mark as Paid?
Yes. Open the bill's settlements and click **Release** on the payment recorded outside ZeraBooks. The bill goes back to owing.
Why is Mark as Paid greyed out?
It isn't available for bills in a foreign currency yet: the menu reads "Not yet available for foreign-currency documents". Match the payment from the bill's **Settlement** panel instead. It's also hidden once nothing is left to pay.
Can I mark part of a bill as paid?
No. **Mark as Paid…** records the whole remaining balance. For part of a bill, match the partial payment from a statement and choose **Apply as partial**.
Why is the Mark as Paid button disabled in the dialog?
Choose a **Pay Out Category** first. The button stays disabled until you pick the account the payment came from.
Source: https://www.zerabooks.com/help/bills/mark-a-bill-as-paid
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Delete, void or reopen a bill
Delete a draft that never posted, void a posted bill while keeping it for the record, reopen a posted bill to fix it, or restore a voided one.
## Which action you get
Open the bill and click the **⋮** menu at the top. The last item depends on the bill:
| The bill is… | Menu item | What you can do |
| --- | --- | --- |
| A draft that has never posted | **Delete…** | Delete it permanently |
| Posted (Awaiting Payment or Scheduled & Paid) | **Document actions…** | **Reopen for editing** or **Void** |
| A draft that was posted before and reopened | **Void…** | Void it |
| Voided | **Restore…** | Put it back in the books |
## Delete a draft
1. Open a draft that has never posted and choose **Delete…** from the **⋮** menu.
2. The dialog reads "This bill will be permanently deleted from ZeraBooks." Click **Delete**.
{% hint style="danger" %}
Deleting permanently removes the draft and its stored source document. It can't be undone. A draft that already has a payment applied can't be deleted.
{% endhint %}
## Reopen a posted bill for editing
1. Open the bill and choose **Document actions…** from the **⋮** menu.
2. Choose **Reopen for editing**.
3. Enter a **Reason** (what needs to be corrected). It's required for the audit trail.
4. Click **Reopen for editing**.
The bill stops posting and becomes a draft in **In Review** again: "Reopened — it is a draft again." Any payments applied to it are released: bank transactions go back to the category they had before, and credits and payments recorded outside ZeraBooks become available again. The dialog lists them before you confirm. The full history is kept. Correct the bill and approve it again.
## Void a posted bill
1. Open the bill and choose **Document actions…** (or **Void…**) from the **⋮** menu.
2. Choose **Void**, enter a **Reason** (why it's being voided), and click **Void**.
The bill is kept for the record but posts nothing and changes no balance. Its payments are released the same way as for reopening. Voided bills are hidden from the board; show them with **Show Voided & Refunded** in the board's **⋮** menu.
## Restore a voided bill
Open the voided bill and click **Restore** at the top (or **Restore…** in the **⋮** menu), then confirm. The bill posts in the books again with its current details: "Restored — it is posting in the books again."
If a bank payment already in your books would settle it, the button reads **Restore & apply payment**, so the payment is applied and not counted twice.
## Frequently Asked Questions
What's the difference between deleting and voiding a bill?
**Delete** is only for drafts that never posted, and it's permanent. **Void** is for posted bills: the bill and its history are kept, it just stops posting. A voided bill can be restored.
Why can't I delete a posted bill?
A posted bill is part of your books' history. Void it instead, or reopen it to correct it. Both keep a record of what happened.
What happens to the payment when I void a bill?
It's released. A bank transaction goes back to the category it had before the match; a credit or a payment recorded outside ZeraBooks becomes available again.
Why do I have to give a reason?
Reopening and voiding change posted books, so ZeraBooks records why in the bill's activity. The reason is required for the audit trail.
Can I undo a void?
Yes. Open the voided bill and click **Restore**. It posts again with its current details.
How do I fix a bill from my opening books?
Bills that came in with your opening balances are corrected together in **Company settings** › **Opening books**, not from the Bills board.
Source: https://www.zerabooks.com/help/bills/delete-void-or-reopen-a-bill
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# The Invoices board and statuses
Every customer invoice sits in one lane on the Invoices board, from Draft to Paid. Here is what each lane and status means and how an invoice moves between them.
## Open the board
1. In the left navigation, click **Bills & Invoices** › **Invoices** (or press G then I).
2. Each card is one invoice or credit memo, placed in the lane that matches its status.
The header has **Upload Invoice**, **Create Invoice** and a **More Actions** menu (the three dots) with **Show Voided Invoices** and **Invoice accounting settings**. **Minimize** and **Maximize** change how much of the board you see.
## What each lane means
| Lane | What it means | How it gets there |
| --- | --- | --- |
| **Draft** | Not in your books yet. You can still change or delete it. | **Create Invoice**, **Upload Invoice** or **Duplicate** |
| **Approved** | Posted to your books, not yet sent to the customer. | **Approve** |
| **Sent** | Posted and delivered. | **Send** from ZeraBooks, or **Send manually** |
| **Overdue** | Sent, still unpaid, and past its due date. | Happens on its own after the due date |
| **Paid** | Fully settled by payments or credits. A credit memo lands here once all of its credit is applied. | A matched deposit, an applied credit, or **Mark as Paid…** |
| **Void** | Canceled. Hidden until you choose **More Actions** › **Show Voided Invoices**. | **Void Invoice…** |
The **Overdue** lane only appears when at least one invoice is overdue. An approved invoice that was never sent stays in **Approved** even after its due date, because the customer may not have it yet.
{% hint style="info" %}
**Tip:** Each lane's footer adds up its cards. **Approved**, **Sent** and **Overdue** show what is **Outstanding**; the other lanes show the **Total**.
{% endhint %}
## Read a card
- The foot of a card shows **Invoice** *date* · **Due** *date*. Paid cards show **Paid**, **Marked as Paid** or (for a credit memo) **Applied** with the date. Voided cards show **Voided** and the date. Credit memos show **Credit issued** and the date.
- A card that has been partly paid shows what is **Remaining**. A credit memo that is partly used shows what is still **Available**.
- Inside an overdue invoice, the status chip counts the days, for example "12 days overdue".
The **Paid** lane has a **Filter By** menu: **Past 30 Days**, **Past 90 Days**, **Past 6 Months**, **Past 1 Year** or **All Time**. Your choice is remembered in this browser.
## Before you can invoice
Invoices post to your chart of accounts, so the board asks for setup first:
- With no categories yet: "Invoices post to your chart of accounts — create the categories first, then create or upload invoices here."
- With categories but no bank accounts: "Categories are in — declare your bank and credit-card accounts so incoming deposits can settle invoices."
See [Set up your chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/set-up-your-chart-of-accounts) and [Add bank and credit card accounts](https://www.zerabooks.com/help/banks-and-cards/add-bank-and-credit-card-accounts).
## Frequently Asked Questions
Why don't I see an Overdue column?
No invoice is overdue right now. The **Overdue** lane only appears when at least one sent invoice is unpaid past its due date.
Why isn't my past-due invoice marked Overdue?
It hasn't been sent. An invoice becomes **Overdue** only after it has been emailed from ZeraBooks or marked with **Send manually**. Until then it stays in **Approved**.
How do I see voided invoices?
Click **More Actions** (the three dots) at the top of the board, then **Show Voided Invoices**. A **Void** lane appears at the end. Choose **Hide Voided Invoices** to remove it again.
How do I know if an invoice was paid?
It moves to the **Paid** lane. Open it and the **Payment** tab lists every deposit, credit or outside payment that settled it. See [Record payments and credits](https://www.zerabooks.com/help/invoices/record-payments-and-credits).
What does "Remaining" on a card mean?
Part of the invoice has been paid or credited. The card shows the balance still owed instead of the original total.
What does "Invoices could not be verified" mean?
ZeraBooks couldn't load the current details and payment history. Your invoices are still saved. Click **Retry**.
Source: https://www.zerabooks.com/help/invoices/invoices-board
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Create an invoice
Build an invoice from scratch: choose the customer, add line items, set the dates and discounts, then preview it before you approve.
## Start a draft
1. Go to **Bills & Invoices** › **Invoices**.
2. Click **Create Invoice**. ZeraBooks creates a draft dated today and opens it.
Nothing is in your books yet. A draft only posts when you approve it.
## Fill in the invoice
1. **Customer:** click it and pick a customer. Type to **Filter by name or email**, or choose **Add Customer** to create one on the spot.
2. **Invoice Number:** ZeraBooks fills in the next number. You can type your own.
3. **Reference Number** (optional): a purchase order or job number, for example `PO #1234`.
4. **Invoice Date** and **Due Date:** the due date picker offers terms: **Upon receipt**, **15 days**, **30 days**, **45 days**, **60 days** or **90 days**. Changing the invoice date moves the due date with it.
5. For each line, fill in **Item**, **Qty** and **Price**. Picking a product or service from your catalog fills in its price and category. **Total** is calculated as quantity × price.
6. Choose a **Category** for every line: the income category the sale posts to. **Select or Create New** lets you add one without leaving the invoice.
7. Click **Add Line Item** for more lines. **Add Description** adds a second line of detail under an item.
8. To give a discount, click **Add Discount** and pick one, or choose **Add New Discount** to create it (a **Percent** or **Fixed Amount**).
{% hint style="info" %}
**Tip:** The **Tax** field on each line appears once you've declared a sales tax account, and **Retainage / holdback** appears once you've declared a holdback account. Both are set in [Invoice accounting settings](https://www.zerabooks.com/help/invoices/invoice-accounting-settings).
{% endhint %}
## Add a message and branding
The panel on the right has **Branding** (a colour or cover image) and **Memo**, the message shown on the invoice. See [Invoice branding](https://www.zerabooks.com/help/invoices/invoice-branding).
## Preview and approve
1. Click **Save & Preview** (or **Preview**) to see the invoice as your customer will.
2. Click **Approve** to post it, or open the arrow next to it for **Approve & Close**. See [Approve an invoice](https://www.zerabooks.com/help/invoices/approve-an-invoice).
To stop for now, open **More Actions** (the three dots) and choose **Save Draft** or **Save Draft & Close**.
If **Preview** is unavailable, hover over it to see what's missing. ZeraBooks checks the same things when you save:
| Message | What to do |
| --- | --- |
| "Choose a customer before saving." | Pick a customer. |
| "Choose a due date on or after the invoice date before saving." | Move the due date. |
| "Add at least one line item." | Add a line. |
| "Replace Uncategorized Income on line N before saving." | Pick a specific income category for that line. |
| "Invoice date is in a closed period" | The books are closed through a later date. Use a date after it, or reopen the books. |
| "Quantities can’t be negative. For a credit, keep the quantity and enter a negative price." | Make the price negative instead. See [Credit memos](https://www.zerabooks.com/help/invoices/credit-memos). |
## Frequently Asked Questions
Can I change the invoice number?
Yes. Type over it in **Invoice Number**. Otherwise ZeraBooks numbers invoices `INV--0001`, `INV--0002` and so on by invoice-date year, or continues your own series (for example INV-1008 → INV-1009) if you never used the year series. A number that was assigned once is never reused, even if you delete that draft.
What payment terms are available?
**Upon receipt**, **15 days**, **30 days**, **45 days**, **60 days** and **90 days**. You can also pick any due date on the calendar, as long as it's on or after the invoice date.
Can I put invoice lines in different income categories?
Yes. Every line has its own **Category**, and the approved entry credits each category with its own line.
Can I create a product or a discount while building an invoice?
Yes. A line's category picker offers **Select or Create New**, and the discount picker offers **Add New Discount**. A new discount posts to a Sales Discounts & Allowances category; if you have none, ZeraBooks says "Declare a Sales Discounts & Allowances category before applying this discount."
Does ZeraBooks calculate sales tax for me?
No. Enter the tax amount on each line. The **Tax** field appears once a "Tax charged on sales" account is declared in [Invoice accounting settings](https://www.zerabooks.com/help/invoices/invoice-accounting-settings).
Can I create recurring invoices or estimates?
No. ZeraBooks has no recurring invoices or estimates. To reuse an invoice, open it and choose **Duplicate**, which makes a new draft with the same lines.
Source: https://www.zerabooks.com/help/invoices/create-an-invoice
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Upload an invoice for AI reading
Upload an invoice you already issued elsewhere and ZeraBooks reads the customer, dates and lines into a draft for you to review and approve.
## Upload the file
Use this for invoices you've already issued outside ZeraBooks, so they're recorded in your books.
1. Go to **Bills & Invoices** › **Invoices**.
2. Click **Upload Invoice** and choose one file: a PDF, PNG, JPG, WEBP or HEIC up to 14 MB.
While it reads, the button says **Reading Invoice…** and a card appears on the board. The draft opens with the banner "Reading the stored invoice".
## Review the draft
When reading finishes you see "Invoice read into a draft. Review it before approval." The original document is on the left and the fields ZeraBooks read are on the right: customer, invoice number, dates and each line.
1. Check the **Customer**, **Invoice Number**, **Invoice Date** and **Due Date** against the document.
2. Check every line's amount and **Category**. Replace any line on Uncategorized Income with a specific income category.
3. Click **Preview**, then **Approve**. See [Approve an invoice](https://www.zerabooks.com/help/invoices/approve-an-invoice).
Once approved, the invoice shows **Recorded — already issued.** It's in your books and doesn't need sending. Use **Send to customer** only if you want ZeraBooks to email the customer a copy.
{% hint style="info" %}
**Tip:** When everything about an uploaded invoice is already known (a customer you've confirmed before, lines that add up, categories ZeraBooks recalls rather than guesses, sensible dates, no duplicate and no payment waiting to settle it) and Autopilot's **Approve bills and invoices** is on, it can post by itself. Otherwise it waits as a draft for you.
{% endhint %}
## If something goes wrong
| Message | What it means |
| --- | --- |
| "This document is larger than 14 MB. Choose a smaller document." | Compress or re-export the file. |
| "Choose a PDF, PNG, JPG, WEBP or HEIC document." | The file type isn't supported. |
| "This file is empty. Export the document again before uploading it." | The file has no content. |
| "That source is already in ZeraBooks. Opened the existing invoice; nothing was duplicated." | You uploaded the same file before. ZeraBooks opens that invoice instead. |
| "This invoice could not be read" | The file is stored and the draft is kept, with nothing posted. Enter the invoice's details in the draft yourself; the document stays attached. |
## Frequently Asked Questions
Can I upload several invoices at once?
No. **Upload Invoice** takes one file at a time. Upload the next one when the first has been read.
Does uploading an invoice email it to my customer?
No. Uploading only records it. ZeraBooks emails the customer only when you click **Send** on the send screen.
I already sent this invoice from another system. Do I need to send it again?
No. It shows **Recorded — already issued.** Send it from ZeraBooks only if you want the customer to get another copy.
Does anything post while ZeraBooks is reading?
No. Reading only fills in a draft. The invoice reaches your books when it's approved.
What if the reading is wrong?
Correct the field in the draft before you approve. Every field is editable, and the original document stays beside the draft for comparison.
Source: https://www.zerabooks.com/help/invoices/upload-an-invoice
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Approve an invoice
Approving an invoice posts it to your books. Here is what ZeraBooks checks first and the exact journal entry it records.
## Approve it
1. Open a draft from the **Draft** lane.
2. Click **Preview** to see the finished invoice.
3. Click **Approve**. The send screen opens next so you can email it.
4. To approve without sending yet, open the arrow next to **Approve** and choose **Approve & Close**.
You see "Invoice approved" and the invoice moves to the **Approved** lane.
## What posts
Approval records one balanced entry, dated on the invoice date:
| Account | Debit | Credit |
| --- | --- | --- |
| **Accounts Receivable** | Invoice total, less any retainage | |
| **Holdback receivable** (only with retainage) | The retainage | |
| Each line's income category | | That line's amount, before tax |
| **Tax charged on sales** (only with tax) | | The total tax |
A discount is its own line on your Sales Discounts & Allowances category, so it reduces revenue rather than hiding inside it. Tax you charge is held for the government, so it goes to a liability, not to income.
Open the **Accounting** tab on the right of an approved invoice to see "The immutable double entry captured when this invoice was approved." with a **Balanced** badge. Before approval, choose **View as** › **Journal** on the draft to preview the same entry.
No money moves. Cash is recorded later, when a deposit is matched to the invoice. See [Record payments and credits](https://www.zerabooks.com/help/invoices/record-payments-and-credits).
## Why Approve isn't available
Hover over **Preview** or **Approve** to see the reason. The common ones:
| Message | Fix |
| --- | --- |
| "Choose an active customer before previewing this invoice." | Pick a customer. |
| "Choose a category for every invoice line before previewing." | Every line needs a category. |
| "Replace Uncategorized Income with a specific income category before previewing." | Change the line's category. |
| "Declare this client’s books currency before approving invoices — open Manage Clients and edit the client to set it." | Set the company's currency. |
| "This invoice has tax on a line, but no account is declared for tax charged on sales. …" | Declare **Tax charged on sales** in [Invoice accounting settings](https://www.zerabooks.com/help/invoices/invoice-accounting-settings). |
| "This invoice has retainage held back, but no Holdback Receivable account is declared …" | Declare **Holdback receivable** in the same settings. |
| "Invoice date is in a closed period" | Use a date after your closing date, or [reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books). |
{% hint style="warning" %}
If you see "This invoice looks already paid — a deposit in the bank settles it exactly.", the customer's payment is already in an uploaded statement. Apply that payment so the revenue is counted once, or choose **Not this payment** if it's unrelated.
{% endhint %}
## Frequently Asked Questions
Does approving an invoice record revenue?
Yes. Approval credits each line's income category and debits Accounts Receivable on the invoice date. Payment later only clears Accounts Receivable, so revenue is never counted twice.
Can Autopilot approve invoices for me?
Yes, uploaded invoices that pass every check, when **Approve bills and invoices** is on (it is by default). Turn it off on the **Autopilot** page to approve every invoice yourself. See [Choose how much ZeraBooks does](https://www.zerabooks.com/help/autopilot/choose-how-much-zerabooks-does).
Can I change an invoice after approving it?
Yes. Click **Edit**, make the change and save; ZeraBooks reposts the entry. See [Edit, duplicate, void or delete an invoice](https://www.zerabooks.com/help/invoices/edit-duplicate-void-or-delete-an-invoice).
What if the invoice is in another currency?
Once its currency is confirmed, it posts at that date's exchange rate. Differences when it's paid land on Exchange Gain or Loss.
Is there an approval workflow for a second person?
No. ZeraBooks has no approvers or roles. Whoever is working in the company approves the invoice.
Source: https://www.zerabooks.com/help/invoices/approve-an-invoice
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Email an invoice, send it manually, or download the PDF
Email an approved invoice with its PDF attached, record that you delivered it yourself, or download the PDF.
## Email the invoice
1. Open an approved invoice. After you click **Approve**, the send screen opens on its own.
2. Otherwise click **Send** at the top of an approved invoice. Once it has been sent, the button reads **Resend**; on an invoice you uploaded, it reads **Send to customer**.
3. Under **Recipients**, check the **To** address. It starts with the customer's email. Click **CC** or **BCC** to add more people.
4. Edit the **Subject** and the message if you like.
5. Click **Send**.
You see "Invoice sent to *customer*!" and the invoice moves to **Sent**.
## What your customer receives
- **From:** ZeraBooks <noreply@zerabooks.com>. Replies go to your company's contact email, or your sign-in email if there's none.
- **Subject:** "New Invoice from *your company* via ZeraBooks" unless you change it.
- **Body:** your message as plain text. It starts from the invoice memo, or "Here is your invoice. We appreciate your prompt payment using your preferred method."
- **Attachment:** the invoice PDF.
There are no links, logos or payment buttons in the email.
{% hint style="info" %}
**Note:** ZeraBooks does not process card or online payments. Your customer pays you the way they normally do (bank transfer, check, cash), and the payment is recorded when you upload the bank statement it appears on.
{% endhint %}
## Send it manually
If you delivered the invoice yourself (by hand, from your own email, in a portal), record that instead:
1. On the send screen, open the arrow next to **Send**.
2. Choose **Send manually**.
You see "Marked as sent manually. No cash or journal entry was created." The invoice moves to **Sent**, so it can become **Overdue** and receive reminders later.
## Download the PDF
On the send screen, find **Invoice PDF** and click **Download**. The file is named after your company and the invoice number.
## Frequently Asked Questions
Can I send an invoice to more than one person?
Yes. Add addresses in **To**, **CC** or **BCC**, up to 10 recipients in total. At least one **To** recipient is required.
Where do replies to the invoice email go?
To your company's contact email, set in **Settings** › **Company**. If none is set, replies go to the email you sign in with.
Can my customer pay online from the invoice?
No. ZeraBooks doesn't process payments and puts no payment link in the email. Record the payment by matching the deposit once the bank statement is uploaded, or with **Mark as Paid…**.
Why can't I send a draft?
Only approved invoices can be sent. Approve the draft first; the send screen opens right after.
What does "Send manually" change in my books?
Nothing. It only records that the customer has the invoice, which moves it to **Sent**. No cash or journal entry is created.
What does "is not a valid email address" mean?
One of the recipients isn't a complete email address. Fix or remove it and click **Send** again.
Source: https://www.zerabooks.com/help/invoices/send-an-invoice
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Automatic payment reminders
Autopilot emails customers about invoices a week or more overdue, at most once a week. Here is exactly when a reminder goes out, when it asks you first, and how to turn it off.
## How reminders work
Payment reminders are part of Autopilot and are **on by default**. The switch lives on the **Autopilot** page, in the card **How much ZeraBooks does on its own**:
A reminder is an email to your customer with the invoice PDF attached, sent through the same pipeline as the invoice itself: plain text, no links, and replies go to your company's contact email.
## When an invoice gets a reminder
An invoice is considered for a reminder only when all of these are true:
1. It's approved and still has a balance to pay.
2. It's at least **7 days** past its due date.
3. The customer is active and has a valid email address.
4. No deposit from that customer arrived in the last 10 days without being applied, and no uploaded payment already matches the invoice. (The money may be on its way.)
5. The invoice hasn't been emailed in the last 7 days, whether by you or by an earlier reminder.
At most one reminder goes out per invoice per week, and at most 25 in one Autopilot pass.
## When it sends and when it asks
Autopilot **sends on its own** only when:
- the mode is **Autopilot** and **Send payment reminders** is on;
- you emailed this invoice from ZeraBooks before, so the customer has it;
- your bank statements are uploaded to within the last 35 days, so an unpaid-looking invoice isn't already paid in a statement you haven't uploaded.
Otherwise it **asks you** in **Needs you**: "Send a payment reminder to *customer*?", with **Send the reminder** or **Not this week**. The question says why it's asking. See [Answer Autopilot questions](https://www.zerabooks.com/help/autopilot/answer-autopilot-questions).
{% hint style="info" %}
**Note:** Autopilot has no overnight schedule. Reminders go out during an Autopilot pass, which runs when you click **Run now** or while ZeraBooks is open in your browser. See [What Autopilot does](https://www.zerabooks.com/help/autopilot/what-autopilot-does).
{% endhint %}
## Tone
Each reminder is **friendly**, **firm** or **final**. ZeraBooks picks the tone from how late the invoice is and how many reminders were already sent. As a rule, the first is friendly, it turns firm from 30 days overdue or after one reminder, and final from 60 days overdue or after three.
## See what was sent
Open the invoice and click the **Activity** tab. A reminder shows as **ZeraBooks Autopilot** "Sent a friendly payment reminder to *email* (*N* days overdue)". It also appears in Autopilot's **Done by AI** log as "Sent a payment reminder".
{% hint style="warning" %}
A sent reminder can't be undone. An email can't be unsent, so reminders have no **Undo** button in the log.
{% endhint %}
## Turn reminders off
1. In the left navigation, click **Autopilot**.
2. In **How much ZeraBooks does on its own**, switch off **Send payment reminders**.
The change saves immediately. With it off, or in **Balanced** or **Cautious** mode, Autopilot asks before every reminder instead of sending.
## Frequently Asked Questions
Are payment reminders sent automatically?
Yes, by default, when the mode is **Autopilot**, the invoice was emailed from ZeraBooks, it's at least 7 days overdue and your bank statements are current. In any other case Autopilot asks you first.
How often will my customer get a reminder?
At most once a week per invoice. Any email of that invoice in the last 7 days, including your own resend, pushes the next reminder back.
Why didn't an overdue invoice get a reminder?
One of the conditions wasn't met: it's less than 7 days overdue, the customer has no email address, a recent deposit from that customer may be the payment, or it was emailed in the last week. If it was never emailed from ZeraBooks or your statements are behind, Autopilot asks you in **Needs you** instead.
Does ZeraBooks remind customers about invoices I marked "Send manually"?
It asks you first. Because the invoice was never emailed from ZeraBooks, Autopilot can't be sure the customer has it, so it puts the reminder in **Needs you**.
Can I edit the reminder email?
No. The wording is set by the tone. To send your own message, open the invoice, click **Resend** and write it yourself.
Can I undo a reminder?
No. Once the email has gone, it can't be recalled, so sent reminders have no **Undo**.
Source: https://www.zerabooks.com/help/invoices/payment-reminders
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Record payments, partial payments and credits
Settle an invoice by matching the customer's deposit from your bank statement, applying a credit, or marking it paid when the money came in some other way.
## How payments reach an invoice
ZeraBooks doesn't take payments for you. Your customer pays the way they always do, and the payment is recorded from your books:
- **A deposit on an uploaded bank statement:** match it to the invoice. This is the usual way.
- **A credit memo** for the same customer: apply it. No money moves.
- **Money that never touches an uploaded account** (for example cash kept in a drawer): use **Mark as Paid…**.
Matching only clears Accounts Receivable. The revenue was already recorded when the invoice was approved, so it's never counted twice.
## Match a deposit
1. Upload the bank statement the payment is on. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
2. Open the invoice and click the **Payment** tab on the right.
3. Click **Match payment or apply credit**.
4. Under **Matching transactions**, find the deposit and click **Apply** with its amount. If a deposit is offered but isn't this payment, click **Not this payment** and it won't be suggested again for this invoice.
Autopilot does much of this for you. It matches payments it's sure of, and when one deposit is exactly the sum of two to five open invoices from the same customer, it applies it across them (or asks, if more than one combination fits). You can also split a deposit yourself from the transaction: see [Split a payment across bills or invoices](https://www.zerabooks.com/help/ledger-and-categories/split-a-payment).
## When the amount doesn't match
If the deposit is less than the balance, ZeraBooks asks what the gap is:
- **Apply as partial:** the rest is still owed. The invoice stays open with its **Remaining** balance.
- **Apply and post difference:** the customer won't pay the rest (for example a bank fee took it). The difference posts to your **Settlement shortfalls** account and the invoice closes at zero.
If no account is set for that, click **Configure settlement account**. See [Invoice accounting settings](https://www.zerabooks.com/help/invoices/invoice-accounting-settings).
A payment that bounces can be recorded under **Returned payments**; the amount is owing again on the invoice.
## Mark as Paid
1. Open the invoice, click **More Actions** (the three dots) and choose **Mark as Paid…**.
2. Set the **Payment Date** (it starts at the invoice date).
3. Choose the **Pay In Category**: the account the money went into, such as a cash account. It can't be an income category or Accounts Receivable itself.
4. Optionally add a **Reference No.** (for example a check number) and an **Internal Memo**.
5. Click **Mark as Paid**.
The invoice moves to **Paid** and its card reads **Marked as Paid**. The whole remaining balance is recorded.
{% hint style="warning" %}
If the money went into a bank account whose statements you upload, match the deposit instead of using **Mark as Paid…**. Otherwise the same payment is recorded twice: once here and once on the statement.
{% endhint %}
## Undo a payment
On the **Payment** tab, click **Release** under the payment. The invoice is owing again. A released bank deposit goes back to the category it had before; a released **Mark as Paid** payment is removed.
## Frequently Asked Questions
How do I record a check from a customer?
If you deposited it into a bank account you upload statements for, match the deposit once that statement is uploaded. Otherwise use **Mark as Paid…** and put the check number in **Reference No.**
Can one deposit pay several invoices?
Yes. Autopilot splits a deposit that exactly equals two to five open invoices from one customer. You can also split it yourself; see [Split a payment across bills or invoices](https://www.zerabooks.com/help/ledger-and-categories/split-a-payment).
Can several payments settle one invoice?
Yes. Apply each deposit as a partial payment. The invoice shows what's been applied and what's still due, and moves to **Paid** when nothing is left.
Can I undo Mark as Paid?
Yes. Open the invoice's **Payment** tab and click **Release** under that payment. The invoice is owing again.
Why is Mark as Paid greyed out?
The invoice is in another currency: "Not yet available for foreign-currency documents". Match the deposit from the bank statement instead.
Why is no deposit offered for my invoice?
No uploaded transaction fits: the statement with the payment isn't uploaded yet, or the deposit doesn't carry anything that ties it to this customer or invoice. Upload the statement, or apply the deposit from the transaction itself in **Banks & Cards**.
Does ZeraBooks accept card or online payments?
No. ZeraBooks doesn't process payments. It records payments that reach your bank.
Source: https://www.zerabooks.com/help/invoices/record-payments-and-credits
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Credit memos
A credit memo is an invoice with a negative total. Create one to credit a customer, then apply it to one of their unpaid invoices.
## Create a credit memo
There is no separate button: an invoice whose total is below zero becomes a credit memo.
1. Go to **Bills & Invoices** › **Invoices** and click **Create Invoice**.
2. Choose the **Customer** you're crediting.
3. On the line, keep the quantity positive and enter a **negative price**, for example Qty `1`, Price `-49.00`. Pick the income category you're reversing.
4. If the original invoice had tax, enter the tax as a negative amount too. A credit must reverse both the amount and the tax.
5. Click **Preview**, then **Approve**.
The document now reads **New Credit Memo** and, once approved, **Credit Memo Approved**. On the board its card shows **Credit issued** and the date.
{% hint style="info" %}
**Tip:** A negative quantity is refused with "Quantities can’t be negative. For a credit, keep the quantity and enter a negative price."
{% endhint %}
## What posts
A credit memo is the reverse of an invoice: it debits the income category (and **Tax charged on sales**, if any) and credits **Accounts Receivable**. The customer now owes you less.
## Apply it to an invoice
1. Open the credit memo and click the **Payment** tab.
2. Click **Apply credit to an invoice**. Only unpaid invoices for the same customer are offered.
3. Next to the invoice, click **Apply credit**, check the amount and click **Apply**.
Or start from the invoice: on its **Payment** tab, click **Match payment or apply credit**, find the credit under **Available credits**, and click **Apply credit**.
"Applying a credit moves no money. It reduces both documents through Accounts Receivable and never releases retainage." When all of the credit is used, the credit memo moves to **Paid** and reads **Applied**. Until then its card shows what's still **Available**.
## Send it to the customer
Click **Send** on the approved credit memo. The default message reads "Here is your credit memo. It will reduce the amount you owe us." See [Email an invoice, send it manually, or download the PDF](https://www.zerabooks.com/help/invoices/send-an-invoice).
## Frequently Asked Questions
How do I issue a credit memo?
Create an invoice for the customer with a negative price on the line, so the total is below zero, then approve it. It becomes a credit memo automatically.
Can I apply one credit memo to several invoices?
Yes. Apply part of it to one invoice and the rest to another. Its card shows the credit still **Available** until it's all used.
Can a credit memo reduce an invoice for a different customer?
No. A credit only applies to invoices for the same customer.
How do I refund a customer in cash instead?
Once the refund shows on an uploaded bank statement, match it to the credit memo from the credit memo's **Payment** tab, the same way a deposit is matched to an invoice.
Can I undo an applied credit?
Yes. On the **Payment** tab, click **Release** under the credit. The credit memo gets its balance back and the invoice is owing again.
Can a credit memo become overdue?
No. Credit memos have no due date to miss and never get payment reminders.
Source: https://www.zerabooks.com/help/invoices/credit-memos
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Edit, duplicate, void or delete an invoice
Change an approved invoice, copy it into a new draft, cancel it with a void, or delete a draft. Here is when each one is allowed and what it does to your books.
## Which action to use
| You want to… | Use | Allowed on |
| --- | --- | --- |
| Fix a mistake | **Edit** | Drafts and approved invoices (including sent and overdue) |
| Bill the same thing again | **Duplicate** | Any invoice that isn't a draft |
| Cancel an invoice that was approved | **Void Invoice…** | Approved, sent, overdue and paid invoices |
| Throw away a draft | **Delete…** | Drafts only |
## Edit an approved invoice
1. Open the invoice and switch the toggle at the top from **View** to **Edit**.
2. Make your changes.
3. Open **More Actions** and choose **Save & Close**.
ZeraBooks reposts the entry, and the **Activity** tab records "Edited and reposted the invoice." If the invoice was already sent and you changed something the customer sees, a **Recipient-visible changes** dialog asks what to do: **Save Without Resending**, or **Continue to Preview** to send the new version.
**Edit** is greyed out ("This invoice cannot be edited") on a voided invoice and on unpaid invoices brought over from your previous books, which are corrected together in **Settings** › **Bookkeeping** › **Opening books**.
## Duplicate an invoice
Open the invoice, click **More Actions** › **Duplicate** (on a paid or void invoice, the **Duplicate** button at the top). You see "New duplicate invoice created" and a new draft opens with the same customer and lines and a new number. Change the dates and approve it.
## Void an invoice
1. Open the invoice and click **More Actions** › **Void Invoice…**.
2. Optionally add an **Internal Memo** saying why.
3. Click **Void Invoice**.
You see "Invoice Voided". Voiding takes the invoice's entry out of your books and releases any payments or credits applied to it. The invoice stays on record in the **Void** lane (**More Actions** › **Show Voided Invoices** on the board) with who voided it and when.
{% hint style="warning" %}
A void can't be undone: "This action cannot be undone." If you voided by mistake, open the voided invoice, click **Duplicate** and approve the copy.
{% endhint %}
## Delete a draft
1. Open the draft and click **More Actions** › **Delete…**.
2. The dialog warns "This invoice will be permanently deleted from ZeraBooks." Click **Delete**.
Only drafts can be deleted, because they never reached your books. An approved invoice is voided instead, so its history stays. A number that was assigned to a deleted draft is never reused.
## Frequently Asked Questions
Can I edit an invoice after it's been sent?
Yes. Switch to **Edit**, make the change and save. ZeraBooks asks whether to save without resending or continue to preview and send the customer the new version.
What's the difference between void and delete?
Delete removes a draft that never posted. Void cancels an approved invoice: its entry comes out of your books but the invoice stays on record in the **Void** lane.
Can I undo a void?
No. Voiding can't be undone. Duplicate the voided invoice and approve the copy if you need it back.
Why can't I delete an approved invoice?
It's already in your books. Use **Void Invoice…** instead, which reverses it and keeps a record.
What happens to a payment matched to an invoice I void?
It's released from the invoice. Check that deposit in **Banks & Cards** and give it the right category or match it to the correct invoice.
Can I edit an invoice dated in a closed period?
No. Changes on or before your closing date are refused with "Invoice date is in a closed period". [Reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books) first.
Source: https://www.zerabooks.com/help/invoices/edit-duplicate-void-or-delete-an-invoice
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Invoice branding
Put your logo, address, phone and footer on every invoice, and give your invoices a brand color or cover image and your own message.
## Add your logo and invoice details
Your logo, business address, phone, email, website and footer are company settings: set them once and every invoice this company sends carries them, in the preview, the PDF and the PDF attached to the invoice email.
1. Go to **Settings** › **Company**, or click **Add your logo** (**Change logo** once you have one) at the top of the **Branding** panel on a draft invoice.
2. In **Invoice details**, click **Upload logo** and choose a PNG, JPEG or SVG file up to 2 MB. It's saved straight away; **Replace logo** swaps it and **Remove** takes it off.
3. Fill in the address, **Phone**, **Invoice email**, **Website** and **Footer**, then click **Save invoice details**.
{% hint style="info" %}
**Tip:** A wide logo on a transparent background prints best. An SVG logo is converted to a high-resolution PNG when you upload it, because invoice PDFs can only hold PNG or JPEG images.
{% endhint %}
Leave **Invoice email** blank to use the company's **Contact email**, and leave **Footer** blank to print "Thank you for your business." Blank address lines are simply left off.
## Choose a color or cover
1. Open a draft invoice. (The **Branding** panel is only on drafts.)
2. On the right, the **Branding** panel says **Select one**. The top row has 16 colors; the bottom row has cover images. Use the arrows to scroll.
3. Click a color or a cover. The invoice header changes at once.
Your choice is saved for the whole company, not just this invoice, and every invoice PDF uses it from then on. The color (or the cover's main tone) is also the accent color of the invoice PDF.
## Write the message
Under **Branding**, the **Memo** box ("Shown on the invoice") holds the message for your customer. It's printed on the invoice and is also the starting text of the invoice email.
## What appears on the invoice
| On the invoice | Where it comes from |
| --- | --- |
| Logo | **Invoice details** in **Settings** › **Company**; without one, your company's initials |
| Company name | Your company name, in **Settings** › **Company** |
| Address, phone, website | **Invoice details** in **Settings** › **Company** |
| Email | **Invoice email**, or the company's **Contact email** when that's blank |
| Tax registration number | **Tax registration number** in **Settings** › **Company** ("Printed on the invoices this company sends.") |
| Customer name, email and address | The customer's record |
| Footer | **Footer** in **Invoice details**, or "Thank you for your business." |
To change the company name, contact email or tax number, go to **Settings** › **Company** and click **Edit company**. See [Company settings](https://www.zerabooks.com/help/my-account/company-settings).
## Frequently Asked Questions
Can I upload my logo?
Yes. Go to **Settings** › **Company** › **Invoice details** and click **Upload logo**. PNG, JPEG and SVG files up to 2 MB work; an SVG is converted to PNG as it uploads.
Why was my logo file refused?
It must be a PNG, JPEG or SVG of 2 MB or less, and no larger than 8,192 pixels on a side. WebP and GIF files aren't accepted: save the logo as PNG and upload it again.
Does changing the branding or logo update invoices I already sent?
Emails you already sent don't change. But the invoice PDF is built from your current settings each time, so if you resend or download an older invoice, it carries the new branding, logo and details.
Can each client company have its own branding?
Yes. The logo, invoice details and branding are saved per company, so each client's invoices carry that company's own.
How do I put payment terms or bank details on my invoices?
Type them in **Footer** under **Settings** › **Company** › **Invoice details**, up to 1,000 characters. ZeraBooks doesn't take payments for you, so the footer is the place to tell customers how to pay.
Can I add custom fields to an invoice?
No. Use the **Reference Number** for a PO or job number, and the memo for anything else your customer needs to know.
Source: https://www.zerabooks.com/help/invoices/invoice-branding
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Invoice accounting settings
Tell ZeraBooks which accounts invoices post to — Accounts Receivable, sales tax, holdback and settlement differences — and when documents post on their own.
## Open the settings
1. Go to **Bills & Invoices** › **Invoices**.
2. Click **More Actions** (the three dots) at the top of the board.
3. Choose **Invoice accounting settings**. The **Bills & invoices settings** dialog opens.
The same dialog serves bills and invoices. "ZeraBooks never guesses which account is which." Name each account once and every invoice, payment and receipt uses it.
## What each section does
| Section | Field for invoices | What it's for |
| --- | --- | --- |
| **Control accounts** | **Accounts Receivable** (required) | What customers owe you. Every approved invoice debits it. |
| **Sales tax** | **Tax charged on sales** | Tax you collect, held for the government. Must be a liability account. Declaring it adds a **Tax** field to invoice lines. |
| **Holdback (retainage)** | **Holdback receivable** | Money a customer holds back from you until a job is finished. Must be an asset account. Declaring it adds a **Retainage / holdback** field to invoices. |
| **Settlement differences** | **Settlement shortfalls** and **Settlement overages** | Where the gap posts when a payment doesn't match the invoice. A short payment goes to shortfalls (an expense, usually bank charges); an overpayment goes to overages. ZeraBooks picks the account by whether the payment was short or over. |
The other fields in each section (**Accounts Payable**, **Tax paid on purchases**, **Holdback payable**) are for bills. Under each field, ZeraBooks explains why the account has to be that type, and flags a choice that doesn't fit.
## Declared tax treatments
Add each tax you expect to see printed on documents with **Add tax**: its printed code or name (for example `GST`), **Rate %** and the dates it applies from and through. ZeraBooks matches the printed name, rate and date on uploaded documents. You can declare up to 32. With none declared, "a document with printed tax will wait for review until its exact treatment is configured here."
## When to post automatically
The checkbox **Post bills from vendors I already use** is the same switch as Autopilot's **Approve bills and invoices**. Turning it off here also turns it off on the **Autopilot** page, and then no uploaded invoice or bill posts without your click.
## Home currency
Shows the company's books currency. To change it, click **Change it in Manage Clients**. An invoice in another currency posts at its date's exchange rate once its currency is confirmed; payment differences land on Exchange Gain or Loss.
Click **Save settings** when you're done. If something is wrong, the dialog says which field and nothing is changed.
## Frequently Asked Questions
Where do I set the sales tax account for invoices?
In **Bills & invoices settings** › **Sales tax** › **Tax charged on sales**. Until it's set, an invoice with tax is refused: "This invoice has tax on a line, but no account is declared for tax charged on sales."
What's the difference between the Bills and Invoices settings?
There's one dialog for both. Opened from Invoices, **Accounts Receivable** is marked required; opened from Bills, **Accounts Payable** is.
Why can't I pick a certain account?
Each field only accepts the right type of account. Accounts Receivable must be an asset, tax charged on sales a liability, holdback receivable an asset. A deactivated account can't be chosen either.
Can I change an account after invoices have posted to it?
Not while posted invoices or payments use it. ZeraBooks says the account "is already used by posted documents or settlements" and asks you to release those first.
What is retainage (holdback)?
Part of an invoice the customer holds back until the job is finished, common in construction. ZeraBooks posts it to **Holdback receivable** instead of Accounts Receivable, so it's tracked apart from what's due now.
Why does the message say "declare it in Bills settings" when I'm on an invoice?
Bills and invoices share one settings dialog. Open it from the Invoices board with **More Actions** › **Invoice accounting settings**.
Source: https://www.zerabooks.com/help/invoices/invoice-accounting-settings
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# The Vendors and Customers pages
See everyone you pay and everyone who pays you, with their activity for the period, what's still owed, and every transaction behind the totals.
## Open the pages
In the left navigation, click **Vendors** or **Customers**. The two pages work the same way: Vendors shows money going out and what **You Owe**; Customers shows money coming in and what is **Owed to You**.
## What's on the page
- **The period** at the top sets which months the activity covers. Use the arrows to step back or forward.
- **The Insights rail** on the left shows how many saved vendors and bank description groups had activity, the **Total Spend** (or **Total Revenue**) for the period, and **You Owe** (or **Owed to You**): what is still owing on open bills or invoices at the end of the period. **Open Bills** (or **Open Invoices**) jumps to the board. Hide or show the rail with its arrow button.
- **One card per vendor**, listing each transaction with its **Date**, **Party**, **Category** and **Amount**.
## Saved vendors and bank description groups
A card is one of two kinds:
- **A saved vendor**: a record you created, or one created from a bill.
- **A bank description group**: transactions from your statements that aren't linked to a saved vendor yet, grouped by the name the bank printed.
Use the filter above the cards to show **All activity**, **Saved vendors** (or **Saved customers**) or **Bank description groups**. Linking a group to a saved vendor puts its activity under that vendor. See [Link bank descriptions to saved vendors](https://www.zerabooks.com/help/vendors-customers-and-products/link-bank-descriptions-to-vendors).
## Search, sort and export
- Type in **Filter N transactions…** to find a vendor or transaction.
- Use **Expand all** or **Collapse all** to open or fold every card.
- **Sort By** orders the cards by **Vendor Name**, **Total Spend** or **Transaction Count**.
- On a card, the **⋮** menu has **Download CSV**, which exports that card's transactions.
## Open a vendor
Click a vendor's name to open its details. The **Transactions**, **Categories** and **Bills** tabs (**Invoices** for a customer) show its full history, which categories its spending lands in, and its bills filtered by **All posted**, **Paid / settled** or **Outstanding**. Click **Edit vendor** to change its details.
{% hint style="info" %}
**Tip:** Press ⌘ K (Ctrl K on Windows) and type a vendor or customer name to open it across all time.
{% endhint %}
## Frequently Asked Questions
Why is there a vendor I never created?
It's probably a bank description group: transactions from your statements grouped by the name the bank printed. Choose **Bank description groups** in the filter to see only those, and link them to a saved vendor if you want.
What does "You Owe" mean?
The amount still owing on your open bills at the end of the period you're viewing. For customers, **Owed to You** is what's still owing on open invoices.
How do I export a vendor's transactions?
On the vendor's card, click the **⋮** menu and choose **Download CSV**. The file lists the date, party, description, category and amount of each transaction.
Why is the page empty?
Nothing happened in the period you're viewing. Step the period back, upload a statement in **Banks & Cards**, or add a vendor by hand with **New vendor**.
Does ZeraBooks track 1099 vendors?
No. ZeraBooks doesn't flag 1099 vendors or total 1099 spend. Sort by **Total Spend** and export the card with **Download CSV** to prepare the figures yourself.
Can a business be both a vendor and a customer?
Yes. The same record can appear on both pages, with its bills on one and its invoices on the other.
Source: https://www.zerabooks.com/help/vendors-customers-and-products/vendors-and-customers-pages
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Add, edit, deactivate or merge a vendor or customer
Create a vendor or customer before their first bill or invoice, keep their details current, stop offering one you no longer use, and merge duplicates.
## Add a vendor or customer
1. In the left navigation, click **Vendors** (or **Customers**).
2. Click **New vendor** (or **New customer**) at the top right.
3. Enter the **Name**. It's the only required field.
4. Optionally add **Email**, **Phone**, **Website**, **Tax registration number** and the **Billing Address**. The country starts as your company's country, and the address labels follow it (for example **State** and **ZIP Code** for the United States).
5. Leave **Active** on, then click **Create vendor** (or **Create customer**).
You don't have to add vendors in advance. A vendor is also created when you approve a bill from a new vendor, and you can type a new name wherever you pick a vendor.
## Edit a vendor or customer
1. Click the vendor's name on the **Vendors** page to open it.
2. Click **Edit vendor**.
3. Change the details and click **Save**.
If the name you type already belongs to another record, ZeraBooks says so: "“…” already exists. Open that one instead, or merge the two below". Two records with one name make their history ambiguous.
## Deactivate one you no longer use
Open the vendor, click **Edit vendor**, turn **Active** off and click **Save**.
An inactive vendor stays on every bill and transaction it already touches. It just stops being offered when you pick a vendor. Turn **Active** back on to offer it again.
## Merge duplicates
If the same vendor was entered twice:
1. Open the duplicate you want to remove and click **Edit vendor**.
2. Under **Same vendor, entered twice?**, choose the record that stays.
3. Read the summary: every transaction and document moves to the record that stays, and the duplicate is deactivated.
4. Click **Merge into …**
{% hint style="warning" %}
A merge can only be undone by splitting the records again by hand. Check you've picked the right record to keep before you click **Merge into …**.
{% endhint %}
## Frequently Asked Questions
How do I add a vendor before their first bill?
On the **Vendors** page, click **New vendor**, enter the name and click **Create vendor**. It's then offered whenever you pick a vendor on a bill or transaction.
Can I delete a vendor or customer?
No. Turn **Active** off instead. The record stays on everything it already touches, so your history stays intact, but it's no longer offered when you pick.
How do I merge two vendors that are the same business?
Open the one to remove, click **Edit vendor**, choose the record that stays under **Same vendor, entered twice?**, and click **Merge into …**. Everything moves to the record that stays.
What does "A name is required" mean?
The **Name** field is empty. Enter the business or person's name, then save.
Do I need a vendor's bank details to pay them?
No. ZeraBooks never pays vendors or moves money, so it doesn't ask for bank details. Payments are matched from your bank or card statements.
I created a vendor with a name I deactivated earlier. What happens?
Saving that name brings the earlier record back, with its history, instead of creating a second one.
Source: https://www.zerabooks.com/help/vendors-customers-and-products/manage-vendors-and-customers
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Link bank descriptions to saved vendors
Put bank transactions under the vendor they belong to. ZeraBooks suggests links it's sure of, and every similar transaction in every month follows.
## Why link bank descriptions
Banks print their own version of a business name, such as `ULINE *SHIP SUPPLIES` for Uline. Until a transaction is linked to a saved vendor, it sits in a **bank description group** on the **Vendors** page (or **Customers** page), grouped by that printed name.
Linking a group to a saved vendor puts its activity under the vendor, so the vendor's totals, history and bill matching are complete. You do it once: ZeraBooks remembers the link and applies it to similar transactions in every month and on future statements.
## Accept suggested links
When a bank description group clearly names one of your saved vendors, ZeraBooks suggests the link. A banner reads, for example, "2 bank groups look like saved vendors" and lists each one as bank name → vendor.
1. In the left navigation, click **Vendors** (or **Customers**).
2. Review the suggestions in the banner.
3. Click **Link** beside one, or **Link all** to accept every suggestion.
A message confirms how many transactions were linked, for example "Uline linked to 14 transactions."
A suggestion appears only when the bank text contains every word of exactly one saved vendor's name. For near misses, where the bank shortens or abbreviates the name, ZeraBooks asks AI whether they're the same business, and only a confident yes becomes a suggestion. Inactive vendors are never suggested.
## Link a group yourself
1. On the **Vendors** page, switch to **Edit** at the top.
2. On a bank description group or a transaction, click **Assign a vendor**.
3. Search for the vendor, or type a new name to create one.
4. ZeraBooks asks whether to also apply it to the similar transactions it found. Click **Apply to all N**, or **Just this one**.
Similar means transactions with the same bank description family. To change or remove a link later, click the vendor on the row in **Edit** mode and choose again.
{% hint style="info" %}
**Tip:** The note above the cards, "N transactions are grouped by their bank descriptor", tells you how many transactions still have no vendor. Choose **Bank description groups** in the filter to see only those.
{% endhint %}
## Frequently Asked Questions
Why does a vendor appear twice, once as a saved vendor and once as a bank group?
The bank group is transactions not yet linked to the saved vendor. Accept the suggested link, or assign the vendor yourself in **Edit** mode, and the two come together.
Do I have to link every month separately?
No. Linking applies to similar transactions in every month, and ZeraBooks stamps future statements the same way.
Why can't I link these transactions?
They're in a closed period. The message reads "This period is closed. Reopen the books from Reconciliations to link these, then close them again."
Why wasn't a bank group suggested for my vendor?
Suggestions appear only when ZeraBooks is sure: the bank text must match exactly one saved, active vendor. Assign the vendor yourself in **Edit** mode instead.
Does linking change my categories?
No. Linking sets who the transaction was with. Its category stays the same. To change categories for a vendor, see [Recategorize a vendor's transactions](https://www.zerabooks.com/help/vendors-customers-and-products/recategorize-a-vendors-transactions).
I linked the wrong vendor. How do I fix it?
Switch to **Edit**, click the vendor on one of the transactions, and choose the right one or remove it. ZeraBooks offers to apply the change to the similar transactions too.
Source: https://www.zerabooks.com/help/vendors-customers-and-products/link-bank-descriptions-to-vendors
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Recategorize a vendor's transactions
Move many of a vendor's bank transactions to a new category at once from the Vendors page, or fix one transaction and apply it to similar ones.
## Change many transactions at once
1. In the left navigation, click **Vendors** (or **Customers**).
2. Pick the period that holds the transactions with the arrows at the top.
3. Switch to **Edit** at the top of the page. Checkboxes appear beside each transaction.
4. Tick the transactions to change, or tick a card's header box to select all of that card's transactions.
5. In the bar at the top, choose a category under **Choose a category**.
6. Click **Apply to N**.
A note confirms the change, for example "12 transactions moved to Cafe Supplies." To clear the selection without changing anything, click the **✕** in the bar.
{% hint style="info" %}
**Tip:** Only bank and card transactions you can edit can be selected. A line from a bill takes its category from the bill, and a payment matched to a bill belongs to that bill, so those rows have no checkbox. Change them on the bill itself.
{% endhint %}
## Change one transaction and teach similar ones
Click a transaction to open it and choose a new category. ZeraBooks then offers to apply the same category to similar transactions from that vendor. See [Apply a correction to similar transactions](https://www.zerabooks.com/help/banks-and-cards/apply-a-correction-to-similar-transactions).
## Frequently Asked Questions
How do I recategorize all of a vendor's transactions?
On the **Vendors** page, switch to **Edit**, tick the vendor card's header box to select its transactions, choose a category in the bar at the top and click **Apply to N**. Repeat for each period that has transactions.
Why can't I select some transactions?
They belong to a bill or invoice, or are part of a matched payment. Their category comes from the document, so change it on the bill or invoice.
Can I change the vendor for many transactions at once?
Not from the bar, which changes categories only. Assign the vendor on one transaction in **Edit** mode and accept the offer to apply it to all similar transactions. See [Link bank descriptions to saved vendors](https://www.zerabooks.com/help/vendors-customers-and-products/link-bank-descriptions-to-vendors).
Why did it say "A selected transaction is no longer visible"?
A selected transaction left the page, for example because the period or filter changed. Reload the page, select the transactions again and apply.
Does changing categories affect reconciliation?
No. Categories don't change a bank account's balance, so months that tie keep tying. Your reports update with the new categories.
Source: https://www.zerabooks.com/help/vendors-customers-and-products/recategorize-a-vendors-transactions
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Create a product or service
Save what you sell or buy once, with its price and category, and every invoice or bill line that uses it fills itself in.
## Create an item
1. In the left navigation, click **Bills & Invoices** › **Products & Services**.
2. Click **New Item**. The **Create Item** screen opens.
3. Enter the **Name**, and optionally a **Description**.
4. Under **Grouping**, choose a group or leave **No Group**. See [Variants and groups](https://www.zerabooks.com/help/vendors-customers-and-products/variants-and-groups).
5. Leave **Basic** selected for an item with one price. Enter a **SKU** if you use one.
6. Under **I sell this**, enter the **Sell Price** and choose the **Income Category** the sale posts to.
7. If you also buy this item, turn on **I purchase this** and enter the **Buy Price** and **Expense Category**.
8. Click **Save & Close**.
## How items are used
- On an **invoice** line, pick the item and its sell price and income category fill in.
- On a **bill** line, pick the item and its buy price and expense category fill in. Only items with **I purchase this** turned on are offered on bills.
You can still change the price or category on any single line.
## Edit or deactivate an item
Click an item in the list to open it, click **Edit**, make your changes and click **Save & Close**.
Items aren't deleted. To stop offering one, open it in **Edit** and turn off the **Active** switch at the top right. To change several at once, switch the list to **Edit**, tick the items, choose **Active** or **Inactive** under **Status**, and click **Apply to N**.
## Find items
Type in **Filter N items…** to search, use **Filters** to narrow the list, and click a column heading (**Name**, **Source**, **Sell price**) to sort. **Show insights** adds **Product revenue by month** and **Top Sellers** beside the list. An item's own **Insights** tab shows its **Latest Transactions**.
## Frequently Asked Questions
How do products and services speed up invoices?
Picking a saved item on an invoice or bill line fills in its price and category, so you don't retype them or choose the wrong income or expense account.
Why isn't my item offered on a bill?
It isn't marked as something you buy. Open it, click **Edit**, turn on **I purchase this**, and add a buy price and expense category.
Can I delete a product or service?
No. Set it to **Inactive** instead. It stays on the invoices and bills that already use it, but isn't offered on new ones.
Can I create an item I only buy and never sell?
No. Every item you create here is sold, so **I sell this** is always on. Turn on **I purchase this** as well to use it on bills, and choose the category you want its sales to post to.
What does "An item must be sold, purchased, or both" mean?
The item has neither a sell nor a purchase side. Give it a sell price and income category, or turn on **I purchase this**.
Does ZeraBooks track inventory quantities?
No. Items carry a name, prices and categories. ZeraBooks doesn't count stock on hand or cost of goods by quantity.
Source: https://www.zerabooks.com/help/vendors-customers-and-products/create-a-product-or-service
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Variants and groups
Sell one product in several sizes or versions with variants, and organize your catalog into groups with their own icon and color.
## Variants: one item, several versions
Use variants when you sell the same product in different sizes, packs or versions, each with its own price. Each variant has its own **Variant Name**, **SKU**, **Sell Price** and **Income Category**.
1. In the left navigation, click **Bills & Invoices** › **Products & Services**, then **New Item**.
2. Enter the item's **Name**, and optionally a **Grouping** and **Description**.
3. Click **Use Variants**.
4. For the first variant, enter its name, SKU, price and category.
5. Click **+ Add Variant** for each extra version. Click **Remove** to delete one before saving.
6. Click **Save & Close**.
On an invoice line, choose the variant you sold and its price and category fill in.
{% hint style="warning" %}
**Important:** Choose **Basic** or **Use Variants** when you create the item. An item's structure is fixed once it exists. To switch later, create a new item.
{% endhint %}
### Stop offering one variant
Open the item, click **Edit**, and turn off the switch on that variant. It shows "Inactive variant · unavailable on new documents". Documents that already use it keep it. Click **Save & Close**.
## Groups: organize your catalog
Groups are folders for your items, shown as headings in the **Products & Services** list. Items with no group are listed under **Ungrouped**.
### Create a group
1. On **Products & Services**, click the arrow beside **New Item** and choose **New Group…**
2. Choose an icon and a color, and enter a **Name** and an optional **Description**.
3. Click **Save**.
### Put items in a group
Open an item, click **Edit**, choose the group under **Grouping**, and click **Save & Close**. Choose **No Group** to take it out of a group.
Use **Collapse groups** above the list to fold every group, or click a group heading to fold just that one.
## Frequently Asked Questions
Can I switch an existing item to variants later?
No. An item's structure is fixed once it exists. Create a new item with **Use Variants**, and set the old one to **Inactive** if you no longer need it.
When should I use variants instead of separate items?
Use variants when it's the same product in different sizes or packs, such as a 12 oz bag and a 5 lb bag. Use separate items for different products.
Can each variant post to a different income category?
Yes. Each variant has its own income category, so retail and wholesale sales of the same product can land in different accounts.
What are groups for?
Groups organize the catalog list, with an icon and color for each. They don't change how anything posts in your books.
Can I rename or delete a group?
Not yet. Groups can be created and assigned to items. To stop using one, move its items to another group or to **No Group**.
What happens to invoices that use a variant I deactivate?
Nothing changes on them. An inactive variant just stops being offered on new invoices and bills.
Source: https://www.zerabooks.com/help/vendors-customers-and-products/variants-and-groups
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Your Dashboards at a glance
Dashboards is a read-only snapshot of your cash, income, burn and runway for one period. Here is what every card shows and where each one leads.
## Open your Dashboards
1. In the left navigation, click **Home** › **Dashboards** (or press G then D).
2. Pick the period with the period picker at the top. See [Choosing a reporting period](https://www.zerabooks.com/help/reports-and-insights/choose-a-reporting-period).
Dashboards opens on the last complete month, then moves once to the newest month that has activity. A period you pick yourself is never changed, but Dashboards doesn't remember it when you leave the page.
Nothing on Dashboards is edited here. Every figure is calculated from your ledger, so it changes when your books change.
## What each card shows
| Card | What it shows |
| --- | --- |
| **Expenses Analysis** / **Revenue Analysis** | A sentence comparing this period with the one before, then **Notable changes include:** with up to four vendors, customers or entries that moved the most. |
| **Total Cash** | The combined balance of your bank accounts at the end of the period. Credit cards are not included. |
| **Gross Income** | Revenue plus other income for the period. |
| **Net Burn** / **Net Cash In** | How much more money left your bank accounts than came in. The title changes to **Net Cash In** when more came in. |
| **Runway** / **Live Runway** | How many months (or quarters, or years) your cash lasts at your recent burn. |
| **Cash Flow** | Money in, money out and the net for your bank accounts. |
| **Top Expense Categories** | Your five largest expense categories this period, with the change from the period before. |
**Net Burn** and **Cash Flow** carry a **CASH** badge because they measure money moving through your bank accounts. How the cash cards are calculated is in [How Runway, Net Burn and Total Cash are calculated](https://www.zerabooks.com/help/reports-and-insights/runway-net-burn-and-total-cash).
{% hint style="info" %}
**Tip:** The analysis sentences are not AI-written. ZeraBooks builds them from your figures, so they always match the numbers on the page.
{% endhint %}
## Read the charts and change chips
- Each chart covers the 12 periods up to the one you picked: 12 months when you pick a month, 12 quarters when you pick a quarter, 12 years when you pick a year. The chart starts no earlier than your books start date.
- Hover a month on a chart to update that card's value and change chip for that month.
- The change chip compares with the period before, for example **▲48% vs Jun '26**. It is teal when the change is good for you (more income, less spending) and orange when it isn't.
- While the period is still running, the cards read **as of Today** and the analysis adds **This month is in-flight so insights may change**.
## Go from a card to the detail
- Click a row in **Top Expense Categories** to open the **Ledger** filtered to that category and period.
- Click a vendor or customer in **Notable changes include:** to open it in **Vendors** or **Customers**. Movers that aren't a saved vendor or customer open the **Expenses** or **Revenue** page instead.
- Click the section name in an analysis sentence (for example **Expenses**) to open that page. See [Explore Expenses, Revenue and Cost of Revenue](https://www.zerabooks.com/help/reports-and-insights/explore-expenses-and-revenue).
## Above the cards
- **The Autopilot strip** reads, for example, "Autopilot · 42 things done for you in the last 30 days · 91% hands-off". Its pill shows how many questions need you, or **Nothing needs you**. Click it to open **Autopilot**. See [What Autopilot does](https://www.zerabooks.com/help/autopilot/what-autopilot-does).
- **The setup guide** appears on a company that isn't fully set up. It shows one next step, such as **Set up categories**, **Add an account** or **Upload a statement**, and disappears once setup is done.
## Frequently Asked Questions
Why does Dashboards show last month instead of this month?
Because it opens on the last complete month, then moves to the newest month that has activity. Pick **This Month** in the period picker to see the running month.
Can I add, remove or rearrange dashboard cards?
No. Dashboards has one fixed set of cards. To build your own selection of charts and statements, use [a custom report](https://www.zerabooks.com/help/reports-and-insights/create-a-month-end-report).
Is the analysis text written by AI?
No. It is composed from the calculated figures, with no AI involved, so it always agrees with the numbers.
Why is Top Expense Categories higher than my Expenses page?
Because **Top Expense Categories** on Dashboards includes cost of revenue. The **Expenses** page doesn't; cost of revenue has its own page.
What does "Nothing to compare yet" mean?
There's nothing earlier to compare with. The analysis reads the period you picked against the one before it, and there's no earlier activity to compare against yet, usually because the books start in this period.
Why does the dashboard say "Could not load the dashboard"?
The figures couldn't be fetched. Check your connection and click **Retry dashboard**.
Can I download or print Dashboards?
No. Dashboards has no download button. Put the same charts in [a custom report](https://www.zerabooks.com/help/reports-and-insights/create-a-month-end-report) and download it as a PDF.
Source: https://www.zerabooks.com/help/reports-and-insights/dashboards-at-a-glance
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# How Runway, Net Burn and Total Cash are calculated
The exact formulas behind the cash cards on Dashboards, which accounts they count, and why Runway sometimes reads No cash burn.
## Total Cash
**Total Cash** is the combined balance of all your bank accounts at the end of the period you picked.
- It counts bank accounts only. Credit cards are not cash, so they are left out.
- If you have a bank account in another currency, the card adds a line breaking the total down by currency. The total itself is in your books currency.
## Net Burn and Net Cash In
**Net Burn** is how much more money left your bank accounts than came in during the period:
> Net Burn = money out of your bank accounts − money into your bank accounts
- It uses the same money in and money out as the **Cash Flow** card, so Net Burn is always Cash Flow's net with the sign flipped.
- Transfers between two of your own bank accounts are left out, because they don't change your total cash.
- Paying a credit card from a bank account counts as money out, because the cash leaves the bank.
- When more money came in than went out, the card is titled **Net Cash In** and shows the amount with a **+**.
## Runway
**Runway** is how long your cash lasts if you keep burning at your recent pace:
> Runway = Total Cash at the end of the period ÷ average Net Burn of the last 3 periods
1. ZeraBooks takes the Net Burn of the period you picked and the two periods before it, and averages them. Averaging three periods keeps one large payment, like a big payroll, from swinging the result.
2. It divides **Total Cash** by that average and rounds to a whole number.
3. The unit follows the period you picked: months for a month, quarters for a quarter, years for a year.
The chart draws your cash for the last 12 periods, then projects the next 12 at the same average, stopping at zero. The note under the card says which average it used and over which periods, in the form "Projection uses average net cash flow of … /month (Jan–Mar)."
| Runway shows | Why |
| --- | --- |
| **7 months** (or quarters, or years) | You are burning cash; this is how long it lasts at the average. |
| **No cash burn** | Over the last 3 periods, at least as much money came in as went out on average, so there is nothing to run out of. |
| **No activity** | There is no cash balance and no movement to measure yet. |
While the period is still running, the card is titled **Live Runway** because the current period's burn can still change.
{% hint style="warning" %}
**Important:** **No cash burn** means your bank balance grew. It doesn't mean you made a profit: a loan, an owner contribution or an opening balance also raise cash. Check profit on the [Profit & Loss](https://www.zerabooks.com/help/reports-and-insights/read-your-financials).
{% endhint %}
## Gross Income
**Gross Income** is the total of your revenue and other income categories for the period, the same amounts as on the Profit & Loss. It isn't a cash figure: **Net Burn** and **Cash Flow** are the cards marked **CASH**.
## Frequently Asked Questions
Does Total Cash include credit cards?
No. Total Cash counts bank accounts only. Card balances are money you owe, so they appear as liabilities on the [Balance Sheet](https://www.zerabooks.com/help/reports-and-insights/read-your-financials).
What is the difference between Net Burn and Net Cash In?
They are the same figure. The card is titled **Net Burn** when more money left your bank accounts than came in, and **Net Cash In** when more came in.
Why does Runway say "No cash burn"?
Your average Net Burn over the last three periods is zero or less, meaning cash grew. A business whose cash isn't falling has no runway to count down.
Why did my runway change when I switched from a month to a quarter?
Runway is measured in the unit you picked. With a quarter selected, ZeraBooks averages the last three quarters and reports runway in quarters.
Does moving money between my own bank accounts count as burn?
No. Transfers between two of your bank accounts are left out of Net Burn and Cash Flow, because your total cash doesn't change.
Why is Net Burn different from my net income?
Net Burn follows cash in the bank; net income follows the Profit & Loss. Loan payments, owner draws, card payments and money you haven't collected yet affect one and not the other.
What does "Live Runway" mean?
The period you picked hasn't ended yet, so its burn, and the runway built on it, can still change as more transactions arrive.
Source: https://www.zerabooks.com/help/reports-and-insights/runway-net-burn-and-total-cash
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Explore Expenses, Revenue and Cost of Revenue
Three pages break one part of your Profit & Loss down by category and by vendor or customer, with what grew, what shrank and the transactions behind it.
## Which page shows what
In the left navigation, open **Home**, then click **Expenses**, **Revenue** or **Cost of Revenue**. All three work the same way on a different part of your Profit & Loss:
| Page | Categories it includes | Third tab |
| --- | --- | --- |
| **Expenses** | Operating expenses and other expenses | **Vendors** |
| **Revenue** | Revenue and other income | **Customers** |
| **Cost of Revenue** | Cost of revenue | **Suppliers** |
The totals come from the same calculation as **Financials**, so they match your Profit & Loss for the same period.
Each page has three tabs: **Overview**, **Categories** and **Vendors** (or **Customers**, or **Suppliers**). Pick the period at the top; see [Choosing a reporting period](https://www.zerabooks.com/help/reports-and-insights/choose-a-reporting-period).
## Overview: what changed and why
1. **Expenses Over Time** (or **Revenue Over Time**, or **Cost of Revenue Over Time**) charts the total for each period, with a change chip against the period before.
2. **Did you know?** explains the biggest changes in plain sentences, for example which category rose and which vendor caused it. Click the numbered dots to move between them.
3. **Highlights** shows three lists of five: **Top Categories**, **Top Vendors** (or customers, or suppliers) and **Top Transactions**. Switch between:
- **Largest**: the biggest amounts this period.
- **Growing**: what rose most compared with the period before.
- **Shrinking**: what fell most.
A row marked **NEW** had nothing in the period before. A **–** means no change.
## Categories and Vendors: the full breakdown
The **Categories** tab charts your five largest categories and lists every category below it. The **Vendors**, **Customers** or **Suppliers** tab does the same by party.
- Type in the search box to find a category. Click **Clear search** to show them all again.
- Switch between **Waterfall view** and **List view**.
- Click **Sort** and choose **Amount** or **Name**. Click the same option again to reverse the order.
- Click the arrow on a parent category to **Expand** or **Collapse** its subcategories.
Each row shows a small trend line, the total, the number of transactions and the change. In this list, the change compares with **the same period a year earlier**, as the line above the list says (for example "Changes: March 2026 vs March 2025"). **STABLE** means no change from a year earlier, and **From $0** means there was nothing a year earlier.
## See the transactions behind a category
Click a category row (in either view) to open the **Ledger** filtered to that category. It covers the whole window shown on the chart, not only the month you picked. See [Navigate the Ledger](https://www.zerabooks.com/help/ledger-and-categories/navigate-the-ledger).
{% hint style="info" %}
**Tip:** To recategorize everything from one vendor, go to **Vendors**. Vendor rows on this page are for reading only. See [Recategorize a vendor's transactions](https://www.zerabooks.com/help/vendors-customers-and-products/recategorize-a-vendors-transactions).
{% endhint %}
## Frequently Asked Questions
Why are Growing and Shrinking greyed out?
There is no earlier period to compare with. This happens with **All Time**, which has nothing before it. Pick a month, quarter or year instead.
What does STABLE mean in the breakdown?
The amount is the same as in the same period a year earlier.
Why is my Expenses page lower than Top Expense Categories on Dashboards?
Because Dashboards includes cost of revenue in **Top Expense Categories**, and the **Expenses** page doesn't. Cost of revenue has its own page.
Which accounts appear on the Revenue page?
Categories of type Revenue and Other Income. You can check a category's type in **Accounting** › **Category Manager**.
Will the period I pick stay when I come back?
Yes, for this company and page, until you close the browser tab. A new tab starts on the last complete month again.
What does "Detailed activity begins…" mean?
The period you picked is before your books start date. Figures before that date are opening balances, not individual transactions. Pick a period from that date, or click **Review opening books**.
Can I click a vendor to see its transactions?
No, vendor, customer and supplier rows on these pages aren't clickable. Open the vendor in **Vendors** or **Customers**, or click a category row to open the Ledger.
Is the "Did you know?" text written by AI?
No. It's built from your figures with no AI involved, so it always matches the numbers on the page.
Source: https://www.zerabooks.com/help/reports-and-insights/explore-expenses-and-revenue
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Choosing a reporting period
One period picker sets the dates on Dashboards, Financials, Custom Reports and most other pages. Here are the presets, custom ranges and how the arrows step.
## Where the period picker is
The same period picker sits at the top of **Dashboards**, **Expenses**, **Revenue**, **Cost of Revenue**, **Financials**, **Custom Reports**, **Banks & Cards**, **Ledger** and **Reconciliations**. It shows the period you're looking at, with an arrow on each side.
## Pick a preset
1. Click the period in the middle of the picker.
2. Click a preset. The page updates straight away.
| Group | Presets |
| --- | --- |
| Months | **This Month**, **Last Month**, **Last 3 Months**, **Last 12 Months** |
| Quarters | **This Quarter**, **Last Quarter** |
| Years | **This Year**, **Last Year**, **Year to Date**, **Last 10 Years** |
| Everything | **All Time** |
**Year to Date** and **Last 10 Years** run up to today. **This Year**, **This Quarter** and **This Month** cover the whole calendar period, including days still to come.
## Set a custom range
1. Open the picker and click **Custom ›**.
2. Choose how to count: **Day**, **Month**, **Quarter** or **Year**.
3. Click the first unit of your range, then the last one.
4. Click **Set**. Click **Cancel** to leave without changing anything, or **Back to presets** to return to the list.
## Step back or forward
Click the left arrow to move back one period and the right arrow to move forward. The arrows step by the shape of your period: a month moves by a month, a quarter by a quarter, and a custom range by its own length. With **All Time** selected, the arrows are off.
## Which period each page opens on
- **Dashboards**, **Financials**, **Expenses**, **Revenue** and **Cost of Revenue** open on **the last complete month**.
- **Dashboards** then moves once to the newest month with activity. It doesn't remember a period you picked when you leave.
- **Financials**, **Expenses**, **Revenue**, **Cost of Revenue**, **Custom Reports**, **Banks & Cards**, **Ledger** and **Reconciliations** remember your last period for each company and page, until you close the browser tab.
{% hint style="info" %}
**Tip:** Some reports show a balance on one date rather than activity over a range: the **Balance Sheet**, **Trial Balance** and aging reports use the last day of the period you pick. See [Reading your Financials](https://www.zerabooks.com/help/reports-and-insights/read-your-financials).
{% endhint %}
## Frequently Asked Questions
Why does a page open on last month instead of this month?
Because the last complete month is the latest one with a full month of activity. Click **This Month** to see the running month.
Can I report on my fiscal year instead of the calendar year?
Yes, with **Custom ›**: choose **Month** and click your fiscal year's first and last months. The presets **This Year** and **Last Year** follow the calendar year.
Why are the arrows greyed out?
**All Time** is selected. It has no period before or after it, so there is nothing to step to.
Does the period I pick carry over to other pages?
No. Each page keeps its own period. Most pages remember theirs for each company until you close the browser tab.
What does "Detailed activity begins…" mean after I pick a period?
The period is before your books start date. ZeraBooks holds only opening balances for that time, not individual transactions. Pick a period on or after that date.
Why do aging reports ask me to "Choose a reporting date"?
Aging needs one date to measure from, and **All Time** doesn't have one. Click **Use last month** or pick a period.
Source: https://www.zerabooks.com/help/reports-and-insights/choose-a-reporting-period
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Reading your Financials
Financials holds your Profit & Loss, Balance Sheet, Cash Flow, Trial Balance and aging reports, all calculated from your ledger. Here is how the tabs, dates and month columns work.
## Open Financials
1. In the left navigation, click **Financials** (or press G then F).
2. Choose a statement from the tabs at the top.
3. Pick the period with the period picker. Financials opens on the last complete month and remembers your choice for each company until you close the browser tab.
Every statement is calculated from your ledger each time you open it. There is nothing to run or refresh: change a transaction and the statements follow.
## The six tabs
| Tab | What it shows | Dates |
| --- | --- | --- |
| **Profit & Loss** | Income, cost of revenue and expenses, and your net income | Over the period |
| **Balance Sheet** | What the business owns, owes and the owner's equity | As of the period's last day |
| **Cash Flow** | Where cash came from and went | Over the period |
| **Trial Balance** | Every category's debit or credit balance, with totals | As of the period's last day |
| **A/P Aging** | Unpaid bills by vendor and how overdue they are | As of the period's last day |
| **A/R Aging** | Unpaid invoices by customer and how overdue they are | As of the period's last day |
"As of" means the report shows balances on one date, not activity over a range. Pick **March 2026** and the Balance Sheet shows balances at the close of March 31, 2026. For the aging tabs, see [A/R and A/P aging](https://www.zerabooks.com/help/reports-and-insights/ar-and-ap-aging).
## Trend cards
Above the statement, two cards chart the last 12 months up to the end of your period:
- **Profit & Loss**: **Revenue** and **Expenses**.
- **Balance Sheet**: **Assets** and **Liabilities**.
- **Cash Flow**: one chart of **Money in** and **Money out**.
## Choose how many months to show
When you pick a single month, pills above the **Profit & Loss**, **Balance Sheet** and **Cash Flow** set how many months appear side by side: **1 mo**, **3 mo** (the default), **6 mo** or **12 mo**. The month you picked is the latest month column.
The icons beside the pills fold the statement: **Collapse Sections**, **Collapse Parent Sections** and **Expand Sections**. Click the arrow on any section to open or fold just that one.
## Go further
- Click any amount to see the transactions behind it. See [Drill into any number](https://www.zerabooks.com/help/reports-and-insights/drill-into-any-number).
- Click **Options** to change number format, add comparisons or percentages. See [Statement options](https://www.zerabooks.com/help/reports-and-insights/statement-options).
- Download or email the statements. See [Download reports](https://www.zerabooks.com/help/reports-and-insights/download-reports) and [Email financial statements](https://www.zerabooks.com/help/reports-and-insights/email-financial-statements).
- At your fiscal year-end month, a **Year-end review** card appears. See [Year-end review and 1099 candidates](https://www.zerabooks.com/help/reports-and-insights/year-end-review-and-1099s).
{% hint style="warning" %}
**Note:** If a statement in the period hasn't reconciled, Financials still includes its transactions as imported. The download and email dialogs show a note with **Review in Reconciliations →**. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
{% endhint %}
## Frequently Asked Questions
Why do older columns show a dash?
Those months are before your books start date. ZeraBooks holds opening balances for that time, not individual transactions, so period figures aren't available. The notice at the top says "Detailed activity begins…" with **Review opening books**.
Why don't I see the 1 mo / 3 mo / 6 mo / 12 mo pills?
They only appear when you pick a single month, and not on the **Trial Balance** or aging tabs. With a quarter or a year picked, the columns follow that period.
Does Financials warn me when the Balance Sheet doesn't balance?
No. There is no out-of-balance warning on any report. Every statement is built from a double-entry ledger, where each entry's debits equal its credits. To prove your figures against the bank, use [Reconciliations](https://www.zerabooks.com/help/reconciliations/how-reconciliation-works).
What does "Your financials start with your books" mean?
The company hasn't finished setup, so there is nothing to report yet. Follow the setup steps on **Dashboards** first.
Why does the Trial Balance say "No balances yet"?
Nothing has been posted yet. Upload statements in **Banks & Cards** to fill it. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
Will an unreconciled month stop me from downloading?
No. You see a note in the download and email dialogs, but nothing is blocked.
Why does Financials say "Could not load the financials"?
The figures couldn't be fetched. Check your connection and click **Retry financials**.
Source: https://www.zerabooks.com/help/reports-and-insights/read-your-financials
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Statement options
Change number format, the change column, percentages and comparisons on your Profit & Loss, Balance Sheet and Cash Flow, and why there is no cash or accrual switch.
## Open Statement Options
1. Go to **Financials** and open the **Profit & Loss**, **Balance Sheet** or **Cash Flow** tab.
2. Click **Options** at the top of the statement. The **Statement Options** panel opens beside it.
3. Change what you need. The statement updates as you click.
4. Click the check mark (**Done**) to close the panel.
## Every option
| Option | Choices | What it does |
| --- | --- | --- |
| **Number Format** | **Rounded** (default), **Decimal** | Whole dollars, or dollars and cents. |
| **Delta** | **Monthly Average** (default), **Month over Month** | The change column. **Monthly Average** compares the latest month with the average of the earlier months shown, headed **Δ Avg (%)**. **Month over Month** compares it with the month before, headed **Δ MoM (%)**. |
| **Percentages** | **None**, **of Income**, **of Total** | Adds each line as a percentage of total income, or of its own section's total. |
| **Year over Year** | On / off | Adds the same period a year earlier beside the one you picked. |
| **Year to Date (YTD)** | On / off | Adds a column from the start of your fiscal year to the end of your period. |
| **Show trendline** | On / off | Adds a small chart on each line. Only offered when the statement has more than one column. |
A change shows as a dash when there isn't enough history to compare, for example a category that only started this month.
{% hint style="info" %}
**Tip:** Options aren't saved. They go back to the defaults each time you open Financials. The period you picked is remembered.
{% endhint %}
## Why there is no cash or accrual switch
Many accounting apps let you flip a report between cash basis and accrual basis. ZeraBooks doesn't: **Statement Options** has no basis setting, and your statements always show your ledger exactly as it is posted.
- Bank and card transactions post on the date the money moved.
- If you use **Bills** and **Invoices**, an approved bill posts to accounts payable and an approved invoice to accounts receivable when you approve it. The payment clears it later. That is accrual accounting.
- Month-end entries that Autopilot proposes, such as depreciation or spreading a prepaid expense, are accrual entries too. See [Month-end entries](https://www.zerabooks.com/help/autopilot/month-end-entries).
So there is one set of numbers, not two views of it. If your books come only from bank and card statements, income and expenses are recorded when money moves. When you need to know what is still unpaid, the [A/R and A/P aging](https://www.zerabooks.com/help/reports-and-insights/ar-and-ap-aging) reports list every open invoice and bill.
## Frequently Asked Questions
Can I switch my reports between cash and accrual basis?
No. ZeraBooks has no basis switch. The statements show your ledger as posted: approved bills and invoices are included when approved, and bank transactions on the date they cleared.
How do I compare this year with last year?
Click **Options** and turn on **Year over Year**. A column for the same period a year earlier appears beside yours, and it carries into your downloads.
How do I show each expense as a percentage of revenue?
Click **Options** and set **Percentages** to **of Income**.
Why can't I find Show trendline?
It only appears when the statement has more than one column. Pick a single month and choose **3 mo**, **6 mo** or **12 mo**, or turn on a comparison.
Why did my options reset?
Options aren't saved between visits. Only the period is remembered.
Can I break statements down by department, class or location?
No. ZeraBooks doesn't have departments, classes or locations on its statements.
What does the Δ Avg (%) column mean?
It's the change between the latest month and the average of the earlier months shown. Switch **Delta** to **Month over Month** to compare with the month before instead.
Source: https://www.zerabooks.com/help/reports-and-insights/statement-options
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Drill into any number
Click an amount on your Profit & Loss, Balance Sheet or Cash Flow to see how it changed, its 12-month history and the transactions behind it.
## Open the detail for an amount
1. Go to **Financials** and open the **Profit & Loss**, **Balance Sheet** or **Cash Flow** tab.
2. Click the amount you want to understand, in any month column. A detail card opens next to it.
## What the detail shows
- **The category and amount** for the column you clicked.
- **The change** from the column before it, for example "+$1,240 (+8%) vs Mar 2026".
- **A 12-month chart** ending at the month you clicked, which is highlighted.
- **Transactions** for that column (for example **Transactions · Apr 2026**): the 12 largest transactions in that category for that column, with date, description and amount. If there are none, it reads "No transactions in this period."
- **Open in Ledger**: every transaction behind the amount.
The card closes when you click elsewhere, press Esc, scroll or resize the window.
## See every transaction in the Ledger
Click **Open in Ledger**. The **Ledger** opens filtered to that category and to the dates of the column you clicked, so you see every transaction behind the amount. From there you can open any transaction to see its details. See [Navigate the Ledger](https://www.zerabooks.com/help/ledger-and-categories/navigate-the-ledger).
{% hint style="info" %}
**Tip:** Found a transaction in the wrong category? Fix its category in **Banks & Cards** and the statement updates straight away. See [Review and fix categories](https://www.zerabooks.com/help/banks-and-cards/review-and-fix-categories).
{% endhint %}
## Other places to drill down
- On **Dashboards**, click a row in **Top Expense Categories** to open the Ledger for that category and period.
- On **Expenses**, **Revenue** and **Cost of Revenue**, click a category row to open the Ledger for the whole window shown. See [Explore Expenses, Revenue and Cost of Revenue](https://www.zerabooks.com/help/reports-and-insights/explore-expenses-and-revenue).
## Frequently Asked Questions
How do I see all the transactions behind a number on my P&L?
Click the amount, then **Open in Ledger**. The detail card lists only the 12 largest; the Ledger lists them all.
Why does the detail say "No transactions in this period"?
The category has no transactions in that column's dates. On the **Balance Sheet** an amount can still show, because it's a balance carried from earlier months.
Why is there no change shown?
There is no earlier column to compare with, or the earlier column is before your books start date.
Can I edit a transaction from the detail card?
No. Click **Open in Ledger**, then open the transaction there.
How do I close the detail card?
Click anywhere outside it or press Esc.
Source: https://www.zerabooks.com/help/reports-and-insights/drill-into-any-number
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Download reports as PDF, CSV or Excel
Download your Profit & Loss, Balance Sheet, Cash Flow or Trial Balance as a PDF, a CSV or an Excel workbook, and what each file contains.
## Download a statement
1. Go to **Financials** and open the **Profit & Loss**, **Balance Sheet** or **Cash Flow** tab.
2. Pick the period, and set any [statement options](https://www.zerabooks.com/help/reports-and-insights/statement-options) you want in the file.
3. Click **Download** to get a PDF straight away, or click the arrow beside it (**More download options**) and choose a format:
- **Download PDF**
- **Download CSV**
- **Download XLSX** (an Excel workbook)
The same menu has **Email report…**. See [Email financial statements](https://www.zerabooks.com/help/reports-and-insights/email-financial-statements).
## Download the Trial Balance
On the **Trial Balance** tab, click **Download**. It saves a **CSV**. To get the Trial Balance as a PDF, use **Download Financials** (see [Download the Financial Package](https://www.zerabooks.com/help/reports-and-insights/download-the-financial-package)) or email it.
## What's in each file
| Format | Contains |
| --- | --- |
| **PDF** | The statement, formatted for printing, with up to the latest 6 columns. The Cash Flow PDF shows only the period you picked. |
| **CSV** | The statement's lines and columns as plain text, for any spreadsheet or import. |
| **XLSX** | The statement as an Excel sheet. |
Files are named after the company, the report and the period, in the form "Company - Report - Period". Columns you add with **Year over Year** carry into the CSV, XLSX and PDF.
{% hint style="info" %}
**Tip:** The PDF fits at most 6 columns on a page. If you show **12 mo** on screen, the PDF has the latest 6 months; use CSV or XLSX for all 12.
{% endhint %}
## Other downloads
- **Every statement at once:** click **Download Financials** at the top of the page. See [Download the Financial Package](https://www.zerabooks.com/help/reports-and-insights/download-the-financial-package).
- **Transactions:** export an account's transactions from **Banks & Cards**. See [Export transactions](https://www.zerabooks.com/help/banks-and-cards/export-transactions).
- **A branded report with your charts and notes:** see [Create a month-end custom report](https://www.zerabooks.com/help/reports-and-insights/create-a-month-end-report).
## Frequently Asked Questions
How do I export my Profit & Loss to Excel?
Click the arrow beside **Download** and choose **Download XLSX**.
Why does my PDF have fewer months than the screen?
Because a PDF shows at most the latest 6 columns so the numbers stay readable. Download CSV or XLSX to get every column.
Why is the Trial Balance download a CSV?
The **Download** button on that tab saves CSV only. Get a PDF of the Trial Balance through **Download Financials** or **Email report…**.
Can I download the A/R or A/P aging report?
No. The aging tabs have no download or email button yet.
What does "Could not build the PDF." mean?
The PDF couldn't be generated. Wait for the statement to finish loading and try again. The CSV and XLSX show "Could not verify and export the report. Please retry." and "Could not build the workbook." for the same kind of problem.
Will an unreconciled month block my download?
No. Downloads are never blocked. Check [Reconciliations](https://www.zerabooks.com/help/reconciliations/how-reconciliation-works) first if you need figures that are proven against the bank.
Source: https://www.zerabooks.com/help/reports-and-insights/download-reports
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Download the Financial Package
Download your Trial Balance, Profit & Loss, Balance Sheet and Cash Flow as one PDF, with the Ledger as a CSV, in a single click.
## Download the package
1. Go to **Financials** and pick the period with the period picker.
2. Click **Download Financials** at the top right.
3. In **Download Financial Package**, untick anything you don't need. Everything is ticked to start with.
4. Click **Download**. The button reads **Preparing…** while the files are built.
## What's in the package
| Item | What it is | File |
| --- | --- | --- |
| **Ledger** | A list of your transactions categorized by account | A separate CSV |
| **Trial Balance** | Every category's debit or credit balance | In the PDF |
| **Profit & Loss** | Revenue, costs and expenses | In the PDF |
| **Balance Sheet** | Assets, liabilities and equity | In the PDF |
| **Cash Flows** | Cash coming in and going out | In the PDF |
You get up to two files:
- **One PDF** with the statements you ticked, in the order Trial Balance, Profit & Loss, Balance Sheet, Cash Flow. It's named "Company - Financial Package - Period.pdf".
- **The Ledger as a CSV**, named "Company - Ledger - Period.csv", if you ticked **Ledger**.
The statements in the PDF follow the same rules as a single PDF download: at most the latest 6 columns, and the Cash Flow for the period you picked. See [Download reports as PDF, CSV or Excel](https://www.zerabooks.com/help/reports-and-insights/download-reports).
{% hint style="warning" %}
**Note:** If a statement in the period hasn't reconciled, the dialog says so, for example "March 2026 hasn’t reconciled — its statement is off by $125.00." You can still download. Click **Review in Reconciliations →** to fix it first. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
{% endhint %}
## Frequently Asked Questions
Is the Financial Package one file?
Almost. The statements are merged into one PDF. The Ledger comes as a separate CSV so you can open it in a spreadsheet.
Are the aging reports in the package?
No. The package holds the Ledger, Trial Balance, Profit & Loss, Balance Sheet and Cash Flows only.
Why is Download Financials greyed out?
Either the financials are still loading ("Loading the financials…"), or the company hasn't finished its setup ("Finish this business’s starting setup before downloading financials.").
Why is the Download button in the dialog greyed out?
Nothing is ticked. Tick at least one item.
What does "Could not build the package." mean?
The files couldn't be generated. Try again; if the page was still loading you'll see "Still loading the financials — try again in a moment."
Can I send the package to my client instead of downloading it?
Yes, by email: use **Email report…** in a statement's download menu, where you choose the PDFs and the Ledger CSV to attach. See [Email financial statements](https://www.zerabooks.com/help/reports-and-insights/email-financial-statements).
Source: https://www.zerabooks.com/help/reports-and-insights/download-the-financial-package
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Email financial statements
Send your statements to a client or your accountant from Financials, with the PDFs, Ledger CSV or Excel workbook attached. Up to 10 recipients and 25 MB.
## Send the email
1. Go to **Financials** and pick the period.
2. Open the **Profit & Loss**, **Balance Sheet** or **Cash Flow** tab.
3. Click the arrow beside **Download** (**More download options**), then **Email report…**.
4. Check **To**, and add anyone to copy in **CC** (optional).
5. Edit the **Subject** and **Message** if you want.
6. Tick the attachments to send.
7. Click **Send report**. The button reads **Sending…** until the email is accepted, then you see "Email accepted for" and the address.
## What's filled in for you
| Field | Starts as |
| --- | --- |
| **To** | The company's contact email, from **Settings** › **Company** |
| **Subject** | "{Company} — Financial statements — {period}" |
| **Message** | "Attached are the selected financial reports for {Company} for {period}. Amounts are reported in {currency}." |
If your books started partway through, the message also says when detailed activity begins. Separate several addresses with commas.
## Attachments
| Attachment | Ticked to start |
| --- | --- |
| **Profit & Loss (PDF)** | Yes |
| **Balance Sheet (PDF)** | Yes |
| **Cash Flow (PDF)** | Yes |
| **Trial Balance (PDF)** | Yes |
| **Ledger — transaction list (CSV)** | No |
| **Excel workbook (XLSX)** | No |
Each PDF is attached as its own file. The Excel workbook has four sheets: Profit & Loss, Balance Sheet, Cash Flow and Trial Balance. Every attachment is for the period you picked.
## Limits
| Limit | Message you see |
| --- | --- |
| At least one recipient | "Enter at least one recipient email address." |
| No more than 10 addresses in **To** | "Send to no more than 10 recipients at a time." |
| No more than 10 different addresses in **To** and **CC** together | "Use no more than 10 recipient addresses, including CC." |
| A subject of 200 characters or fewer, on one line | "Use a subject of 200 characters or fewer on one line." |
| A message of 10,000 characters or fewer | "Use a message of 10,000 characters or fewer." |
| At least one attachment | "Select at least one attachment to send." |
| 25 MB of attachments in total | "The attachments are too large to email — deselect some and try again." |
{% hint style="warning" %}
**Important:** If the connection drops while sending, ZeraBooks can't tell whether the email went out. The button changes to **Retry same email**. Use it rather than starting a new email: it resends the identical email under the same reference, so the recipient doesn't get a second copy. Keep the fields unchanged while you retry.
{% endhint %}
## Frequently Asked Questions
How many people can I email the statements to?
Up to 10 different addresses, counting **To** and **CC** together.
Is there a size limit on attachments?
Yes, 25 MB in total. If you go over, untick an attachment, usually the Ledger CSV or the Excel workbook, and send again.
Can I email the A/R or A/P aging report?
No. The email offers the four statement PDFs, the Ledger CSV and the Excel workbook only.
Why is To already filled in?
It uses the company's contact email from **Settings**. Replace it with any address you like. To change the default, edit the contact email in [Company settings](https://www.zerabooks.com/help/my-account/company-settings).
What does "is not a valid email address" mean?
One of the addresses is mistyped. Check each address, and separate them with commas.
What does "The company or reporting period changed" mean?
You switched company or period while the email was open. Close it and open **Email report…** again so the attachments match what you're looking at.
Can I email a branded report with my own notes and cover?
Yes, from **Custom Reports**. See [Publish, copy, share and email a custom report](https://www.zerabooks.com/help/reports-and-insights/publish-and-share-a-report).
Source: https://www.zerabooks.com/help/reports-and-insights/email-financial-statements
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# A/R and A/P aging
See who owes you, who you owe and how overdue each invoice and bill is, on any date, with a check that the total ties to your receivables or payables balance.
## Open an aging report
1. Go to **Financials**.
2. Click **A/R Aging** for what customers owe you, or **A/P Aging** for what you owe vendors.
3. Pick a period. Aging is measured on **the last day of that period**. For the **August 2026** period, it shows what was unpaid at the end of August 31, 2026.
If **All Time** is selected, the page shows "Choose a reporting date for A/R Aging" (or A/P Aging), because All Time has no end date. Click **Use last month**, or pick a period.
## Read the table
Each row is a customer (on A/R) or a vendor (on A/P) with their unpaid amounts spread across the columns:
| Column | What it holds |
| --- | --- |
| **Current** | Not yet due |
| **1–30 days** | 1 to 30 days past the due date |
| **31–60 days** | 31 to 60 days past due |
| **61–90 days** | 61 to 90 days past due |
| **90+ days** | More than 90 days past due |
| **Unapplied** | Money on the account that no invoice or bill claims, such as a prepayment or an overpayment |
| **Total** | Everything that party owes, or is owed |
The last row, **All parties**, totals every column.
- Click a party to see its open invoices or bills, each with its date, due date, days overdue and unpaid amount. A part-paid document shows only what is still unpaid.
- Click **Expand all** to open every party at once, and **Collapse all** to close them.
- A negative amount is a credit, such as a credit memo, not an error.
{% hint style="info" %}
**Tip:** When an invoice or bill has no due date, ZeraBooks treats it as due 30 days after its date.
{% endhint %}
## Check the total against your books
Under the table, a short check shows how the report ties to your **Accounts Receivable** or **Accounts Payable** balance:
| Line | Meaning |
| --- | --- |
| **Σ buckets** | The total of the five age columns |
| **Unapplied** | Money on the account that no document claims: a deposit, a prepayment or an overpayment |
| **Journal** | Journal entries posted straight to the account |
| **Report total** | The three lines above added together |
| **{Account} balance** | The account's balance in your ledger on the same date |
When they agree, the report says "This report ties to the Accounts Receivable balance exactly." When they don't, it says how far apart they are: "Something is posting to that account outside the subledger." Look in the **Ledger** for entries on that account that don't come from an invoice, a bill or a payment.
## What appears in aging
Aging lists **open** invoices and bills: ones you have approved that aren't fully paid, voided or deleted. Drafts and invoices or bills still in review aren't posted yet, so they don't appear. See [Approve an invoice](https://www.zerabooks.com/help/invoices/approve-an-invoice) and [Approve or reject a bill](https://www.zerabooks.com/help/bills/approve-or-reject-a-bill).
## Frequently Asked Questions
Why isn't an invoice I created showing on A/R Aging?
It isn't approved yet, or it's already fully paid. Only approved, unpaid invoices appear. Approve it on the **Invoices** board.
How are the age buckets calculated?
By days past the due date on the report date. An invoice or bill with no due date is treated as due 30 days after its date.
What is Unapplied?
Money on your receivables or payables account that no invoice or bill claims, for example a customer paying before you invoice them. Apply it to a document to clear it. See [Record payments, partial payments and credits](https://www.zerabooks.com/help/invoices/record-payments-and-credits).
Why doesn't my aging total match Accounts Receivable?
Something posts to that account without an invoice or payment behind it, usually a journal entry. The check under the table shows the difference; find the entry in the **Ledger** filtered to that account.
Can I download or email the aging report?
No, not yet. The aging tabs have no download or email controls.
What does "Nothing outstanding on Accounts Receivable" mean?
Every approved invoice was paid by the report date. The check under the table still shows the account balance.
Why does it say "Aging balances are unavailable before…"?
The date you picked is before your opening balances. Pick the opening date or a later period.
Source: https://www.zerabooks.com/help/reports-and-insights/ar-and-ap-aging
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Year-end review and 1099 candidates
At your fiscal year-end, Financials lists what may still need settling: missing depreciation, loan payments with no interest, and payees who may need a Form 1099.
## Open the year-end review
1. Go to **Financials**.
2. Pick **the last month of your fiscal year** in the period picker, for example **December 2025** for a calendar year.
3. The **Year-end review** card, "Things to settle before closing {year}", appears above the statement.
Your fiscal year comes from **First month of the fiscal year** in [Company settings](https://www.zerabooks.com/help/my-account/company-settings). Once a year has findings, the card also shows on that year's other months.
The card only reads your books. Nothing is posted from it, and it doesn't change anything.
{% hint style="warning" %}
**Important:** The year-end review isn't tax advice. It lists what ZeraBooks found in your books so you can check it with your tax preparer. They decide what to record and what to file.
{% endhint %}
## What it looks for
| Finding | When it appears |
| --- | --- |
| "Depreciation for {year} hasn't been recorded" | You have fixed assets, such as equipment or vehicles, with a balance, and nothing was recorded to accumulated depreciation during the year. |
| "Your {loan} payments don't show any interest" | A loan received 6 or more payments from a bank account during the year, and no interest for that lender was recorded anywhere. |
| "{n} payees may need a Form 1099 for {year}" | See below. |
For depreciation, the card estimates an amount and shows it as "Suggested entry for your bookkeeper…", with the debit and credit lines. For a loan, it suggests an interest entry only when an interest rate is on file. These are text only: to record one, use a journal entry (see [Record a journal entry](https://www.zerabooks.com/help/ledger-and-categories/record-a-journal-entry)), or answer Autopilot's month-end question (see [Month-end entries](https://www.zerabooks.com/help/autopilot/month-end-entries)).
When nothing stands out, the card reads "Nothing stands out for {year}: depreciation, loan interest and contractor payments look covered."
## How ZeraBooks picks 1099 candidates
The 1099 list only appears for books kept in US dollars. A payee is listed when all of these are true:
1. **They were paid from a bank account** during the fiscal year, by transfer, Zelle, check or similar. That includes paying their bills in **Bills**, whether the payment was matched from a bank statement or recorded with **Mark as Paid** from a bank account; a bill payment counts under the bill's own categories. Payments made by credit card are left out.
2. **The payment was categorized as services or rent.** Services means categories such as legal and professional fees, repairs and maintenance, commissions, contract labor, consulting or cleaning. Rent means rent, lease or equipment rental categories.
3. **The payments total $600 or more** for that payee in the year.
Some categories are never counted, whatever their name: for example bank charges, payment processing fees, subscriptions, utilities, insurance, taxes and licenses, interest, meals, travel, advertising, and shipping.
Each line shows the payee, the total, the number of payments, the categories they were booked to and the form it points to: **1099-NEC** for services, **1099-MISC** for rent. A payee booked to payroll but paid by Zelle, Venmo, Cash App or check is also listed, as a possible 1099-NEC if they aren't on payroll.
### Likely exempt
A payee whose name reads like a corporation (ending in Inc, Corp, Co, Ltd and similar) is moved to a **Likely exempt:** line instead of being dropped. Payees booked to legal fees stay on the main list even when they look like a corporation. ZeraBooks may also use AI to judge whether a name belongs to a person or a corporation; when it does, it only moves payees between the two lists.
## Frequently Asked Questions
Where are the 1099 candidates?
In the **Year-end review** card on **Financials**, when you pick the last month of your fiscal year.
Does ZeraBooks file 1099s for me?
No. ZeraBooks lists payees that may need a Form 1099. It doesn't collect W-9s, prepare or file forms. Share the list with your tax preparer.
Why isn't a contractor I paid by credit card on the list?
Card payments are left out of the list. Only payments made from a bank account are counted.
Why is a payee I paid over $600 missing?
Their payments are in a category ZeraBooks doesn't read as services or rent, were paid by card, were spread across different payee names, or paid a bill that is still unmatched to its payment (a bill counts once its payment is matched or marked as paid). Check the categories in **Banks & Cards** and link the descriptions to one vendor. See [Link bank descriptions to vendors](https://www.zerabooks.com/help/vendors-customers-and-products/link-bank-descriptions-to-vendors).
Why don't I see the 1099 list at all?
Either no payee met all the rules, the period isn't your fiscal year's last month, or your books aren't kept in US dollars.
Can I post the suggested depreciation entry from the card?
No. The card only shows the suggestion as text. Record it with a journal entry, or answer Autopilot's month-end question.
What does "The year-end review could not be loaded" mean?
The review couldn't be fetched. Reload the page to try again.
Source: https://www.zerabooks.com/help/reports-and-insights/year-end-review-and-1099s
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Create a month-end custom report
Build a branded month-end, quarter-end or year-end report with your statements, charts and notes, starting fresh or from last month's report.
## Before you start
A custom report is a report pack for one period: a cover, an executive summary, statements, charts and your own notes. You build it from your live books, then publish it, download it or email it. Reports are kept per company and per period.
In the left navigation, click **Custom Reports**. The list shows only the reports for the period selected at the top, so pick the period first.
## Run a new report
{% stepper %}
{% step %}
### Open Run Report
Pick the period with the period picker, then click **Run Report**. The dialog is titled for the period, for example "Run Monthly Report for April 2026". Click the period in the title to change it.
{% endstep %}
{% step %}
### Choose the sections
Tick the sections to include. All four are ticked to start with:
| Section | What it adds |
| --- | --- |
| **Executive Summary** | A page for your written summary, the **Revenue Analysis** and **Expenses Analysis**, and the **Total Cash**, **Net Burn** and **Runway** cards |
| **Profit & Loss** | The Profit & Loss for the period |
| **Balance Sheet** | The Balance Sheet at the period's end |
| **Cash Flow** | The Cash Flow for the period |
{% endstep %}
{% step %}
### Or copy a previous report
To reuse an earlier report's pages, text, cover and supporting files, open **Copy Previous Report…** and choose one of your 25 most recent reports. The section choices grey out, because the copy brings its own pages. It says **No previous reports** if there are none yet.
{% endstep %}
{% step %}
### Run it
Click **Run**. The button reads **Running…**, then the report opens in the editor, ready for you to write and arrange. A new report is named **Month End Report**, **Quarter End Report** or **Year End Report** to match the period, and a copy keeps the title of the report it came from. Change the title in the cover options. See [Customize pages and the cover, and attach supporting files](https://www.zerabooks.com/help/reports-and-insights/customize-pages-cover-and-files).
{% endstep %}
{% endstepper %}
{% hint style="info" %}
**Tip:** With **All Time** selected, the report saves a fixed date range covering your posted books through today, so it doesn't keep growing later.
{% endhint %}
## Add pages and charts
On a draft, every page has **Options** and **Add** at the top. Click **Add** to put a new section after that page. The library has five tabs, each with a live preview:
| Tab | Sections |
| --- | --- |
| **Graphs** | **Cash Flow**, **Total Cash**, **Runway**, **Net Burn**, **Gross Income** |
| **Statements** | **Profit & Loss**, **Balance Sheet**, **Cash Flow** |
| **Lists** | **Top Expense Categories**, **Top Vendors**, **Top Income Categories**, **Top Customers** (five each) |
| **Dimensions** | Empty for now (see the FAQ) |
| **Custom** | **Revenue Analysis**, **Expenses Analysis**, **Text** |
Type in **Filter…** to find a section by name. To add a notes page at the end, click **Add text** in the top bar. Text sections hold up to 20,000 characters.
## Your drafts save themselves
Every change saves half a second after you stop typing. The top bar shows **All changes saved**, **Saving changes…** or **Changes waiting to save**. If a save fails, you see "Your changes could not be saved. Check your connection and try again." with **Retry save** and **Reload saved version**. Your browser also warns you before you leave a page with unsaved changes.
To pick up a draft later, go to **Custom Reports**, pick its period and click **Resume Editing** on its card.
## Reuse a report next month
On any report card, click **⋮** › **Duplicate Report…**. **Run Report** opens with that report chosen under **Copy Previous Report…**. Pick next month's period in the title and click **Run**.
## Frequently Asked Questions
Do I need to save my report?
No. Drafts save automatically about half a second after each change. Look for **All changes saved** in the top bar.
Why can't I see the report I made last month?
The list shows only reports for the period selected at the top. Pick last month in the period picker.
Can I schedule a report to run every month?
No. ZeraBooks doesn't schedule reports. Each month, use **Duplicate Report…** on last month's report to start from the same layout.
Can I break a report down by department or location?
Not yet. The **Dimensions** tab is empty: "Departments and locations are recorded on documents, not on bank rows, so there is nothing to break down yet."
Do the figures update when my books change?
Yes, on a draft. Click **Refresh figures** in the top bar to reload them from your books. A published report keeps the figures it had when you published it.
How do I delete a draft report?
On its card, click **⋮** › **Delete draft…**, then **Delete draft**. Only drafts can be deleted; other reports and published copies keep their own text and files.
What does "Could not run the report" mean?
The report couldn't be created. Check your connection and click **Retry report**.
Source: https://www.zerabooks.com/help/reports-and-insights/create-a-month-end-report
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Customize pages and the cover, and attach supporting files
Change each page's title and figures, set the cover's title, preparer, footer and artwork, reorder pages, and attach PDFs or images to a custom report.
## Change a page
These controls are on draft reports. A published report can't be changed; see [Publish, copy, share and email a custom report](https://www.zerabooks.com/help/reports-and-insights/publish-and-share-a-report).
1. Open the report from **Custom Reports** (**Resume Editing** on its card).
2. Click **Options** at the top of the page. The **Options** panel opens.
3. Change what you need, then click **Done**.
| Option | What it does |
| --- | --- |
| **Page Title** | The heading printed on the page, up to 160 characters. |
| **Number Format** | **Rounded** (whole dollars) or **Decimal** (dollars and cents). |
| **Monthly Breakdown** | Shows each month of the period as its own column. |
| **Month over Month** | Adds the change from the month before. |
| **Show trendline** | Adds a small chart on each line. It needs more than one column, so turn on **Monthly Breakdown** first. |
| **Show percentage of income** | Adds each line as a percentage of total income. |
| **Show percentage of total** | Adds each line as a percentage of its section's total. |
| **Year over Year** | Adds the same period a year earlier. |
| **Year to Date (YTD)** | Adds a column from the start of the fiscal year. |
The panel shows only the options that fit the kind of page you're changing.
### Arrange and remove pages
- **Move a page:** drag it to its new place in the report.
- **Remove a section:** click the **×** on it, then **Remove section**. It is removed from this draft only; other reports are unchanged.
- **Write text:** type in any text box. The **Executive Summary** page has a box for your summary, and **Add text** in the top bar adds a notes page. Text saves automatically.
## Design the cover
1. On a draft, click **Options** on the cover page. **Cover Options** opens.
2. Set the cover:
- **Title**: the report's name, up to 120 characters.
- **Prepared by**: **ZeraBooks**, **Me** or **None**.
- **Custom Footer**: the line printed at the foot of the report, up to 400 characters. It starts as "Internal purposes only. No assurance provided on these financial reports".
- **Show Account Numbers**: **Automatic** or **Off**, for category numbers on the statements.
3. Under **Covers**, click an artwork. The groups are **Abstract**, **Bold**, **Cityscape**, **Industry** and **Scenic**.
4. Click **Done**.
## Attach supporting files
Add the documents your reader needs alongside the numbers, such as a bank letter, a loan statement or an invoice.
1. In the report's top bar, click **Files** to jump to **Supporting files**.
2. Click **Add files** and choose a file. Add one file at a time.
3. Use **Preview**, **Download**, **Replace** or **Remove** on any attached file.
| Rule | Limit |
| --- | --- |
| File types | PDF, PNG or JPEG |
| Size | Up to 10 MB per file |
| Number | Up to 20 files per report |
| PDFs | Static, up to 100 pages, without passwords, forms, links or comments |
| Images | Up to 40 megapixels |
The report PDF lists your supporting files on its own page. **Download package** includes the original files. Files stay private to your company.
{% hint style="info" %}
**Tip:** A copied or duplicated report keeps its supporting files, so a loan statement you attach every month only needs replacing, not re-adding.
{% endhint %}
## Frequently Asked Questions
What files can I attach to a custom report?
PDF, PNG or JPEG files, up to 10 MB each and 20 per report. PDFs must be 100 pages or fewer, without passwords or forms.
Why won't my file attach?
It's the wrong type, larger than 10 MB, or a PDF with a password, forms or more than 100 pages. Save it as a plain PDF or an image and try again.
What does "This report already has 20 attachments" mean?
The report is at its limit. Remove or replace a file before adding another.
Why doesn't Show trendline do anything?
A trendline needs more than one column. The panel says "Turn on Monthly Breakdown first — a trendline needs more than one column." Turn on **Monthly Breakdown**, then **Show trendline**.
Can I change the cover on a published report?
No. Click **Create editable copy** to get a draft, change the cover there and publish the copy.
Can I remove the ZeraBooks name from the cover?
Yes. In **Cover Options**, set **Prepared by** to **Me** or **None**.
Can I add comments for my client on the report?
Not yet. The **Comments** tab in the side panel isn't active. Write notes in a text section instead.
Source: https://www.zerabooks.com/help/reports-and-insights/customize-pages-cover-and-files
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Publish, copy, share and email a custom report
Publish a custom report as a final snapshot, make an editable copy, download it as a PDF or a package with its files, and email the PDF to your client.
## Publish the final report
Publishing freezes the report exactly as it is: the figures, text, cover and supporting files.
1. Open the draft from **Custom Reports**.
2. Wait for **All changes saved** in the top bar. **Publish Final** stays greyed out while changes are saving.
3. Click **Publish Final**.
4. Check the summary of **Report**, **Period** and **Pages** in **Publish this report?**, then click **Publish Final**.
You see "Report published. Its content and supporting files are preserved." The card in **Custom Reports** now shows **Published on** with the date, and its button reads **View**.
{% hint style="warning" %}
**Important:** A published report can't be edited or deleted, and later changes to your books don't change it. To make changes, create an editable copy (below).
{% endhint %}
If the report has no sections, you see "Add at least one section before publishing." If a statement in the period hasn't reconciled, the dialog shows a note with **Review in Reconciliations →**; you can still publish.
## Make an editable copy
1. Open the published report. The top bar reads **Published snapshot**.
2. Click **Create editable copy**.
A new draft opens with the same pages, text, cover and files: "Editable copy created. The published report is preserved." Edit the copy and publish it when it's ready.
To start next month's report from this one instead, use **⋮** › **Duplicate Report…** on its card. See [Create a month-end custom report](https://www.zerabooks.com/help/reports-and-insights/create-a-month-end-report).
## Download the report
The top bar offers two downloads, on drafts and published reports alike:
| Button | What you get |
| --- | --- |
| **PDF** | The cover and every page as one PDF, ending with a page that lists the supporting files |
| **Download package** | A ZIP with the report PDF, `report-content.txt` (the report's text) and a `Supporting files` folder holding the original files |
A statement page also has its own download menu, with **Download PDF** and **Download XLS** (an Excel .xlsx file) for that page alone.
## Email the report
1. Click the send icon (**Email report PDF**) in the top bar.
2. Enter the recipients in **To**. It starts empty. Add **CC** if you need it.
3. Check the **Subject**, "{Company} — {Title} — {period}", and the **Message**.
4. Click **Send report**.
The email carries the report as one PDF, including its list of supporting files. The files themselves aren't attached: send them separately from **Download package**. The same limits as Financials apply: up to 10 addresses across **To** and **CC**, a subject of 200 characters or fewer, and 25 MB. See [Email financial statements](https://www.zerabooks.com/help/reports-and-insights/email-financial-statements).
## Frequently Asked Questions
Can I edit a report after publishing it?
No. Click **Create editable copy** to get a new draft with the same content. The published report stays as it was.
Can I delete a published report?
No. Only drafts can be deleted. Published reports are kept as the record of what you delivered.
Why are PDF, Download package and the email button greyed out?
The report has unsaved changes, or its figures are still loading. Wait for **All changes saved**. If the text has characters the PDF font can't show, PDF and email stay off and the page points you to **Download package**.
Are supporting files attached to the email?
No. The email carries the report PDF, which lists the supporting files. Use **Download package** to share the original files.
Can I share a link to the report instead of a file?
No. Reports stay private to your company. Share them by email or as a downloaded PDF or package.
Do published figures change if I fix a transaction later?
No. A published report is a snapshot of the figures when you published it. Make an editable copy and publish it again to show the corrected figures.
Can I get a statement from the report in Excel?
Yes. On the statement's page, open its download menu and choose **Download XLS**. It saves an .xlsx file.
Source: https://www.zerabooks.com/help/reports-and-insights/publish-and-share-a-report
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Add a client
Each client is one business's books, with its own categories, accounts and statements. Add one with New client and the setup wizard walks you through the rest.
## Start a new client
Each client is one business's books: its own categories, bank and card accounts, statements and documents. Your subscription includes 3 active clients; each additional one is $29 a month, or $290 a year on annual billing.
1. Open **All Clients**: click the company name at the top of the left navigation, then **View All Clients** (or press G then C).
2. Click **New client**.
You can also press ⌘ K (Ctrl K on Windows), type "client" and choose **Add a client** under **Quick actions**.
## Set up the client's books
The setup wizard opens with the new business shown in the company menu. Your progress is saved as you go.
{% stepper %}
{% step %}
### Details
Enter the **Business name** and choose the **Books currency**: **USD**, **CAD** or **EUR**. The currency is used for the books and reports, and it can't change after the first transaction. Click **Continue**.
Changed your mind? Click **Back to clients** to leave without adding the business.
{% endstep %}
{% step %}
### How to set up
Choose how to set up the client's books:
- **Let Zera set it up** (selected): write a line about what the business does and drop in its bank and card statements. Zera builds the categories, opens the books, adds each account with its opening balance and does the first month while you watch, then shows **Open my books**. See [Set up your first company](https://www.zerabooks.com/help/getting-started/set-up-your-first-company#let-zera-set-it-up).
- **Set it up myself**: go through the steps below.
{% endstep %}
{% step %}
### Starting point (setting it up yourself)
Choose the one that fits the business:
- **Start fresh**: brand new. No money in or out yet, and nothing owed.
- **Books are up to date**: the books are current and reconciled. Enter the day ZeraBooks takes over, the day after the previous books close.
- **Books need catching up**: things fell behind, or books were never kept. Enter the day bookkeeping should begin: the day after the last reliable closing balance, or the first day of business activity.
See [Choose a starting point](https://www.zerabooks.com/help/getting-started/choose-a-starting-point).
{% endstep %}
{% step %}
### Categories and accounts, or opening books
What comes next depends on the starting point.
{% tabs %}
{% tab title="Start fresh" %}
**Categories.** Choose **Generate for my business** and describe what the business does (at least 10 characters), then click **Generate categories**. Or choose **Import my chart of accounts** to bring categories from a CSV, Excel or PDF file. You can edit the categories before saving.
**Accounts.** Give each bank account and credit card a name you'll recognize. If the business has none yet, tick **This business doesn’t have a bank or credit-card account yet.**
{% endtab %}
{% tab title="Books are up to date or need catching up" %}
**Opening books.** Bring over the closing balances, unpaid invoices and bills, and the bank handoff from the previous books. The categories are read from your closing trial balance. See [Move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks).
{% endtab %}
{% endtabs %}
{% endstep %}
{% step %}
### Review
Check the summary: business, books currency, starting point, categories, accounts and opening books. Under **What happens next** you'll see your first tasks. Tick the confirmation, then click **Open my books**.
{% endstep %}
{% endstepper %}
{% hint style="info" %}
**Tip:** Need help setting up? Every step of the wizard has **Book a call with the founder**.
{% endhint %}
## Finish a setup later
If you leave the wizard before the end, the business appears at the top of **All Clients** with "Your progress is saved. Continue when your reports are ready."
- Click **Resume setup** to carry on where you left off.
- Click **Discard** to delete the unfinished setup. There is no confirmation, and ZeraBooks shows "Setup discarded".
An unfinished setup isn't counted in your number of clients until you click **Open my books**.
## Frequently Asked Questions
Is there a charge for each client I add?
Your first 3 active clients are included. Each additional active client is $29 a month, or $290 a year on annual billing, charged prorated for the rest of your billing period when its setup finishes. See [Billing and your trial](https://www.zerabooks.com/help/my-account/billing-and-your-trial#additional-clients).
Can I change a client's currency later?
Only until the books hold their first transaction. After that, the books currency is locked. To edit it before then, see [All Clients](https://www.zerabooks.com/help/clients/all-clients#edit-a-clients-details).
Why can't I continue on the first step?
The business name is empty, or you already have a business with that name. Give this one its own name.
I stopped setup halfway. Is my work lost?
No. Your progress is saved. Open **All Clients** and click **Resume setup** on the business.
Can I connect the client's bank during setup?
No. ZeraBooks has no bank feeds. In the Accounts step you name each account; afterwards you upload its statements. See [Upload a bank or card statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
Can I invite my client to log in?
No. ZeraBooks has no team members or shared logins for a client company. You keep the books and share the reports, for example with [Email financial statements](https://www.zerabooks.com/help/reports-and-insights/email-financial-statements).
Source: https://www.zerabooks.com/help/clients/add-a-client
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Switch between clients
Move between the businesses you keep books for from the company menu, All Clients or search. Every page then shows the client you picked.
## From the company menu
The company menu is the business name at the top of the left navigation. Everything you see in ZeraBooks belongs to the client named there.
1. Click the business name at the top of the left navigation.
2. Click a client in the list. The menu shows up to five clients: the ones you used most recently first, then the newest.
ZeraBooks shows "Preparing your workspace for {client}" while it opens the client's books. You stay on the same page, now showing the new client.
## From All Clients
If the client isn't in the company menu, click **View All Clients** in the menu (or press G then C), then click the client's card or row to open its Dashboards. You can also click one of a client's numbers to go straight to that page, for example its **Review** count opens the transactions that need review. See [All Clients](https://www.zerabooks.com/help/clients/all-clients).
## From search
1. Press ⌘ K (Ctrl K on Windows).
2. Start typing the client's name.
3. Pick it under **Switch company** and press Enter. The client opens on its Dashboards.
{% hint style="info" %}
**Tip:** Archived clients don't appear in the company menu. Find them in **All Clients** under the **Inactive** filter. See [Archive, restore or delete a client](https://www.zerabooks.com/help/clients/archive-restore-or-delete-a-client).
{% endhint %}
## Frequently Asked Questions
Why isn't my client in the company menu?
The menu shows only five clients, the most recently used first. Click **View All Clients** to see every client. Archived clients never appear in the menu.
Does search look across all my clients?
Search finds pages, quick actions and your clients by name. Vendors and customers are searched only within the client you're in.
What does "Retry loading clients" mean?
ZeraBooks couldn't load your client list into the menu. Click it to try again.
Is there a keyboard shortcut for All Clients?
Yes. Press G then C. Press ? to see every shortcut. See [Navigation & shortcuts](https://www.zerabooks.com/help/faqs-and-troubleshooting/navigation-and-shortcuts).
Source: https://www.zerabooks.com/help/clients/switch-between-clients
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# All Clients
All Clients shows every business you keep books for, with how far each one's books go and what needs your attention. Sort, filter, open or edit any client.
## Open All Clients
Click the business name at the top of the left navigation, then **View All Clients**. You can also press G then C.
## Read the list
Switch between **Grid view** and **List view** with the buttons under the **Clients** heading. ZeraBooks remembers your choice.
| Column | What it shows | Click it to open |
| --- | --- | --- |
| **Books through** | The latest month covered by an uploaded statement, or **No statements** | Banks & Cards |
| **Review** | How many transactions need review; a check when none do | Banks & Cards, on the lines that need review |
| **Look** | How many statements need a look in reconciliation; a check when none do | Reconciliations |
| **Cash** | The client's cash balance | Dashboards |
| **A/R** | What customers owe the client | Invoices |
| **A/P** | What the client owes vendors | Bills |
In **Grid view**, each card shows **Books through** and a **Review** count. Your own books, if you have them, are marked **Your books** and always come first.
## Search, filter and sort
- **Search.** Type in **Filter clients…** to find a client by name.
- **Filter.** Click the filter button and choose **All**, **Active** or **Inactive**. Archived clients are under **Inactive**.
- **Sort.** Click the sort button and pick **Name**, **Books through**, **Review**, **Look**, **Cash**, **A/R** or **A/P**. Pick the same option again to reverse the order. ZeraBooks remembers your sort.
If nothing matches, you'll see "No clients match your search". Click **Reset Filters** to clear the search and the filter.
## Open a client
Click a client's card or row to open its Dashboards. Click one of its numbers, such as **Review** or **Look**, to go straight to that page. See [Switch between clients](https://www.zerabooks.com/help/clients/switch-between-clients).
## Edit a client's details
1. Click the client's **⋮** menu, then **Edit…**.
2. Change what you need:
- **Business name**
- **Contact email** (optional)
- **Books currency**: locks once the books hold their first transaction
- **Number format**: how amounts and dates are punctuated; never locks
- **Tax registration number**: printed on the invoices this client issues; leave it blank if there is none
3. Click **Save**. ZeraBooks shows "Client saved".
## Frequently Asked Questions
What do Review and Look mean?
**Review** counts the client's bank and card transactions that need review, such as Uncategorized lines. **Look** counts statements that need a look in Reconciliations, such as a month that doesn't tie.
Why does a client show "No statements"?
No statement has been uploaded for that client yet. Open the client and upload one in Banks & Cards. See [Upload a bank or card statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
Can I change a client's currency?
Only until the books hold their first transaction. After that, **Books currency** is locked. **Number format** can change at any time.
Why can't I see an archived client?
The list may be filtered to **Active**. Set the filter to **All** or **Inactive**.
What does "Couldn’t load your clients" mean?
ZeraBooks couldn't read your client list, usually because of a connection problem. Click **Retry**.
Is there a limit to how many clients I can have?
There's no limit. Your subscription includes 3 active client companies. Each additional active client is $29 a month on the monthly plan, or $290 a year on the annual plan, added to the same subscription. You're charged a prorated amount for the rest of your current billing period when a new client's setup finishes. Archiving or deleting a client stops its charge from your next renewal; there are no mid-period refunds. Archived clients and your own books never count toward the 3.
Source: https://www.zerabooks.com/help/clients/all-clients
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Archive, restore or delete a client
Archive a client you no longer work with to keep its books but hide it. Restore it any time. Delete a client only when you want everything stored for it gone.
## Archive or delete?
| | Archive | Delete |
| --- | --- | --- |
| The client's books | Kept, unchanged | Permanently removed |
| Where it goes | **All Clients** under **Inactive** | Gone |
| Company menu | Hidden | Gone |
| Can you undo it? | Yes, with **Restore** | No |
Your own books, marked **Your books**, can be edited but never archived or deleted.
## Archive a client
1. Open **All Clients**: click the business name at the top of the left navigation, then **View All Clients**.
2. Click the client's **⋮** menu, then **Archive**.
ZeraBooks shows "Client archived — find it under Inactive". The client keeps all its books and is marked **Archived** in the list.
## Restore a client
1. In **All Clients**, set the filter to **Inactive** (or **All**).
2. Click the client's **⋮** menu, then **Restore**.
ZeraBooks shows "Client restored", and the client is back in the company menu.
## Delete a client
{% hint style="danger" %}
**Important:** Deleting a client permanently removes everything stored for it, such as its statements, transactions and documents. This can't be undone. If you might need the books again, archive the client instead.
{% endhint %}
1. In **All Clients**, click the client's **⋮** menu, then **Delete…**.
2. The dialog lists what the client holds and will be removed.
3. Under **Type the client’s name to confirm**, type the client's name exactly.
4. Click **Delete client**. Leave the window open until it finishes; ZeraBooks then shows "Client deleted".
A client that holds no records at all can be deleted without typing its name.
## Frequently Asked Questions
What's the difference between archiving and deleting a client?
Archiving hides the client under **Inactive** and keeps its books, so you can restore it. Deleting removes everything stored for the client, permanently.
Can I restore a deleted client?
No. Deleting can't be undone. Only archived clients can be restored.
Why is the Delete client button disabled?
The name you typed doesn't match the client's name exactly. Type it as shown in the field's placeholder.
Why can't I archive or delete my own books?
Your own books, marked **Your books**, always stay active. You can rename them with **Edit…**, but not archive or delete them.
Am I still charged for an archived client?
Archived clients never count toward your plan. If the client was one of your additional clients, archiving it stops its charge from your next renewal; there are no mid-period refunds. Restoring it counts it as active again.
Can I still open an archived client?
Yes. Find it under **Inactive** in **All Clients** and click it, or choose **Open** from its **⋮** menu.
Source: https://www.zerabooks.com/help/clients/archive-restore-or-delete-a-client
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Company settings
The company's name, currency, number format and tax number, plus the business context ZeraBooks reads when it categorizes, the fiscal year, and opening books.
## Open Settings
1. Click the company name at the top of the left navigation to open the company menu.
2. Click **Settings** (or press G then S).
The left side of Settings has two groups. Under the company's name: **Company** and **Bookkeeping**. Under **Your account**: **Profile**, **Security** and **Billing**. Company settings apply to the company you're working in; switch companies first to change another one's. Click **Back to Dashboard** to leave.
## Company
**Company** shows the company's details:
| Setting | What it does |
| --- | --- |
| **Books currency** | The currency of the books and reports. "Locked once the books have their first transaction." |
| **Number format** | How amounts and dates are punctuated, for example $1,234.56 or 1.234,56 €. Never locked. |
| **Tax registration number** | "Printed on the invoices this company sends." |
| **Contact email** | The company's contact address. Optional. |
To change them, click the pencil (**Edit company**). Edit the **Business name**, **Contact email**, **Books currency**, **Number format** or **Tax registration number**, then click **Save**. See [Currency and region](https://www.zerabooks.com/help/getting-started/currency-and-region).
## Invoice details
Under the company card, **Invoice details** holds the logo, business address, phone, invoice email, website and footer printed on every invoice this company sends. Click **Upload logo** for a PNG, JPEG or SVG up to 2 MB, fill in the fields, then click **Save invoice details**. See [Invoice branding](https://www.zerabooks.com/help/invoices/invoice-branding).
## Bookkeeping
### Business context and fiscal year
1. Click **Bookkeeping**.
2. In **Business context**, describe what the business sells, how it gets paid and what it usually buys (up to 1,000 characters). ZeraBooks reads this every time it categorizes a transaction, so a clear description means fewer corrections.
3. Choose the **First month of the fiscal year**. Match the fiscal year of your existing financial statements.
4. Click **Save company context**.
{% hint style="warning" %}
**Important:** The fiscal year is "Protected once the books have activity." Set it before your first statement or transaction.
{% endhint %}
### Opening books
The **Opening books** card shows how the company's books started, with the link you need next:
- **Continue setup**: the company's setup isn't finished.
- **Resume opening books**: you chose existing books but haven't brought the balances over yet. See [Move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks).
- **View opening-book record**: the balances were imported. See [Review, import and undo opening books](https://www.zerabooks.com/help/getting-started/review-import-and-undo-opening-books).
- **Actually, this business has earlier activity**: the company started fresh and has no activity yet. Use it to go back and choose another starting point.
### Past categorization
Once the company has books, **Past categorization** › **Import past categorization** teaches ZeraBooks from how the business was categorized before. It learns the patterns without adding transactions or changing any balance.
## Frequently Asked Questions
Where do I change the company's currency?
**Settings** › **Company** › **Edit company**, before the books have their first transaction. After that, the currency is locked.
How does ZeraBooks learn about my business?
From the **Business context** in **Settings** › **Bookkeeping**, which it reads every time it categorizes a transaction, and from every correction you make.
Can I change the start of my fiscal year?
Yes, until the books have activity. Change **First month of the fiscal year** in **Settings** › **Bookkeeping** and click **Save company context**. Once there's activity, it's protected.
Why is the fiscal year greyed out?
The books already have activity, so the fiscal year is protected. It shows "Protected once the books have activity."
Where does the tax registration number appear?
On the invoices this company sends.
I only see Profile, Security and Billing. Where are the company settings?
No company is selected. Choose a company from the company menu or **View All Clients**, then open Settings again.
Source: https://www.zerabooks.com/help/my-account/company-settings
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Profile and security
Edit your name and firm, change the email you sign in with, change your password, and resend the verification email.
## Edit your profile
1. Open the company menu at the top of the left navigation and click **Settings**.
2. Under **Your account**, click **Profile**. It shows your name, **Firm** and **Member since**.
3. Click the pencil (**Edit profile**).
4. Edit **First name**, **Last name** and **Firm name** (optional).
5. Click **Save**, or **Cancel** to discard.
## Change your sign-in email
1. In **Settings**, click **Security**. **Sign-in email** shows your address and whether it's **Verified** or **Unverified**.
2. Click **Change email…**.
3. Enter your **Current password**, then the **New email** and **Confirm new email**.
4. Click **Send confirmation**.
ZeraBooks sends a confirmation link to the new address. The change completes when you open it. Until then, keep signing in with your current email.
## Change your password
1. In **Settings** › **Security**, click **Change password…**.
2. Enter your **Current password**.
3. Enter the **New password** (at least 8 characters) and type it again in **Confirm new password**.
4. Click **Update password**.
{% hint style="info" %}
**Note:** If you sign in with Google, **Security** says your email and password are managed there. Change them in your Google account.
{% endhint %}
## Verify your email
If your sign-in email shows **Unverified**, click **Resend verification email** under it and open the link in the email.
## Frequently Asked Questions
How do I change the email I sign in with?
Go to **Settings** › **Security** › **Change email…**, enter your current password and the new address twice, and click **Send confirmation**. Open the link sent to the new address to finish.
I changed my email but still sign in with the old one. Why?
The change isn't confirmed yet. Open the confirmation link sent to the new address. Until then, the old email stays your sign-in.
What does "The current password is incorrect. Nothing was changed." mean?
The password you entered to verify it's you doesn't match. Nothing was changed. Try again with your current password, or sign out and use **Forgot password?** on the sign-in page.
What are the password rules?
A new password needs at least 8 characters and must be different from the current one.
I forgot my password. How do I get back in?
On the sign-in page, click **Forgot password?**, enter your email and click **Send reset link**. Follow the link in the email.
Can I add team members or give someone else access?
No. ZeraBooks accounts are for one person. There are no team members, roles or shared logins.
Source: https://www.zerabooks.com/help/my-account/profile-and-security
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Billing and your trial
See your plan and its status, know when your trial is charged, and update your card, download invoices, change plans or cancel on Stripe's billing portal.
## See your plan
1. Open the company menu at the top of the left navigation and click **Settings**.
2. Under **Your account**, click **Billing**.
The card shows your plan, **ZeraBooks · Monthly** or **ZeraBooks · Annual**, with its status:
| Status | What it means |
| --- | --- |
| **Free trial** | You're in the 7-day trial. "Your card is charged when the one-week trial ends." |
| **Active** | Your subscription is paid and running. |
| **Past due** | The last payment failed. Update your card in **Manage billing**. |
| **Unpaid** | Payments have failed and the invoice is still unpaid. Update your card in **Manage billing**. |
| **Payment incomplete** | The first payment wasn't completed. |
| **Canceled** | The subscription has ended. |
If you've canceled, the card also says "Scheduled to end on {date} — you keep access until then."
## Manage billing on Stripe
Your card, invoices, plan changes and cancellation are all handled on Stripe's secure billing portal.
1. In **Settings** › **Billing**, click **Manage billing**.
2. The button reads **Opening Stripe…** while the portal loads.
3. On the portal, update your card, download invoices, switch between monthly and annual billing, or cancel.
4. Return to ZeraBooks from the portal. You land back on **Billing**.
## Prices
| Billing | Price |
| --- | --- |
| **Annual** | $79 a month, billed annually ($948 a year) |
| **Monthly** | $149 a month |
The plan includes every General Ledger feature and 3 active client companies, with no per-seat fees. See [Start your free trial](https://www.zerabooks.com/help/getting-started/start-your-free-trial).
{% hint style="info" %}
**Tip:** To avoid being charged, cancel in **Manage billing** before your 7-day trial ends.
{% endhint %}
## Additional clients
| Billing | Each additional active client |
| --- | --- |
| **Annual** | $290 a year |
| **Monthly** | $29 a month |
Additional clients are added to the same subscription. When a new client's setup finishes, you're charged a prorated amount for the rest of your current billing period. Archiving or deleting a client stops its charge from your next renewal; there are no mid-period refunds. Archived clients and your own books never count toward the 3 included.
## Frequently Asked Questions
When is my card charged for the trial?
When the 7-day trial ends. Nothing is charged before then.
How do I cancel my subscription?
Go to **Settings** › **Billing**, click **Manage billing** and cancel on Stripe's portal. The Billing card then shows the date your subscription ends.
Will I still have access after I cancel?
Yes, until the end date shown on the Billing card: "Scheduled to end on {date} — you keep access until then."
How do I update my card or download an invoice?
Click **Manage billing** in **Settings** › **Billing**. Both are on Stripe's billing portal.
How do I switch from monthly to annual billing?
Click **Manage billing** and change your plan on Stripe's portal. Annual billing is $79 a month, billed as $948 a year.
Manage billing shows an error ending "You can try again in a moment." What do I do?
ZeraBooks couldn't open Stripe's portal. Wait a moment, check your connection and click **Manage billing** again.
Do I pay extra for each client?
Your plan includes 3 active client companies. Each additional active client is $29 a month, or $290 a year on annual billing. There are no per-seat fees. See [Additional clients](#additional-clients).
Source: https://www.zerabooks.com/help/my-account/billing-and-your-trial
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Common questions
Short answers to the questions bookkeepers ask most about ZeraBooks, from uploading statements to closing the books, each with a link to the full guide.
## Getting started
Is there a free trial, and do I need a card?
Yes. The trial lasts 7 days and a card is collected at checkout. Your card is charged when the one-week trial ends. See [Start your free trial](https://www.zerabooks.com/help/getting-started/start-your-free-trial).
Which currencies can my books use?
USD, CAD or EUR. The books currency can't change after the first transaction, so pick it carefully. See [Currency and region](https://www.zerabooks.com/help/getting-started/currency-and-region).
I'm switching from QuickBooks or Xero. How do I bring my books over?
Choose **Books are up to date** or **Books need catching up** when you set up the company, then upload your closing trial balance and any unpaid invoices and bills. ZeraBooks brings in closing balances, not your full transaction history. See [Move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks).
## Banks and statements
Does ZeraBooks connect to my bank automatically?
No. There's no bank feed. You upload each account's statement as a PDF, CSV or Excel file, and ZeraBooks reads it and checks its balances. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
What files can I upload, and how big?
One account's statement per file, as PDF, CSV or Excel, up to 10 MB and 10,000 rows. There's no page limit. See [Upload a statement](https://www.zerabooks.com/help/banks-and-cards/upload-a-statement).
What happens if I upload the same statement twice?
It's refused with **Statement already imported**. If a new statement repeats rows from another one, nothing is imported; if only the dates overlap, it imports with a warning. See [Error messages](https://www.zerabooks.com/help/faqs-and-troubleshooting/error-messages).
How do I undo a wrong upload?
In **Banks & Cards**, open **Account actions** › **Remove a statement…**. This removes the statement and its transactions permanently. See [Remove a statement](https://www.zerabooks.com/help/banks-and-cards/remove-a-statement).
How do I record a credit-card payment or a transfer between my accounts?
Upload both statements. ZeraBooks pairs the two sides as a transfer, so the payment isn't counted as an expense. See [Transfers, card payments and owner draws](https://www.zerabooks.com/help/banks-and-cards/transfers-card-payments-and-owner-draws).
What does "need review" mean?
The transaction is Uncategorized or was flagged by the AI. Switch to **Edit** in **Banks & Cards** and pick a category, or click **Looks right**. See [Review and fix categories](https://www.zerabooks.com/help/banks-and-cards/review-and-fix-categories).
Can I fix every transaction from one merchant at once?
Yes. After you change one, ZeraBooks offers **Apply to N similar**. See [Apply a correction to similar transactions](https://www.zerabooks.com/help/banks-and-cards/apply-a-correction-to-similar-transactions).
## Categories and the Ledger
Can I delete a category?
No. Deactivate it instead: nothing new can be booked to it until you activate it again. See [Add, edit and deactivate categories](https://www.zerabooks.com/help/ledger-and-categories/add-edit-and-deactivate-categories).
Can I import my chart of accounts?
Yes. Import a CSV, Excel or PDF from your old software. You review every row before anything is saved, and existing categories are kept. See [Import a chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/import-a-chart-of-accounts).
How do I record a journal entry?
In **Ledger**, click **Add Transaction** and choose **Journal**. Debits and credits must be equal. See [Record a journal entry](https://www.zerabooks.com/help/ledger-and-categories/record-a-journal-entry).
How do I see why the AI chose a category?
Open the transaction and click the **Activity** tab. It shows how the category was set, for example "Categorized by ZeraBooks AI" or "Category set by you". See [Transaction details and activity](https://www.zerabooks.com/help/ledger-and-categories/transaction-details-and-activity).
## Reconciliation and month-end
Do I have to match every transaction to the bank?
No. ZeraBooks reconciles whole statements: the opening and closing balances prove the month. See [How reconciliation works](https://www.zerabooks.com/help/reconciliations/how-reconciliation-works).
How do I reconcile a credit card?
The same way as a bank account: upload its statement. It's checked month by month in **Reconciliations**, with **Payments** and **Charges** instead of deposits and withdrawals. See [How reconciliation works](https://www.zerabooks.com/help/reconciliations/how-reconciliation-works).
My month shows an orange !. What do I do?
It doesn't tie. Open it, read **Flags & suggestions**, and fix the misread balance, missing row or extra row. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
How do I sign off a month?
Click **Finalize…** on a tied month, then **Finalize**, or use **Finalize all N tied months**. See [Finalize a month](https://www.zerabooks.com/help/reconciliations/finalize-a-month).
Why did a finalized month say Reopened?
Its checked numbers changed after sign-off. Review what changed, remove the sign-off and finalize again. See [Reopened months](https://www.zerabooks.com/help/reconciliations/reopened-months).
How do I fix a transaction in a closed month?
Reopen the books in **Reconciliations**, make the change, then close the books again. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
Who records depreciation, loan interest and prepaid expenses?
Autopilot proposes them from your books and records them or asks you first. See [Month-end entries](https://www.zerabooks.com/help/autopilot/month-end-entries).
## Autopilot and AI
Does Autopilot run overnight?
No. There's no nightly or scheduled run. It runs when you click **Run now**, when you open ZeraBooks, and a few seconds after you upload or change something. See [What Autopilot does](https://www.zerabooks.com/help/autopilot/what-autopilot-does).
Why did ZeraBooks ask me instead of doing it?
It wasn't sure enough for your mode and the risk of the decision. Answer in **Needs you**. See [Answer Autopilot's questions](https://www.zerabooks.com/help/autopilot/answer-autopilot-questions).
Can I undo what Autopilot did?
Yes, from **Done by AI**, except merged vendors or customers and reminder emails already sent. See [Review and undo AI actions](https://www.zerabooks.com/help/autopilot/review-and-undo-ai-actions).
How do I make ZeraBooks ask before doing things?
Switch to **Balanced** or **Cautious**, or turn off individual switches such as **Approve bills and invoices**. See [Choose how much ZeraBooks does](https://www.zerabooks.com/help/autopilot/choose-how-much-zerabooks-does).
## Bills and invoices
Can I pay bills from ZeraBooks?
No. ZeraBooks records what you owe and matches it to the payment on your bank or card statement. It never sends or moves money. See [Match a bill to its payment](https://www.zerabooks.com/help/bills/match-a-bill-to-its-payment).
Why is my bill waiting in In Review?
One of the posting checks isn't met, such as a new vendor, lines that don't add up, or a possible duplicate. The bill names what's missing. See [Why a bill is waiting](https://www.zerabooks.com/help/bills/why-a-bill-is-waiting).
Can my customers pay invoices online?
No. ZeraBooks doesn't process payments. Payments are matched from the deposits on your uploaded statements, or recorded with **Mark as Paid…**. See [Record payments and credits](https://www.zerabooks.com/help/invoices/record-payments-and-credits).
Are payment reminders sent automatically?
Only in **Autopilot** mode with **Send payment reminders** on, for invoices you emailed from ZeraBooks that are at least 7 days overdue. Otherwise ZeraBooks asks you first. See [Payment reminders](https://www.zerabooks.com/help/invoices/payment-reminders).
How do I issue a credit memo?
Create an invoice whose total is negative, using a negative price, then apply it to the customer's unpaid invoice. See [Credit memos](https://www.zerabooks.com/help/invoices/credit-memos).
## Reports
Can I switch between cash and accrual?
No. There's no cash or accrual switch in **Financials**. See [Statement options](https://www.zerabooks.com/help/reports-and-insights/statement-options).
How do I see the transactions behind a number?
Click any amount in **Financials**, then **Open in Ledger**. See [Drill into any number](https://www.zerabooks.com/help/reports-and-insights/drill-into-any-number).
How do I send financial statements to a client?
In **Financials**, open the **Download** menu and choose **Email report…**. You can send to up to 10 addresses with up to 25 MB of attachments. See [Email financial statements](https://www.zerabooks.com/help/reports-and-insights/email-financial-statements).
## Clients and your account
How do I add or switch between clients?
Add one with **Add a client** in ⌘ K or **New client** on **All Clients**. Switch from the company menu or by typing the company's name in ⌘ K. See [Add a client](https://www.zerabooks.com/help/clients/add-a-client) and [Switch between clients](https://www.zerabooks.com/help/clients/switch-between-clients).
Is there a charge per client?
Your subscription includes 3 active client companies. Each additional active client is $29 a month, or $290 a year on annual billing. See [Billing and your trial](https://www.zerabooks.com/help/my-account/billing-and-your-trial).
How do I cancel or change my plan?
Go to **Settings** › **Billing** and click **Manage billing**. Card, invoices, plan changes and cancellation are handled on Stripe's secure portal. See [Billing and your trial](https://www.zerabooks.com/help/my-account/billing-and-your-trial).
Do you build solutions for accounting firms?
Yes. ZeraBooks builds custom solutions specifically for accounting firms, scoped and priced with each firm. Referrals from top-10 U.S. accounting firms are available as references on request. [Contact us](/contact) to talk about your firm.
## Frequently Asked Questions
Does ZeraBooks run payroll?
No. Upload the statements that show your payroll payments and categorize them; ZeraBooks keeps the books, not the payroll.
Can I invite my team or set roles and approvals?
No. ZeraBooks is used by one person per account, with no team roles or approval chains. Bookkeepers keep each client as a separate company.
Is there a mobile app?
No. ZeraBooks runs in your web browser.
Where do I find every error message explained?
In [Error messages](https://www.zerabooks.com/help/faqs-and-troubleshooting/error-messages), grouped by screen. For shortcuts and the page map, see [Navigation and shortcuts](https://www.zerabooks.com/help/faqs-and-troubleshooting/navigation-and-shortcuts).
Source: https://www.zerabooks.com/help/faqs-and-troubleshooting/common-questions
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Error messages explained
Every error message ZeraBooks shows, grouped by screen, with what it means and how to fix it. Search this page for the words you see on screen.
## Closed periods (any screen)
These messages appear when you try to add or change something dated on or before the date your books are closed through.
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Jun 15, 2025 is in a closed period: the books are closed through Dec 31, 2025. Reopen the books from Reconciliations, or use a date after Dec 31, 2025." | The date you're saving is in a closed period. Nothing was saved. | Use a later date, or reopen the books in **Reconciliations**, make the change and close them again. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books). |
| "This month is closed. The books are locked through {date}. Reopen from Reconciliations to change it." | Shown in **Banks & Cards** **Edit** mode on a closed month | Reopen the books to change categories in that month |
| "This date is in a closed period. Reopen the books from Reconciliations to change it." | A category change in **Banks & Cards** fell in a closed month | Reopen the books, then save again |
| "That date is in a closed period. Reopen the books from Reconciliations first." | An Autopilot answer or undo would change a closed month | Reopen the books, then answer or undo again |
| "This period is closed. Reopen the books from Reconciliations to link these, then close them again." | Suggested vendor links fall in a closed period | Reopen the books, click **Link**, then close them again |
| "Invoice date is in a closed period" | The invoice is dated on or before the closing date | Change the invoice date, or reopen the books |
## Uploading a bank or card statement
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Choose one bank or credit card statement as a PDF, CSV or Excel file." | The file isn't a PDF, CSV or Excel file | Download the statement again as a PDF or CSV |
| "Upload one account's statement at a time." | You dropped more than one file | Upload each statement on its own, into its own account |
| "File too large: ~12 MB (max 10 MB)." | The file is over 10 MB | Download a shorter period, or split the statement into two date ranges |
| "This statement has already been imported into this account." (shown as **Statement already imported**) | The same file was uploaded before | Nothing to do. To replace it, remove the earlier statement first. |
| "This statement repeats N transactions already owned by another statement. Nothing was imported. …" | Some rows are already in your books from another statement | Remove the earlier statement first, or upload a statement for a date range that doesn't overlap |
| "This statement contains more than 10,000 readable rows. Split the source into non-overlapping periods before importing it." | The statement is too long to read in one go | Upload it as several shorter periods |
| "This is a … statement (…), but … is a …. Nothing was imported. …" | A credit-card statement was uploaded into a bank account, or the reverse | Choose the matching account under **Bank or credit card** and upload again |
| "This statement identifies its currency as … but … is declared …. Nothing was imported. …" | The statement's currency doesn't match the account's | Upload into an account with that currency. See [Add bank and credit-card accounts](https://www.zerabooks.com/help/banks-and-cards/add-bank-and-credit-card-accounts). |
| "Exchange rates for … could not be resolved (…). Nothing was imported …" | A foreign-currency statement couldn't get its exchange rates | Try the upload again in a few minutes |
| "Statement does not tie: opening + transactions − closing = X. Imported anyway — compare the register against the document…" | A warning, not an error. The statement's printed balances don't add up. | Open the month in **Reconciliations**. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie). |
| "Choose your starting point first" | The company's setup isn't finished | Click **Continue company setup** |
| "Bring in your opening balances first" | Opening books are unfinished | Click **Continue opening books**. See [Move your books to ZeraBooks](https://www.zerabooks.com/help/getting-started/move-your-books-to-zerabooks). |
| "We couldn't check this business's starting point. Try again before uploading." | ZeraBooks couldn't check the company's setup | Click **Try again** |
## Banks & Cards register
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Could not load the register. Retry before relying on these balances." | The register didn't load, so balances may be out of date | Check your connection and retry |
| "Category changed since this register loaded" | Someone or something changed the category after the page loaded | Click **Reload saved categories**, then make your change again |
| "No transactions in {period}." | No statement covers this period for the account | Change the period, or upload the missing statement |
| "No transactions match your filter." | Nothing matches what you typed | Clear the filter |
## Reconciliations
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Balances must be numbers — enter them exactly as printed." | A balance in **Fix statement details** isn't a number | Enter digits only, for example `9830.22` |
| "Could not load reconciliation records and sign-offs. Displayed records may be out of date. Check your connection and try again." | The page couldn't load | Click **Retry reconciliation** |
| "No accounts match this filter." | A stat card filter hides every account | Click **Clear filter** |
| "Statement coverage is incomplete for {months}. A tied statement does not mean the whole month is covered." | Part of a month isn't covered by any statement | Upload the statement for the missing days |
| "Enter the closing password for this business." | The books are protected with a closing password | Enter it in **Closing password** |
| "No document-backed fix found." | AI verification found no fix in the document | Fix the month by hand. See [Verify a statement with AI](https://www.zerabooks.com/help/reconciliations/verify-a-statement-with-ai). |
| "5 of 12 finalized. …" | **Finalize all** stopped partway | Read the reason, fix that month, and click **Finalize all** again |
## Autopilot
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Could not load the autopilot." | The page didn't load | Click **Retry** |
| "Your session ended. Sign in again." | You were signed out | Sign in again |
| "The autopilot could not run." | The pass didn't complete | Click **Run now** again |
| "That answer could not be applied." | The answer failed | Try again. The list refreshes to show what's still open. |
| "That question was already answered." | It was answered elsewhere | Refresh the page |
| "That is not one of the offered answers." | The answer no longer matches the question | Refresh the page and answer again |
| "This question can no longer be answered here." | The item changed since the question was asked | Nothing to do; the question is withdrawn |
| "That action could not be undone." | The undo failed | Check for a closed period, then try again |
| "That action was already undone." | It's already undone | Nothing to do |
| "This action cannot be undone. Merged records stay merged." | Merges can't be undone | Fix the vendor or customer by hand |
| "Nothing to undo — …" (for example "…this document was voided since.") | The action's result was already changed outside Autopilot | Nothing to do |
| "The setting could not be saved." | A mode or switch change didn't save | Try again |
See [Review and undo AI actions](https://www.zerabooks.com/help/autopilot/review-and-undo-ai-actions).
## Ledger and manual transactions
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Debits and credits differ by {amount}." | The entry doesn't balance | Adjust the lines until **Difference** is zero |
| "A transaction needs between 2 and 200 accounting lines." | Too few or too many lines | Add or remove lines |
| "Every line needs a category." | A line has no category | Pick a category on every line |
| "Every amount must be nonzero and have no more than two decimal places." | An amount is zero or has too many decimals | Correct the amount |
| "A transfer needs two different bank or card accounts, with money leaving one and entering the other." | The same account is on both sides | Choose a different **To account** |
| "Use the bill or invoice payment action to settle a customer or vendor balance." | Pay In or Pay Out can't post straight to what customers owe you or what you owe vendors | Record the payment from the bill or invoice |
| "Choose {dimension} for every line." | A required field is empty on a line | Fill it in on every line |
| "Couldn't save this transaction" | The server refused the save | Read the message under it; your changes are still there |
| "A statement confirms this transaction. Unmatch it before changing its accounting." | A statement line has cleared this entry | Click **Review match** and unmatch it first |
| "Choose how this company will start before adding activity. Open Company settings to finish setup." | Company setup isn't finished | Finish setup in **Settings** |
| "Finish bringing in the previous books before adding new activity…" | Opening books are unfinished | Finish your opening books first |
| "Could not load the ledger. Check your connection and try again." | The page didn't load | Click **Retry ledger** |
| "Could not load this transaction." | The transaction didn't open | Close it and open it again |
## Importing journal entries
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Row N: enter one positive debit or credit, with no more than two decimal places." | A row has both, neither, or a bad amount | Fix that row in your file |
| "Row N: "{x}" must identify one active category by number or exact name." | The category isn't found or isn't active | Use the category number, or its exact name from the **Category Manager** |
| "Import up to 100 journals at a time." | The file has more than 100 journals | Split the file |
| "This file includes journals already imported into this company…" | Some journals were imported before | Remove them from the file |
If any entry fails, none are posted. See [Import journal entries](https://www.zerabooks.com/help/ledger-and-categories/import-journal-entries).
## Category Manager
| Message | What it means | How to fix it |
| --- | --- | --- |
| "This number is already taken" | Another category uses that number | Choose another number, or leave it blank to assign one |
| "No importable rows — every row was missing a Category Name or had an unrecognized Type." | The file doesn't match the template | Download the **CSV format template** and use its columns |
| "Couldn't find any categories in that file…" | The file isn't a chart of accounts | Export the chart of accounts list, not a balance sheet or P&L |
| "That PDF is too large (max 10 MB)" | The PDF is over 10 MB | Export a smaller file or use CSV |
| "{name} has activity and can't be removed here." | A bank or card account with transactions can't be removed | Remove its statements first in **Banks & Cards** |
| "Keep the account name within 100 characters (now {n})." | The account name is too long | Shorten it |
| "Categories couldn't be loaded" | The page didn't load. Your saved chart hasn't changed. | Check your connection and try again |
## Financials and reports
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Could not load the financials. Check your connection and try again." | The page didn't load | Click **Retry financials** |
| "Finish this business's starting setup before downloading financials." | Setup isn't finished | Finish setup first |
| "Could not build the PDF." / "Could not build the workbook." / "Could not build the package." | The download failed | Try again |
| "Could not verify and export the report. Please retry." | The export couldn't be checked | Try again |
| "Enter at least one recipient email address." | **To** is empty | Add an email address |
| "Send to no more than 10 recipients at a time." / "Use no more than 10 recipient addresses, including CC." | Too many addresses | Use 10 or fewer, To and CC combined |
| "Enter an email subject." / "Use a subject of 200 characters or fewer on one line." | The subject is missing or too long | Fix the subject |
| "Use a message of 10,000 characters or fewer." | The message is too long | Shorten it |
| "Select at least one attachment to send." | No report is ticked | Tick at least one attachment |
| "The attachments are too large to email — deselect some and try again." | Attachments are over 25 MB together | Untick some attachments |
## Custom Reports
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Could not load the reports." | The list didn't load | Refresh the page |
| "Could not run the report. Check your connection and try again." | The report wasn't created | Click **Retry report** |
| "Your changes could not be saved. Check your connection and try again." | Autosave failed | Click **Retry save**, or **Download my text** to keep a copy |
| "The report figures could not be loaded. Your saved text and files are safe. Retry to continue." | Figures didn't load | Click **Retry figures** |
| "This report already has 20 attachments. Remove or replace a file first." | The 20-file limit is reached | Remove or replace a file |
| "Add one file at a time so each upload can be checked." | More than one file was added | Add files one by one |
| "Add at least one section before publishing." | The report is empty | Add a section with **Add** |
## Bills and invoices
| Message | What it means | How to fix it |
| --- | --- | --- |
| "This file is empty. Export the document again before uploading it." | The file has no content | Export or download it again |
| "This document is larger than 14 MB. Choose a smaller document." | The file is over 14 MB | Use a smaller file |
| "Choose a PDF, PNG, JPG, WEBP or HEIC document." | The file type isn't supported | Save it as PDF or an image |
| "{file} is already in ZeraBooks." | The same document was uploaded before | Click **Open existing** |
| "N documents could not be read. Open it to type the amounts by hand, or upload a clearer copy." | The reader couldn't read the document | Enter the details by hand, or upload a clearer copy |
| "Could not refresh bills. Check your connection and try again." | The board didn't load | Click **Retry loading** |
| "Choose a customer before saving." | The invoice has no customer | Pick a **Customer** |
| "Choose a due date on or after the invoice date before saving." | The due date is too early | Fix the **Due Date** |
| "Add at least one line item." | The invoice has no lines | Click **Add Line Item** |
| "Replace Uncategorized Income on line N before saving." | A line has no real category | Pick a category on that line |
| "Invoice retainage cannot exceed the invoice total." | The holdback is too big | Lower the holdback |
| "Quantities can't be negative. For a credit, keep the quantity and enter a negative price." | A negative quantity was entered | Enter a negative price instead. See [Credit memos](https://www.zerabooks.com/help/invoices/credit-memos). |
| "Declare this client's books currency before approving invoices — open Manage Clients and edit the client to set it." | The company has no books currency | Set the currency on **All Clients** › **Edit** |
| "Invoices could not be verified" | The board didn't load. Your invoices are still saved. | Click **Retry** |
## Vendors, customers and products
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Could not load vendors. Check your connection and try again." (or customers) | The page didn't load | Click **Retry loading** |
| "“{name}” already exists. Open that one instead, or merge the two below…" | A vendor or customer with that name exists | Open the existing one, or merge them |
| "Could not load the catalog." | **Products & Services** didn't load | Click **Retry catalog** |
## Setup, clients and search
| Message | What it means | How to fix it |
| --- | --- | --- |
| "Enter the business name." | The name is empty | Type the business name |
| "You already have a business called "{x}". Give this one its own name." | The name is taken in your account | Use a different name |
| "Could not verify completed onboarding." | ZeraBooks couldn't check your setup | Refresh the page |
| "Choose a nonempty PDF, CSV or Excel (.xlsx) export no larger than 10 MiB." | A closing report file isn't accepted | Export it again as PDF, CSV or .xlsx under 10 MiB |
| "This company already has statements, journals or documents…" | Opening books can only be brought into a company with no activity | Use a new company for the opening books |
| "Undo is unavailable after subsequent bookkeeping, payment history or a period close." | The opening-books import can't be undone any more | Correct individual balances instead |
| "Couldn't load your clients." | **All Clients** didn't load | Click **Retry** |
| "Company list could not be refreshed. Open All Clients to retry." | The company list in search is out of date | Open **All Clients** |
| "Could not search vendors and customers. Check your connection and retry." | Search couldn't load vendors and customers | Click **Retry search** |
| "Could not confirm completion. Please try Finish again." | The walkthrough's last step didn't save | Click **Check completion** |
| "Something went wrong loading your account." | The trial page didn't load | Click **Try again**, or **Sign out** and back in |
| "Could not load the dashboard. Check your connection and try again." | **Dashboards** didn't load | Click **Retry dashboard** |
| "Could not load this analysis. Check your connection and try again." | **Expenses**, **Revenue** or **Cost of Revenue** didn't load | Click **Retry analysis** |
## Frequently Asked Questions
What does "is in a closed period" mean?
The date you're saving is on or before the date your books are closed through, so nothing was saved. Reopen the books in **Reconciliations**, or use a later date. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
Why was my statement refused with "Nothing was imported"?
ZeraBooks refuses the whole file when it repeats rows already in your books, or when its account type or currency doesn't match the account you chose. The message says which; fix that and upload again.
My statement imported with "Statement does not tie". Is that an error?
No, it's a warning. The transactions were imported, but the printed balances don't add up. See [Fix a month that doesn't tie](https://www.zerabooks.com/help/reconciliations/fix-a-month-that-doesnt-tie).
What should I do when a page says "Check your connection and try again"?
Check that you're online, then click the retry button on the message. Your saved data isn't affected by a failed load.
I see an error that isn't on this page. What now?
Contact ZeraBooks Support with the exact message and the page you were on. A real person reads every message.
Source: https://www.zerabooks.com/help/faqs-and-troubleshooting/error-messages
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Navigation and shortcuts
A map of the left navigation, the company menu, search with Command-K, Ask Zera, and every keyboard shortcut in ZeraBooks.
## The left navigation
| Group | Page | What it's for | Shortcut |
| --- | --- | --- | --- |
| **Home** | **Dashboards** | Cash, income, burn and runway at a glance | G D |
| **Home** | **Expenses** | Spending by category and vendor | None |
| **Home** | **Revenue** | Income by category and customer | None |
| **Home** | **Cost of Revenue** | Direct costs by category and supplier | None |
| **Autopilot** | | What ZeraBooks did on its own, and the questions it has for you | G P |
| **Financials** | | Profit & Loss, Balance Sheet, Cash Flow, Trial Balance and aging | G F |
| **Custom Reports** | | Month-end report packs for your clients | None |
| **Banks & Cards** | | Accounts, statement uploads and categories | G B |
| **Vendors** | | The people and businesses you pay | None |
| **Customers** | | The people and businesses that pay you | None |
| **Bills & Invoices** | **Bills** | What you owe | G V |
| **Bills & Invoices** | **Invoices** | What you're owed | G I |
| **Bills & Invoices** | **Products & Services** | Items with saved prices and categories | None |
| **Accounting** | **Ledger** | Every account's register and manual entries | G L |
| **Accounting** | **Reconciliations** | Month-by-month checks against the bank, sign-offs and closing | G R |
| **Accounting** | **Category Manager** | Your chart of accounts, and your bank and card accounts | G A |
At the bottom, **Ask Zera** opens or closes the Ask Zera bar (⌘ J), and **Help Center** opens this help site in a new tab (G H).
An orange dot next to **Reconciliations** means a statement's printed balances didn't add up when it was uploaded. See [How reconciliation works](https://www.zerabooks.com/help/reconciliations/how-reconciliation-works).
## The company menu
Click the company name at the top of the left navigation.
| Item | What it does |
| --- | --- |
| **ZeraBooks** (the top row) | Opens **Settings** |
| **View All Clients** | Opens **All Clients**, where you add, open, archive or delete companies |
| Your companies | The five you used most recently. Click one to switch to it. |
| **Settings** | Company, bookkeeping, profile, security and billing settings |
| **Request a Feature** | Sends an idea straight to the founder |
| **Switch to Converter** | Shown only if your account also has the document Converter |
| **Sign Out** | Signs you out |
While you're setting up a company, the menu and the left navigation are disabled until setup is finished. See [Switch between clients](https://www.zerabooks.com/help/clients/switch-between-clients).
## Search with Command-K
Press ⌘ K on a Mac, or Ctrl K on Windows, from any page. Search ZeraBooks finds:
| Group | What you can find |
| --- | --- |
| **Pages** | Any page in the left navigation, plus **Company settings** |
| **Quick actions** | **Ask Zera…**, **Add a client**, **Replay feature walkthrough** and **Import bank transactions** |
| **Ask Zera** | Type a question and choose **Ask Zera:** followed by it to send it to Ask Zera. When nothing else matches, or you type a question, it's the first row. |
| **Switch company** | Your companies by name. Selecting one switches to it. |
| **Vendors & customers · All Time** | Vendors and customers in the current company, across all dates |
Type at least two letters to search vendors and customers. Use ↑ ↓ to move, Enter to open and Esc to close. Press ⌘ K again to close it.
Pages also match common words. For example, "profit", "balance sheet" or "trial balance" finds **Financials**, and "chart" or "coa" finds **Category Manager**.
## Keyboard shortcuts
Press ? on any page to see the **Keyboard shortcuts** sheet.
To go to a page, press G, then the second key within one second.
| Keys | Opens |
| --- | --- |
| ⌘ K or Ctrl K | Search pages and companies |
| ⌘ J or Ctrl J | Open or close Ask Zera |
| ? | Keyboard shortcuts |
| G then D | Home (Dashboards) |
| G then P | Autopilot |
| G then F | Financials |
| G then B | Banks & Cards |
| G then L | Ledger |
| G then A | Category Manager |
| G then R | Reconciliations |
| G then V | Bills |
| G then I | Invoices |
| G then C | All Clients |
| G then S | Settings |
| G then H | Help Center (new tab) |
Shortcuts pause while you type in a field or have a dialog open.
## Ask Zera shortcuts
The Ask Zera bar at the bottom of every page has its own shortcuts. See [What Ask Zera can do](https://www.zerabooks.com/help/ask-zera/what-ask-zera-can-do).
| Keys | What it does |
| --- | --- |
| ⌘ J or Ctrl J | Open or close Ask Zera |
| Enter | Send your message (Shift Enter adds a new line) |
| Esc | Close the + menu, or close Ask Zera |
| ⌥ T | **Add Transaction**: opens the Ledger with a new transaction |
| ⌥ I | **Create Invoice** |
| ⌥ R | **Run Report**: opens Financials |
| ⌥ E | **Start Reconciliation**: opens Reconciliations |
On Windows, use Alt for ⌥. The ⌥ shortcuts work from any page, and pause while you type in a field or have a dialog open.
Drag files onto any page to hand them to Ask Zera: statements, bills and receipts. A drop zone appears; let go and the files wait in the bar until you send. See [Give Zera statements, bills and receipts](https://www.zerabooks.com/help/ask-zera/give-zera-statements-bills-and-receipts).
## Controls on every page
| Control | Where | What it does |
| --- | --- | --- |
| Period picker | Dashboards, Expenses, Revenue, Cost of Revenue, Financials, Custom Reports, Banks & Cards, Ledger, Reconciliations | Presets from **This Month** to **All Time**, or **Custom ›** by day, month, quarter or year. The arrows step one period back or forward. See [Choose a reporting period](https://www.zerabooks.com/help/reports-and-insights/choose-a-reporting-period). |
| **View** / **Edit** | Banks & Cards, Ledger, Vendors, Customers | **View** is read-only. Switch to **Edit** to change categories or rows. |
| Maximize / Minimize | Page header | Widens the page. The choice is kept for every page in this browser. |
## Frequently Asked Questions
What is the keyboard shortcut for Ask Zera?
⌘ J on a Mac, or Ctrl J on Windows, from any page. Press it again to close it.
Can I open search from anywhere?
Yes. ⌘ K or Ctrl K works on every ZeraBooks page, as long as no other dialog is open.
Does search work across all my companies?
Search finds pages and your companies by name. Vendors and customers are searched in the current company only; switch company to search another's.
Why don't my G shortcuts work?
Shortcuts pause while your cursor is in a field or a dialog is open. Click an empty part of the page, then press G and the second key within one second.
Is there a shortcut for Custom Reports, Vendors or Customers?
No. Use the left navigation, or press ⌘ K and type the page name.
How do I switch to another company?
Click the company name at the top of the left navigation and pick one, or press ⌘ K and type its name. G then C opens **All Clients**.
What does "Could not search vendors and customers. Check your connection and retry." mean?
The search couldn't load this company's vendors and customers. Check your connection and click **Retry search**. Page and company results still work.
Source: https://www.zerabooks.com/help/faqs-and-troubleshooting/navigation-and-shortcuts
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Use the Help Center with AI tools
Ask Zera answers questions from these guides, and every page works with ChatGPT, Claude and any MCP-compatible AI tool.
## Ask Zera
**Ask Zera** answers questions about using ZeraBooks from the guides in this Help Center, and links the guides it used.
1. Click **Ask** at the top of any page, or press ⌘ I (Ctrl I on Windows).
2. Type your question, for example "Why doesn't my statement tie?", and press Enter.
3. Read the answer and open a source under **Sources** for the full steps. Ask a follow-up in the same conversation.
You can also hover over any paragraph in a guide and click the small question button beside it to ask Zera to explain that part.
{% hint style="info" %}
**Note:** Ask Zera only knows these public guides. It can't see your books or your account, and it doesn't give tax or legal advice. For a question about your own data, it tells you where in ZeraBooks to find it.
{% endhint %}
## Open a page in ChatGPT or Claude
1. Click the arrow beside **Ask** at the top of the page.
2. Choose **Open in ChatGPT** or **Open in Claude**. A new tab opens with the page loaded, ready for your questions.
## Connect the Help Center to an AI tool (MCP)
The Help Center has an MCP server that any MCP-compatible tool can use to search and read these guides. Its address is:
```
https://www.zerabooks.com/help/mcp
```
It offers three tools: **searchDocumentation**, **getPage** and **askQuestion**.
{% tabs %}
{% tab title="Claude Code" %}
Run this in your terminal:
```
claude mcp add --transport http zerabooks-help https://www.zerabooks.com/help/mcp
```
{% endtab %}
{% tab title="VS Code" %}
Click the arrow beside **Ask** on any page, then **Connect to VS Code**. VS Code asks you to confirm adding the server.
{% endtab %}
{% tab title="Codex" %}
Run this in your terminal:
```
codex mcp add zerabooks-help --url https://www.zerabooks.com/help/mcp
```
{% endtab %}
{% tab title="Other tools" %}
Add a remote MCP server of type **HTTP** (Streamable HTTP) with the address above. No sign-in is needed.
{% endtab %}
{% endtabs %}
## Markdown and llms.txt
Every page in this Help Center is also available as Markdown: add `.md` to its address, for example `https://www.zerabooks.com/help/reconciliations/how-reconciliation-works.md`. Add `?ask=` and a question to get an answer instead, for example `…/how-reconciliation-works.md?ask=why does my month not tie`.
The full list of pages is at [/help/llms.txt](https://www.zerabooks.com/help/llms.txt), and every page's full text is at [/help/llms-full.txt](https://www.zerabooks.com/help/llms-full.txt).
## Frequently Asked Questions
Can Ask Zera see my books?
No. Ask Zera in the Help Center answers only from these public guides. It never sees your company, transactions or account.
Is Ask Zera always right?
It's AI and can make mistakes. Every answer lists the guides it used, so check the steps there. If something looks wrong, rate the answer with the thumbs-down button so we can fix the guide.
Does the MCP server need an account or an API key?
No. It serves the same public guides as this website, so there is nothing to sign in to.
Can an AI tool change my books through the Help Center MCP server?
No. The Help Center MCP server only searches and reads these guides. It has no access to ZeraBooks accounts.
How often is the Markdown updated?
It's the same source as the page, so it always matches what you see on the website.
Source: https://www.zerabooks.com/help/faqs-and-troubleshooting/use-the-help-center-with-ai
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Welcome to ZeraBooks Convert
Convert turns PDF statements, checks, invoices and other financial documents into checked data you can download as CSV or Excel.
## What Convert does
**ZeraBooks Convert** is a document converter. You upload a PDF, Convert reads it, checks it against the totals printed on it, and gives you the data as a CSV or Excel file. The work follows four steps:
1. **Upload a PDF.** Each kind of document has its own page: **Bank & Credit Cards**, **Checks**, **Invoices**, **Investments** and **Financial Statements**. A file of another kind is filed on its own page for you.
2. **It's read and checked.** Every line is read. A bank statement with several accounts is split by account, and a card statement (for example Amex) is split by cardholder. Totals are checked against the balances printed on the statement, to the cent. Anything that doesn't tie is marked **Needs a look**, with a plain note saying what's off.
3. **Review and fix.** On a bank or card statement, correct a row, move it to the right account, add a missing transaction or remove one that shouldn't be there. On checks, correct a check.
4. **Download.** Choose a ready-made format, such as **Standard**, **QuickBooks-ready** or **Xero-ready**, and download it as CSV or Excel. Tick several documents in a page's list to download them together in one file.
{% hint style="info" %}
**Note:** Convert doesn't connect to banks or to any accounting software. Documents come in only as PDFs you upload, and data goes out only as files you download.
{% endhint %}
Convert doesn't keep books. If you want ZeraBooks to keep the books, use the ZeraBooks General Ledger.
## Find your way around
The left navigation is the same on every Convert page.
| Item | What you do there |
| --- | --- |
| **Home** | See the last 30 days at a glance: documents converted, pages used on your plan, what needs a look and your latest documents. |
| **Bank & Credit Cards** | Upload bank and card statements, check the proof and fix rows. |
| **Checks** | Upload checks, with the amount in words checked against the figures. |
| **Invoices** | Upload invoices and bills, with every line checked against the totals. |
| **Investments** | Upload brokerage and retirement statements: holdings and cash activity. |
| **Financial Statements** | Upload profit and loss, balance sheet and cash flow statements, with their totals checked. |
| **Help Center** | Opens this Help Center in a new tab. |
Click **ZeraBooks Convert** at the top of the sidebar to open its menu. It holds, in order: **Switch to General Ledger** (or **Keep your books in ZeraBooks** if your account doesn't have it yet), **Replay the walkthrough**, **Billing** (your plan, pages used, changing plan and Manage billing) and **Sign Out**.
## Where to go next
{% cards %}
- [Start using Convert](https://www.zerabooks.com/help/convert-getting-started/start-using-convert) icon="send" — Sign up, start your trial and take the walkthrough.
- [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents) icon="upload" — Upload PDFs on each document page.
- [How Convert proves a statement](https://www.zerabooks.com/help/convert-documents/how-convert-proves-a-statement) icon="circle-check" — What "Proven" means and why a statement needs a look.
- [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data) icon="download" — CSV or Excel, one document or several together.
- [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format) icon="file-spreadsheet" — Which ready-made format fits your software.
- [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages) icon="card" — What each plan includes and what counts as a page.
{% endcards %}
## Frequently Asked Questions
Who is ZeraBooks Convert for?
Anyone who needs clean data from financial documents: bookkeepers, accountants and business owners who work in QuickBooks, Xero, Sage or a spreadsheet. Convert turns the documents into checked CSV or Excel files for that software.
What documents can Convert read?
Bank and credit card statements, checks, invoices and bills, investment statements, and financial statements (profit and loss, balance sheet and cash flow). Each must be a PDF of up to 50 MB. See [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents).
Does Convert connect to my bank?
No. You upload statements as PDFs, and each one is checked against its own printed balances.
Can Convert put the data straight into QuickBooks, Xero or Sage?
No. Convert gives you a file. Choose the **QuickBooks-ready**, **Xero-ready** or **Sage-ready** format, download it, and import it into that software. See [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format).
Can Convert do my bookkeeping?
No. Convert turns documents into data. If you want the bookkeeping done, with your accounts reconciled and financial statements prepared, use the ZeraBooks General Ledger. The **Open the General Ledger** (or **Keep your books in ZeraBooks**) button at the bottom of **Home** takes you there.
Why don't I see older documents?
Convert lists the documents uploaded in the last 30 days. After that, they drop off the lists. There are no folders, so download what you need while it's listed.
Source: https://www.zerabooks.com/help/convert-getting-started/welcome-to-convert
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Start using Convert
Create your ZeraBooks account, start the 7-day free trial, choose Convert and take the short walkthrough. You can replay it, or move to the General Ledger, from the menu at the top of the sidebar.
## Sign up and start your trial
Every ZeraBooks account starts the same way, whichever product you use first.
{% stepper %}
{% step %}
### Create your ZeraBooks account
Sign up on the ZeraBooks website. If you open a Convert page while signed out, ZeraBooks asks you to sign in first and then takes you back to that page.
{% endstep %}
{% step %}
### Start your 7-day free trial
After sign-up you land on **Start your free trial** (`/trial`). Choose **Monthly** or **Annual**, click **Start your free trial**, and complete checkout on Stripe's secure page. A card is needed at checkout.
The trial starts on the ZeraBooks plan: $149 a month, or $79 a month billed yearly ($948 a year). You can move to a bigger plan later. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
{% endstep %}
{% step %}
### Choose Convert
The next screen asks **What would you like to do first?** Click **Convert documents**: "Statements and other PDFs in, clean CSV or Excel out, ready for QuickBooks, Xero or a spreadsheet."
The other choice, **AI-Native General Ledger**, is for having ZeraBooks keep the books. You can switch products later.
{% endstep %}
{% step %}
### Take the walkthrough
The walkthrough runs once, the first time you open Convert. Each stop has a short silent clip. Click a clip to enlarge it. Use **Back** and **Next** to move between stops, and **Finish walkthrough** on the last one.
{% endstep %}
{% endstepper %}
## What the walkthrough covers
| Stop | Title | What it shows |
| --- | --- | --- |
| 1 | Your last 30 days at a glance. | **Home**: documents converted in the last 30 days, pages used on your plan and what needs a look. |
| 2 | Upload a statement. Proven to the cent. | **Bank & Credit Cards**: upload statements, or drop them anywhere on the page. Transactions are split by account and cardholder and checked against the statement's own balances. |
| 3 | Checks, invoices, investments and more. | Each document type has its own page and its own upload button, and how each one is read and checked. |
## Replay the walkthrough
1. Click **ZeraBooks Convert** at the top of the sidebar to open the menu.
2. Click **Replay the walkthrough**.
The same menu holds, in order: **Switch to General Ledger** (or **Keep your books in ZeraBooks**), **Replay the walkthrough**, **Billing** and **Sign Out**.
## Move to the General Ledger
The menu at the top of the sidebar also leads to the ZeraBooks General Ledger, where ZeraBooks keeps the books:
- If your account has the General Ledger, click **Switch to General Ledger**. It reads **Switching…** while it works. If the switch fails, you see "Could not open the General Ledger. Convert is unchanged. Please try again."
- If it doesn't, click **Keep your books in ZeraBooks** to see what the General Ledger does.
## Frequently Asked Questions
Is there a free version of Convert?
No. Every ZeraBooks plan starts with a 7-day free trial, and there is no free tier. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
Why was I sent to the trial page?
Your account has no active subscription or trial yet. Start your 7-day free trial to open Convert.
My subscription ended. Can I still see my documents?
Yes. If you already have Convert documents, you can still open Convert and see them. Converting new documents needs a subscription: open the menu at the top of the sidebar, click **Billing**, then click **Restart your subscription**.
How do I watch the walkthrough again?
Open the menu at the top of the sidebar and click **Replay the walkthrough**.
Do I need to set anything up before I convert?
No. Open **Bank & Credit Cards** (or the page for your document) and upload a PDF. See [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents).
Source: https://www.zerabooks.com/help/convert-getting-started/start-using-convert
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# The Home page
Convert's Home shows the last 30 days at a glance: documents converted, pages used on your plan, what needs a look and your latest documents, plus a link to the ZeraBooks General Ledger.
## What Home shows
Click **Home** in the left navigation, or the ZeraBooks logo in the sidebar. Home shows the last 30 days, the same window every document list uses. The page header says **Last 30 days**.
Home is for reading, not for uploading. You upload documents on their own pages: **Bank & Credit Cards**, **Checks**, **Invoices**, **Investments** and **Financial Statements**. See [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents).
## The line at the top
Under the header, one line sums up the last 30 days: the number of documents converted and their pages, and how many are still being read. On the right it tells you what needs you:
| It says | What it means | Click it to open |
| --- | --- | --- |
| "n documents need a look" | Documents from the last 30 days don't add up, or couldn't be read. | The first of those documents. |
| "Nothing needs you" | Every document adds up. | **Bank & Credit Cards**. |
While a document is being read, Home keeps its figures up to date by itself.
## Get started
Before your first document, Home shows **Get started** with two steps:
1. **Convert a statement.** Click **Bank & Credit Cards** and upload a statement.
2. **Download it.** Download it as CSV or Excel, ready for QuickBooks, Xero or a spreadsheet. Tick several statements in the list to download them together. See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
## The cards
| Card | What it shows |
| --- | --- |
| **Pages** | Pages used on your plan, for example "420 of 1,000", with your plan's name, a bar, the pages left and when they reset. Pages that can't be read never count. During the free trial it shows when the trial ends. At 80% or more, or when uploads are waiting, a button offers more pages: **Move to {next plan}** (for example **Move to ZeraBooks 2,500**), **Start your plan now** during the trial, or **Get more pages**. It opens the **Get more pages** dialog right on Home. |
| **Needs a look** | Documents from the last 30 days that don't add up to their own totals, or couldn't be read, each with the reason. Click one to open it. |
| **Recent documents** | The documents converted in the last 30 days, newest first, with their kind, account, period, pages, upload date and status. Click one to open it on its page. |
## Your books
Under the cards, **Want the bookkeeping done, not just the data?** leads to the ZeraBooks General Ledger, which categorizes your transactions, reconciles your accounts and prepares your financial statements. Click **Open the General Ledger** if your account has it, or **Keep your books in ZeraBooks** if not.
## Frequently Asked Questions
Can I upload documents on Home?
No. Home is read-only. Upload on the page for the document type, for example **Bank & Credit Cards**: click the header's **Upload statements** button, or drop PDFs anywhere on the page. See [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents).
Can I see an earlier month?
No. Home and every document list show the last 30 days. Older documents drop off the lists, so download what you need while it's listed.
What does "Needs a look" mean?
A total in the document doesn't tie to the cent, a statement prints no balances to check against, or the document couldn't be read. Click it to see why. See [How Convert proves a statement](https://www.zerabooks.com/help/convert-documents/how-convert-proves-a-statement).
Where do I see more about my plan?
Open the menu at the top of the sidebar and click **Billing**. When you're close to your pages, the button on the **Pages** card also lets you get more pages without leaving Home. See [Billing](https://www.zerabooks.com/help/convert-plan-and-settings/convert-settings).
How do I get to the General Ledger?
Click **Open the General Ledger** (or **Keep your books in ZeraBooks**) at the bottom of Home, or use the menu at the top of the sidebar.
Source: https://www.zerabooks.com/help/convert-getting-started/the-home-page
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Upload documents
Upload PDFs of statements, checks, invoices and other documents on each document page. Each one is recognized, filed on its own page, read line by line and checked against its own totals.
## Where to upload
ZeraBooks Convert reads PDFs. Each document type has its own page in the left navigation, and you upload on that page:
| Page | Header button |
| --- | --- |
| **Bank & Credit Cards** | **Upload statements** |
| **Checks** | **Upload checks** |
| **Invoices** | **Upload invoices** |
| **Investments** | **Upload statements** |
| **Financial Statements** | **Upload statements** |
**Home** has no upload. It's a read-only dashboard of the last 30 days. See [The Home page](https://www.zerabooks.com/help/convert-getting-started/the-home-page).
## Upload one or more files
1. In the left navigation, click the page for the document type, for example **Bank & Credit Cards**.
2. Click the **Upload** button in the page header, for example **Upload statements**, and choose your PDFs. You can choose several files at once.
3. Or drag your PDFs anywhere onto the page. While you drag, the page shows where to drop them, for example "Drop bank and credit card statements".
4. While the files upload, the button reads "Uploading 1 file…" or "Uploading n files…".
5. Each document then appears in the page's list with the status **Reading**. Reading usually takes under a minute, and the list refreshes on its own.
When a page has no documents from the last 30 days, it shows a large drop area instead of the list: "No statements in the last 30 days", the upload button, and "or drop PDFs anywhere on this page".
### A file of another type
You don't have to sort files first. Convert works out what each file is. If you upload a check or an invoice on another page, it's filed on its own page. On **Checks**, **Invoices**, **Investments** and **Financial Statements**, a note tells you where it went, for example "{file} is an invoice, so it was filed in Invoices." The page name in the note is a link.
## Accepted files and limits
| What | Rule |
| --- | --- |
| File type | PDF only. Images, CSV and Excel files are refused with "Only PDF files can be converted." |
| Size | Up to 50 MB per file. A larger file is refused with "{file name} is over 50 MB." |
| Pages | Up to 500 pages per file. A longer PDF is refused with a message to split it into parts and upload each one. |
| Several at once | Yes. Choose or drop as many PDFs as you like. |
| Document types | Bank statements, credit card statements, checks, invoices, investment statements and financial statements. |
{% hint style="info" %}
**Note:** Convert doesn't connect to banks. Documents come in only as PDFs you upload.
{% endhint %}
## What happens next
Each document is read line by line and checked against the totals printed on it. Its status then shows in the list on its page:
| Status | What it means |
| --- | --- |
| **Reading** | The document is still being read. You can't open it until it finishes. |
| **Proven ✓** | Every check passed: the document adds up to its own printed totals. |
| **Needs a look** | Something doesn't add up, or there's a note to review. Open it to see a plain note saying what. |
| **Couldn't read** | The document could not be read. Its page shows the reason. Upload the file again, or a clearer copy. |
When a proof doesn't tie, Convert reads the document again automatically, up to two more times, and keeps the best attempt. Documents that need a look or couldn't be read also show on the **Needs a look** card on **Home**. See [The Home page](https://www.zerabooks.com/help/convert-getting-started/the-home-page).
## Pages and your plan
Each document's page count comes from the PDF, and those pages count toward your plan's pages. Pages that couldn't be read never count. A document that's already uploading or reading always finishes, even if it takes you past your plan's pages. After that, new uploads wait: the notice says your file is waiting and shows **Get more pages and convert it** (**…convert them** for several files). Move up in the dialog that opens, and the waiting files upload and convert automatically. From 80% of your pages, a banner on the page offers **Get more pages** before you run out. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
## The 30-day list
Convert's lists show the documents uploaded in the **last 30 days**. After that, documents drop off the lists. There are no folders, so download what you need while it's listed.
## Frequently Asked Questions
Can I upload on the Home page?
No. **Home** is a read-only dashboard. Upload on the page for the document type: click its header button, such as **Upload statements**, or drop PDFs anywhere on the page.
Can I upload images, Excel or CSV bank statements?
No. Convert reads PDFs only. Other files are refused with "Only PDF files can be converted." If your bank offers a PDF statement, download that and upload it.
How big can a file be?
Up to 50 MB per PDF. A larger file is refused with "{file name} is over 50 MB." Split the PDF into smaller files and upload each one.
Where did my file go after I uploaded it on the wrong page?
It was recognized and filed on the page for its type, such as **Checks** or **Invoices**. On a type page, a note names the page it went to, with a link.
How long does reading take?
Usually under a minute. The document shows **Reading** until it finishes, and the list updates on its own.
Why doesn't a document I uploaded last month show?
Lists only show the last 30 days, so older documents drop off. Upload the PDF again if you need it.
What does "This document could not be read. Try again, or upload a clearer copy." mean?
Convert couldn't read the file. Upload it again, or upload a clearer copy of the PDF. A document that can't be read never counts toward your pages. See [When a document can't be read](https://www.zerabooks.com/help/convert-documents/when-a-document-cant-be-read).
What if reading stops part way?
The document shows **Couldn't read** with "Reading was interrupted. Upload the file again to finish it." Upload the same PDF again.
Source: https://www.zerabooks.com/help/convert-documents/upload-documents
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Bank and credit card statements
The Bank & Credit Cards page lists every statement by bank and card, splits the transactions by account and cardholder, checks them against the printed balances and lets you download them, one at a time or several together.
## Open a statement
1. In the left navigation, click **Bank & Credit Cards**.
2. On the left, statements are listed in two groups: **Bank Statements** and **Credit Card Statements**.
3. Click a statement to open its transactions on the right.
Each statement's tile shows:
- the file name you uploaded;
- the account name and last 4 digits, with "+n" when the statement holds more than one account;
- the statement period;
- its status: **Reading**, **Proven ✓**, **Needs a look** or **Couldn't read**;
- a tick box, once the statement has been read, for downloading several statements together (see below).
The list shows every statement uploaded in the last 30 days, newest first. To add more, click **Upload statements** in the page header, or drop PDFs anywhere on the page. See [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents).
## Accounts and cardholders
One PDF can hold more than one account. Convert splits the transactions by account, and each account gets its own group with:
- "Bank account" or "Credit card" above the account name and last 4 digits;
- the number of transactions, for example "42 Transactions";
- **Add a missing transaction**, for a line the statement shows that wasn't read (see [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement)).
If a transaction landed under the wrong account, click it and choose the right one in the **Account** picker. See [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement).
On a card statement with several cardholders, such as an Amex statement with extra cards, each transaction is assigned to its cardholder and shown in a **Cardholder** column. Transactions that belong to no cardholder show "Account". On a bank account whose statement lists spending by debit card, the column is called **Card** and shows the card, for example "Card ••5164".
Above the groups, the proof shows whether each account adds up to the balances printed on the statement. See [How Convert proves a statement](https://www.zerabooks.com/help/convert-documents/how-convert-proves-a-statement).
## The columns
| Column | What it shows |
| --- | --- |
| **Date** | The transaction date, for example "Jan 4". |
| **Description** | The description as printed. "edited" is added after you correct it. |
| **Cardholder** or **Card** | Shown only when the statement splits spending by cardholder or card. |
| **Type** | The section the line was printed in: Deposit, Withdrawal, Check, Fee, Interest, Payment, Credit, Charge, Transfer or Other. If the statement has no sections, the direction decides: Charge or Payment on cards, Withdrawal or Deposit on bank accounts. |
| **Amount** | The amount. Money out is shown as a negative amount. |
## The toolbar
| Control | What it does |
| --- | --- |
| **Filter n transactions…** | Type to show only the rows whose description, amount or date contains what you typed. |
| **Download** | Opens the **Download** dialog for this statement. See below. |
## Download a statement
1. Click **Download** in the toolbar. The **Download** dialog opens.
2. Choose the options:
- **Format**: **Standard**, **Money in and out**, **QuickBooks-ready**, **Xero-ready**, **Sage-ready** or **All details**. Each format shows its columns under its name. See [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format).
- **File**: **CSV** or **Excel**.
- **Split**: **Automatic**, **One file**, **One per account**, or **One per cardholder** (shown only when the statement has cardholders).
3. Click **Download**. The button reads **Making the file…** while the file is made.
Your **File** and **Split** choices are remembered in this browser. If the statement still needs a look, the dialog says so: you can still download it, but check the rows first.
## Download several statements together
1. In the list on the left, tick the box beside each statement you want. Only statements that have been read (**Proven ✓** or **Needs a look**) have a box.
2. A box appears at the top of the list: "2 chosen", with **Clear** to untick them all.
3. Click **Download 2 together** (the number follows how many you ticked), choose the options as above, and click **Download**.
The statements come in one file. With **One per account** (or **Automatic** when there are several accounts), each account gets its own tab in Excel; as CSV, the files come together in a ZIP. See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
## Frequently Asked Questions
Why does one PDF show more than one account?
Some banks print several accounts in one statement. Convert splits the transactions by account and proves each account against its own balances. The tile shows "+n" for the extra accounts.
How are Amex and other card statements with several cardholders handled?
Each charge is assigned to the cardholder it's printed under, and each cardholder's charges are checked against the total the statement prints for them. When you download, choose **One per cardholder** (or **Automatic**) to get a sheet or file for each cardholder.
Can I download a statement that needs a look?
Yes, but check it first. The proof reads "Needs a look before you download." until every account adds up. Fixing it first means the file matches the statement. See [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement).
Can I put a month of statements in one file?
Yes. Tick each statement in the list, then click **Download n together**. Choose **One file** to have every transaction together, or **One per account** for a tab or file per account.
Does Convert connect to my bank?
No. Download the statement PDF from your bank and upload it.
Source: https://www.zerabooks.com/help/convert-documents/bank-and-card-statements
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# How Convert proves a statement
Convert checks every account on a statement against the balances the bank printed, to the cent. Here is what the proof checks and what Proven and Needs a look mean.
## What the proof checks
When ZeraBooks Convert reads a bank or credit card statement, it adds up the transactions it read and compares the result with the balances printed on the statement. This is plain arithmetic, done for every account on the statement:
| Account | The proof |
| --- | --- |
| Bank account | Opening balance + transactions = closing balance |
| Credit card | Previous balance, plus charges and minus payments = new balance |
| Cardholder (card statements that print a total per cardholder) | That cardholder's charges = their printed total |
Every figure must match **to the cent**. For a cardholder, the total may tie either as their charges less refunds or as their charges alone, because card issuers print it both ways.
## Read the proof
The proof sits above the transactions on **Bank & Credit Cards**. Its first line gives the verdict, and there's one line per account under it.
- **Proven:** "Proven: every account adds up to the statement to the cent."
- **Not proven:** "Needs a look before you download."
Each account's line shows the sum, for example "Business Checking 1234 · Opening $5,000.00 + $1,250.00 in transactions = closing $6,250.00", followed by one of:
- "✓ matches the statement": this account adds up.
- "— the statement says $A, off by $B. Fix a row or add a missing one.": the transactions read don't reach the printed balance. The difference is the amount you're looking for.
For card statements, the line reads "Previous balance … in charges and payments = new balance …". When every cardholder ties, you see "Cardholders · all n match their printed totals ✓". If one doesn't: "A cardholder's charges don't match their printed total (off by $X)."
## Proven ✓ and Needs a look
A statement is **Proven ✓** only when both are true:
1. Every account, and every cardholder with a printed total, ties to the cent.
2. There are no notes left to review.
Otherwise it shows **Needs a look**. Notes appear under the account lines, in the words Convert uses, for example "3 row amount(s) could not be read."
When a statement doesn't tie on the first read, Convert reads it again automatically, up to two more times, and keeps the best attempt. If it still doesn't tie, it's over to you: see [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement). The proof is worked out again after every change you save.
{% hint style="info" %}
**Tip:** When an account is off, open your PDF of the statement and compare its lines with the transactions for that account. A missed line usually shows up as a difference equal to its amount. A difference of twice a line's amount often means a line was read in the wrong direction (money in instead of money out).
{% endhint %}
## Statements without balances
Some statements don't print an opening and closing balance for an account. Then there's nothing to prove that account against, and its line reads "{Account} · the statement prints no balances to check against."
A statement can only be **Proven ✓** when every account has balances to check against. A statement without balances stays at **Needs a look**, even when every line was read correctly. Compare it with your PDF, then download it as usual.
## Frequently Asked Questions
What does "Proven" mean?
Every account on the statement adds up to the balances the bank printed, to the cent, and nothing is left to review. The transactions you download match the statement.
Why is my statement "Needs a look"?
An account doesn't tie to the cent, an account has no printed balances, or there's a note to review, such as an amount that couldn't be read. The lines in the proof say which.
Can I still download a statement that needs a look?
Yes. Nothing stops the download, but the file may not match the statement. Fix it first where you can. See [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement).
What changes the proof?
Amounts, and missing or extra lines. Correcting a date or description doesn't change the totals. The proof is worked out again every time you save a change.
Why does a credit card proof use "previous balance" and "new balance"?
That's how card statements print them. Charges raise what you owe and payments lower it, so the previous balance plus charges, minus payments, must equal the new balance.
Are checks, invoices and investment statements proven too?
Yes, each in its own way. Checks compare the amount in words with the figures, invoices check lines against their totals, investments check values and holdings, and financial statements check every total. See [Checks](https://www.zerabooks.com/help/convert-documents/checks), [Invoices](https://www.zerabooks.com/help/convert-documents/invoices), [Investment statements](https://www.zerabooks.com/help/convert-documents/investment-statements) and [Financial statements](https://www.zerabooks.com/help/convert-documents/financial-statements).
Source: https://www.zerabooks.com/help/convert-documents/how-convert-proves-a-statement
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Fix a statement
When a statement doesn't add up, correct a misread row, move a transaction to the right account, add a line that was missed or remove one that isn't on the statement. The proof is checked again every time you save.
## Find what's wrong
1. In the left navigation, click **Bank & Credit Cards** and open the statement marked **Needs a look**.
2. Read the proof above the transactions. An account that doesn't add up says how far off it is: "— the statement says $A, off by $B. Fix a row or add a missing one."
3. Open your PDF of the statement and compare its lines with the transactions for that account. The difference is often the amount of a missed or misread line.
See [How Convert proves a statement](https://www.zerabooks.com/help/convert-documents/how-convert-proves-a-statement) for what each line of the proof means.
## Correct a row
1. Click the row (or select it and press Enter). It opens for editing.
2. Change what was misread:
- **Date**
- **Description**
- **Account** (statements with more than one account only; see below)
- **Cardholder** (card statements with cardholders only; choose **Account (no cardholder)** for a line that belongs to no cardholder)
- **Amount (minus for money out)**
3. Click **Save** (or press Enter in the amount). **Cancel** closes the row without changes.
The row then shows "edited" beside its description.
Type amounts with a minus sign for money out, for example `-42.10`. You can also type `$1,234.56` or `(1,234.56)`; brackets mean money out. If Convert can't read what you typed, you'll see "Enter the amount, with a minus sign for money out (e.g. -42.10)."
## Move a transaction to the right account
On a statement that holds more than one account, a transaction is sometimes put under the wrong one. When that happens, both accounts are off by the same amount.
1. Click the row to open it.
2. In the **Account** picker, choose the account it belongs to. Each choice reads "Account:" or "Card:" with the account's name and last 4 digits.
3. If the new account has cardholders, choose the **Cardholder** again; changing the account clears it.
4. Click **Save**.
The transaction moves to that account's group, and the proof for both accounts is worked out again. The **Account** picker only appears when the statement has more than one account.
## Add a missing transaction
Each account has its own **Add a missing transaction** button, beside its name and number of transactions.
1. Click **Add a missing transaction** on the account the line belongs to.
2. Enter the **Date**, **Description** and **Amount (minus for money out)** exactly as printed, and the **Cardholder** if the statement has cardholders.
3. Click **Save**.
The new transaction is added to that account. Its **Type** is set from its direction: Charge or Payment on a card, Withdrawal or Deposit on a bank account.
## Remove a transaction
For a line that was read but isn't on the statement (for example, a line read twice):
1. Click the row to open it.
2. Click **Remove this transaction**.
{% hint style="warning" %}
A removed transaction can't be brought back. If you remove one by mistake, add it again with **Add a missing transaction**.
{% endhint %}
## The proof re-checks after every change
Each time you save an edit, move a transaction, add one or remove one, Convert works the proof out again from the saved transactions. When every account ties and nothing is left to review, the statement turns **Proven ✓**.
Downloads use your corrected transactions.
If most of the statement was read badly, uploading a clearer copy of the PDF may be faster than fixing it row by row. See [When a document can't be read](https://www.zerabooks.com/help/convert-documents/when-a-document-cant-be-read).
## Frequently Asked Questions
I fixed every row but the statement still says "Needs a look". Why?
There may be a note that isn't about the balances, such as "3 row amount(s) could not be read." Notes like that stay after edits. Or the statement prints no balances for an account, so it can't be proven. Compare it with your PDF and download it as usual.
How do I enter money out?
With a minus sign, for example `-42.10`, or in brackets, `(42.10)`. Money in has no sign.
What does "Enter the date as a full date." mean?
The date isn't complete. Pick or type the full date, with day, month and year.
Can I change the account a transaction belongs to?
Yes, on a statement with more than one account. Click the row, choose the right account in the **Account** picker and click **Save**. The proof updates for both accounts. See [Move a transaction to the right account](#move-a-transaction-to-the-right-account).
Will my corrections carry over if I upload the statement again?
No. A file uploaded again is read as a new document, without your edits. Keep fixing the one you have, or download it first.
Do my corrections show up in the download?
Yes. Every download is made from the transactions as they are now, with your edits, moved rows, added rows and removed rows.
Source: https://www.zerabooks.com/help/convert-documents/fix-a-statement
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# When a document can't be read
What to do when a document shows Couldn't read, or reading stopped part way: upload the PDF again, or a clearer copy. Pages that couldn't be read never count.
## How it shows
A document that couldn't be read shows **Couldn't read** in the list on its page. Click it to see the reason, for example:
| Message | What it means |
| --- | --- |
| "This document could not be read. Try again, or upload a clearer copy." | Convert couldn't read the file. |
| "Reading was interrupted. Upload the file again to finish it." | Reading stopped part way. |
| "That file is not a readable PDF." | The file is damaged or isn't a real PDF. |
| "This PDF has n pages. Convert reads up to 500 pages per file — split it into parts and upload each one." | The PDF is too long to read in one go. |
Documents that couldn't be read also show on the **Needs a look** card on **Home**.
## Upload it again
1. Open the page for the document type, for example **Bank & Credit Cards**.
2. Click the header's upload button, such as **Upload statements**, and choose the PDF again. Or drop it anywhere on the page.
3. The new upload is read from the start and gets its own status and proof.
If the same file fails again, upload a clearer copy: download the statement again from your bank or the sender, or scan the paper again at a higher quality.
{% hint style="info" %}
**Note:** Pages that couldn't be read never count toward your plan. Uploading the file again only counts the pages once they're read.
{% endhint %}
## A document that was read but looks wrong
- **Bank and card statements:** fix the rows on the statement itself. See [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement).
- **Checks:** click a check to correct it. See [Checks](https://www.zerabooks.com/help/convert-documents/checks).
- **Invoices, investment statements and financial statements:** these can't be edited. Upload a clearer copy of the PDF.
## Frequently Asked Questions
Can I remove a document?
No. You don't need to: lists only show the last 30 days, so older documents drop off on their own.
Does a document that couldn't be read use pages?
No. Failed pages never count toward your plan. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
Will the failed document stay in my list?
Yes, until it drops off after 30 days. Upload the file again and use the new one.
Why does reading take several tries on its own?
When a statement doesn't add up on the first read, Convert reads it again automatically and keeps the best attempt. You don't need to do anything while it shows **Reading**.
Source: https://www.zerabooks.com/help/convert-documents/when-a-document-cant-be-read
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Checks
The Checks page reads each written check's number, date, payee, memo and amount, and proves the amount in figures against the amount written in words.
## What's read from a check
Upload PDFs or scans of written checks on the **Checks** page: click **Upload checks** in the page header, or drop them anywhere on the page. One PDF can hold many checks. For each check, ZeraBooks Convert reads:
- the check number, date, payee, memo and amount;
- the amount written in words;
- the bank, the payer and the last 4 digits of the account it's written on.
## Open a check document
1. In the left navigation, click **Checks**.
2. Pick a document under **Check Documents** on the left. Its tile shows the account ("Account ••1234") or the page count.
3. The checks open on the right, grouped by the bank account they're written on: "Written by {payer}" (or "Written on"), the bank and last 4 digits, and the number of checks.
The columns are **Check no.**, **Date**, **Payee**, **Memo** and **Amount**, followed by a proof mark for each check:
| Mark | What it means |
| --- | --- |
| ✓ | "The amount in words matches the figures" |
| Orange warning triangle | "The amount in words doesn't match the figures" |
## The words-vs-figures proof
Every check carries its amount twice: in figures and in words. Convert compares the two for each check.
- **All match:** "The amount in words matches the figures on all n checks ✓" (or "on the check" for one), with the number of checks and their total, for example "12 checks · $8,430.00 in all".
- **Some don't:** "x of n checks need a look before you download", with a line for each one:
- "Check 102 · the words say $A, but the figures say $B. Click the check to fix it."
- "Check 102 · the amount in words couldn't be read. Compare it with the PDF and fix the amount if needed."
- **No checks found:** "No checks were found in this document."
The document is **Proven ✓** only when every check matches and nothing else is left to review.
## Fix a check
1. Click the check (or select it and press Enter).
2. Correct the **Check number**, **Date**, **Payee**, **Memo** or **Amount**. While you edit, "Written in words: …" shows what was read in words, so you can compare.
3. Click **Save**, or press Enter. Press Esc or click **Cancel** to leave without changes.
Enter the amount in figures, with no minus sign needed, for example `1,284.60`. Checks are always saved as money out. If the amount is empty or zero, you'll see "Enter the check amount in figures, e.g. 1,284.60."
After you save, each check is proven again against its amount in words, and the check shows "edited" beside its payee.
## The toolbar
- **Filter:** type in **Filter n checks…** to show only the checks whose number, payee, memo, amount or date contains what you typed. With no match: "No checks match your filter."
- **Download:** opens a small menu: **Excel** or **CSV**. See below.
## Download checks
Open the document and click **Download** in its toolbar, then click **Excel** or **CSV**. The file downloads at once; there's no dialog, because checks have one format, **All details**, with the columns Check Number, Date, Payee, Amount, Memo, Written By, Bank, Account Last 4 and Source File. To download several documents in one file, tick them in the list on the left, click **Download n together** at the top of the list, then **Excel** or **CSV**. See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
## Frequently Asked Questions
Can I add or remove a check?
No. On the **Checks** page you can correct a check's number, date, payee, memo and amount. If checks are missing, upload a clearer copy of the PDF.
How do I get checks into my accounting software?
Download them as CSV or Excel and import the file into your software.
What if the amount in words couldn't be read?
Compare the check with your PDF. If the figures are right, there's nothing to change. If they're wrong, click the check and correct the **Amount**.
Why does the amount have no minus sign?
A check is always money out, so Convert saves it that way. Type the amount as a positive figure, for example `1,284.60`.
How do I download checks?
Click **Download** on the check document, then **Excel** or **CSV**. For several documents at once, tick them in the list, click **Download n together**, then choose the file type.
Can I scan paper checks?
Yes, as long as the scan is saved as a PDF. Convert accepts PDFs only, up to 50 MB each.
Source: https://www.zerabooks.com/help/convert-documents/checks
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Invoices
The Invoices page reads every invoice in a PDF, line by line, and proves the lines against the subtotal, the total and the amount due.
## What's read from an invoice
Upload invoices and bills on the **Invoices** page: click **Upload invoices** in the page header, or drop them anywhere on the page. One PDF can hold one invoice or many, and each invoice is shown as its own card. For each invoice, ZeraBooks Convert reads:
- the invoice number and the vendor ("Vendor not printed" when there's none);
- **Bill to**, **Invoice date**, **Due date**, **Terms** and **PO number**;
- every line, with **Description**, **Qty**, **Unit price** and **Amount**;
- the totals: **Subtotal**, any discount, tax (with its rate), shipping or other charges, **Total**, any payments, and **Amount due**.
## Open an invoice document
1. In the left navigation, click **Invoices**.
2. Pick a document under **Invoice Documents** on the left. Its tile shows the number of invoices and a date.
3. The invoices open on the right. The toolbar shows the file name and the number of invoices in it.
Each card is headed "Invoice {number}" and the vendor. On the right of the heading are the number of lines and the invoice's proof: **Adds up ✓**, **Needs a look** or **No totals to check**.
## How invoices are proven
Convert checks each invoice against its own printed figures:
1. Each line's quantity × unit price = the line amount.
2. The lines add up to the subtotal.
3. The subtotal, with discounts, tax, shipping and other charges, adds up to the total.
4. The total, less payments, equals the amount due.
The banner above the cards gives the result:
| Banner | What it means |
| --- | --- |
| "Lines add up to the subtotal and the total ✓" (with "on all n invoices" when there are several) | Every invoice adds up. |
| "Needs a look before you download." | At least one figure doesn't add up. A line for each one says which, for example that the lines add up to one amount but a different subtotal is printed. |
| "These invoices print no totals to check against." | There are no totals to check the lines against. |
| "No invoices were found in this document." | Convert didn't find an invoice in the PDF. |
A figure that doesn't add up is marked with an orange warning triangle on the card.
## Editing
Invoices can't be edited in Convert. If an invoice was read wrongly, compare it with your PDF and upload a clearer copy. See [When a document can't be read](https://www.zerabooks.com/help/convert-documents/when-a-document-cant-be-read).
## Download invoices
Open the document and click **Download** in its toolbar. In the **Download** dialog, choose a **Format**, choose **CSV** or **Excel**, and click **Download**. To download several documents in one file, tick them in the list on the left, then click **Download n together** at the top of the list.
There are two ready-made formats for invoices:
- **All details**: two sheets, "Invoices" (one row per invoice) and "Line Items" (one row per line). In Excel they're two sheets in one file; as CSV, you get a ZIP with two CSV files.
- **Bills import (one row per line)**: one sheet with the vendor, bill number, dates and each line, the shape most bill imports take.
See [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format) and [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
## Frequently Asked Questions
Can one PDF hold several invoices?
Yes. Each invoice in the PDF gets its own card, and the proof covers all of them.
Can I edit an invoice line?
No. Invoices can't be edited in Convert. Upload a clearer copy of the PDF if one was read wrongly.
How do I download invoices?
Click **Download** on the invoice document. For several documents at once, tick them in the list and click **Download n together**.
Why did my CSV download come as a ZIP?
The **All details** format has two sheets, "Invoices" and "Line Items", and a CSV file can hold only one. Convert puts both CSV files in a ZIP. Choose **Excel** to get both sheets in one file, or a one-sheet format such as **Bills import (one row per line)**.
Can I import invoices as bills?
Yes. Download them in the **Bills import (one row per line)** format: one row per invoice line, with the vendor, bill number and dates on every row, the shape most bill imports take.
What does "No totals to check" mean?
The invoice prints no subtotal or total, so there's nothing to prove its lines against. Compare it with the PDF before you use it.
Source: https://www.zerabooks.com/help/convert-documents/invoices
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Investment statements
The Investments page reads brokerage and retirement statements: account values, holdings and cash activity, each proven against the statement's own figures.
## Open an investment statement
Upload brokerage and retirement statements on the **Investments** page: click **Upload statements** in the page header, or drop them anywhere on the page.
1. In the left navigation, click **Investments**.
2. Pick a statement under **Investment Statements** on the left.
3. It opens on the right. The toolbar shows the institution and the statement period.
## What each account shows
Each investment account on the statement gets its own section, headed "Investment account", the account name and last 4 digits, and its period.
### Values
A row of tiles: **Beginning value**, one tile for each movement the statement prints between the two values, and **Ending value**.
### Holdings
Every position, with **Symbol**, **Description**, **Quantity**, **Price** and **Market value**, then **Total holdings**. Cash positions show "Cash" as their symbol. If the statement lists none: "This statement lists no holdings."
### Cash activity
"Cash activity · n", with **Date**, **Description**, **Type** and **Amount** for each cash transaction. If there's none: "No cash activity this period."
## The proofs
ZeraBooks Convert checks four things for each account, whenever the statement prints the figures to check against:
| Proof | What must hold |
| --- | --- |
| Account value | Beginning value + activity and market change = ending value |
| Holdings | The positions add up to the total holdings printed |
| Prices | Quantity × price = market value, for every holding |
| Cash | Opening cash + cash activity = closing cash |
All figures must match to the cent. The banner at the top gives the result:
- **Proven:** "Proven: the account adds up to the statement to the cent." (or "every account adds up" when there are several).
- **Not proven:** "Needs a look before you download." The line for the failing proof says what's off, for example "— the statement says $A, off by $B."
- **No values:** "This statement prints no values to check against."
A holding whose quantity × price doesn't come to its market value is marked with an orange warning triangle.
## Editing
Investment statements can't be edited in Convert. If one was read wrongly, upload a clearer copy of the PDF. See [When a document can't be read](https://www.zerabooks.com/help/convert-documents/when-a-document-cant-be-read).
## Download investment statements
Open the document and click **Download** in its toolbar, then click **Excel** ("One workbook, a tab per table") or **CSV** ("A file per table, in one ZIP"). The file downloads at once, with no dialog. To download several documents in one file, tick them in the list on the left, click **Download n together** at the top of the list, then choose the file type.
Investment statements download in the **All details** format, with three sheets:
- **Summary**: one row per account and period, with the beginning value, deposits, withdrawals, dividends and interest, fees, change in value and ending value.
- **Holdings**: every position, with its account.
- **Activity**: every transaction, with its account. See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
## Frequently Asked Questions
Which investment statements can Convert read?
Brokerage and retirement statements from any brokerage, as PDFs up to 50 MB each.
What does "Proven" mean for an investment statement?
The account value, the holdings total, every holding's price and the cash balance all add up to what the statement prints, to the cent.
Can I edit a holding or a cash transaction?
No. Investment statements can't be edited in Convert. Upload a clearer copy of the PDF if one was read wrongly.
How do I download holdings and activity?
Click **Download** on the statement, then **Excel** or **CSV**. For several at once, tick them in the list and click **Download n together**. You get a "Summary" sheet, a "Holdings" sheet and an "Activity" sheet.
Why did my CSV download come as a ZIP?
The **All details** format has three sheets, "Summary", "Holdings" and "Activity", and a CSV file can hold only one. Convert puts the CSV files in a ZIP. Choose **Excel** to get all three as tabs in one workbook.
Why does my statement say "This statement prints no values to check against."?
Convert found no printed values, such as a beginning and ending value or a holdings total, to prove the statement against. Compare it with the PDF before you use it.
Source: https://www.zerabooks.com/help/convert-documents/investment-statements
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Financial statements
The Financial Statements page reads profit and loss statements, balance sheets and cash flow statements line by line, and checks every total against the lines it adds up.
## Open a financial statement
Upload PDFs of a profit and loss, balance sheet or cash flow statement on the **Financial Statements** page: click **Upload statements** in the page header, or drop them anywhere on the page. One PDF can hold several statements.
1. In the left navigation, click **Financial Statements**.
2. Pick a document under **Financial Statements** on the left.
3. It opens on the right. The toolbar shows the company name and the number of statements in the document.
## What each statement shows
Each statement gets its own section:
- **The heading:** the statement type (Profit and loss, Balance sheet, Cash flow or Financial statement), the company and the statement's title.
- **The date,** as printed: "As of {date}", a date range, "Through {date}" or "From {date}".
- **The basis,** when printed, for example "Accrual basis" or "Cash basis".
- **The lines,** with **Account** and the amount column (named as printed, or **Amount**). Lines are indented by level, and totals are in bold.
## How financial statements are proven
ZeraBooks Convert checks every total against the lines it adds up, and checks the statement's own formulas. On a balance sheet, it also checks that assets equal liabilities plus equity.
The banner at the top gives the result:
| Banner | What it means |
| --- | --- |
| "Every total adds up ✓" (with "; assets = liabilities + equity" for a balance sheet) | Every total checks out. Each statement shows how many totals were checked, for example "12 totals checked ✓". |
| "Needs a look before you download." | A total doesn't match its lines. A line for each one says which total, what the lines come to and what the statement prints. |
| "No totals could be checked in these statements." | There were no totals to check the lines against. |
| "No financial statements were found in this document." | Convert didn't find a financial statement in the PDF. |
A total that doesn't add up is marked with an orange warning triangle.
## Editing
Financial statements can't be edited in Convert. If one was read wrongly, upload a clearer copy of the PDF. See [When a document can't be read](https://www.zerabooks.com/help/convert-documents/when-a-document-cant-be-read).
## Download financial statements
Open the document and click **Download** in its toolbar, then click **Excel** or **CSV**. The file downloads at once, with no dialog. To download several documents in one file, tick them in the list on the left, click **Download n together** at the top of the list, then choose the file type. Financial statements download in the **All details** format: a row for every line of each statement, with the columns Statement, Section, Line, Amount and Total. See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
## Frequently Asked Questions
Which financial statements can Convert read?
Profit and loss statements, balance sheets and cash flow statements, as PDFs up to 50 MB each. One PDF can hold several.
What does Convert check on a balance sheet?
Every total against the lines it adds up, and that total assets equal liabilities plus equity.
Can I edit a line on a financial statement?
No. Financial statements can't be edited in Convert. Upload a clearer copy of the PDF if one was read wrongly.
How do I download a financial statement?
Click **Download** on the document, then **Excel** or **CSV**. For several at once, tick them in the list and click **Download n together**. With **All details**, every line of each statement is a row, with the statement's name in the Statement column.
Does Convert build financial statements from my transactions?
No. Convert reads financial statements you upload. Building reports from your books is part of the ZeraBooks General Ledger.
What does "No totals could be checked in these statements." mean?
The statements print no totals to prove their lines against. Compare them with the PDF before you use them.
Source: https://www.zerabooks.com/help/convert-documents/financial-statements
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Download your data
Download converted documents as CSV or Excel in a ready-made format. Download one document from its toolbar, or tick several in a page's list and download them together in one file. Checks, investments and financial statements download in one click.
## Download one document
What **Download** does depends on the kind of document.
### Bank and card statements, and invoices
These have more than one format to choose from, so **Download** opens a dialog.
1. Open the document on its page, for example a statement in **Bank & Credit Cards**.
2. Click **Download** in the toolbar. The **Download** dialog opens.
3. Choose a **Format**, a **File** type and, for statements, a **Split** (see below), then click **Download**. It reads **Making the file…** while the file is made.
### Checks, investments and financial statements
These have one format, **All details**, so there's nothing to choose but the file type. **Download** opens a small menu instead of a dialog:
1. Open the document on its page, for example a check document in **Checks**.
2. Click **Download** in the toolbar.
3. Click **Excel** or **CSV**. The file downloads at once. The button reads **Making the file…** while it's made.
Under each choice, the menu says what you'll get:
| Choice | One table (checks, financial statements) | Several tables (investments: Summary, Holdings, Activity) |
| --- | --- | --- |
| **Excel** | One spreadsheet | One workbook, a tab per table |
| **CSV** | One file | A file per table, in one ZIP |
If the document still needs a look, the menu says so at the top: you can still download, but check it first. Press Esc or click elsewhere to close the menu without downloading.
## Download several documents together
Every document page lets you put several documents of its kind into one file, for example a whole month of bank and card statements in one QuickBooks-ready CSV.
{% stepper %}
{% step %}
### Tick the documents
In the list on the left of the page, tick the box beside each document you want. Only documents that have been read (**Proven ✓** or **Needs a look**) have a box. The list shows everything uploaded in the last 30 days.
{% endstep %}
{% step %}
### Check what's chosen
A box appears at the top of the list, for example "2 chosen". Click **Clear** to untick them all. If a chosen document still needs a look, the download dialog or menu says so: you can still download, but check it first. See [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement).
{% endstep %}
{% step %}
### Download
Click **Download n together** (with one ticked, it reads **Download**). For statements and invoices, choose the options in the dialog and click **Download**. For checks, investments and financial statements, click **Excel** or **CSV** in the menu. While the file is made, the button reads "Making the file…", then your browser saves it.
{% endstep %}
{% endstepper %}
A file holds one kind of document, because each page lists only its own kind. To download statements and checks, make one file on each page.
## The download options
The same options appear whether you download one document or several. Your browser remembers your last **File** and **Split**. Checks, investments and financial statements skip the dialog: you choose **Excel** or **CSV** in the menu.
### Format
A ready-made format sets the columns, how amounts are written and the date format. Each format shows its columns under its name in the dialog. Bank and card statements have **Standard**, **Money in and out**, **QuickBooks-ready**, **Xero-ready**, **Sage-ready** and **All details**. Checks, investments and financial statements have **All details**; invoices have **All details** and **Bills import (one row per line)**. See [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format).
### File
**CSV** or **Excel**. An Excel file has one sheet (tab) per group, with a bold header row. A CSV that would need more than one sheet comes as a ZIP of CSV files.
For bank and card statements, when one sheet holds several accounts (for example with **One file**), an **Account** column is added so every row says which account it belongs to. When a card statement with several cardholders isn't split by cardholder, a **Cardholder** column is added the same way. Formats that already have these columns, such as **All details**, keep them as they are.
### Split (bank and card statements)
- **Automatic**: one per cardholder on a card statement with several cardholders, one per account when there are several accounts, otherwise one file.
- **One file**: everything together.
- **One per account**: a separate sheet or file for each bank or card account.
- **One per cardholder**: a separate sheet or file for each cardholder. Offered only when the statements have cardholders.
In Excel, each account or cardholder gets its own tab in one file. As CSV, several files come together in a ZIP.
### Empty cells
A value the document doesn't show is an empty cell. ZeraBooks never guesses. See [Blank cells and missing values](https://www.zerabooks.com/help/convert-export/blank-cells-and-missing-values).
{% hint style="info" %}
**Note:** Downloads are made from your corrected rows, so edits you made on a statement are in the file.
{% endhint %}
## Frequently Asked Questions
Can I combine a month of statements into one file?
Yes. On **Bank & Credit Cards**, tick every statement for the month, click **Download n together**, choose **One file** and click **Download**.
Which format should I use for a QuickBooks bank upload?
**QuickBooks-ready**. It has exactly the three columns QuickBooks Online's bank upload takes: Date, Description and Amount. See [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format).
Why did my CSV download come as a ZIP?
The file needed more than one sheet, for example one per account or cardholder, the two sheets of an invoice's **All details**, or the Summary, Holdings and Activity sheets of an investment statement. A CSV file holds only one sheet, so the CSV files come together in a ZIP. Choose **Excel** to get one file with a tab for each.
Can I choose my own columns?
No. Downloads use the ready-made formats only. Pick the one that matches your software; **All details** has every column Convert reads.
Why can't I put statements and checks in one file?
Each page lists one kind of document, so a file holds one kind. Download the statements from **Bank & Credit Cards** and the checks from **Checks**.
Why didn't a dialog open when I downloaded checks?
Checks, investment statements and financial statements have one format, **All details**, so **Download** opens a small menu instead. Click **Excel** or **CSV** and the file downloads straight away.
Why doesn't an older document appear in the list?
Convert lists only the documents uploaded in the last 30 days. Older ones drop off the lists, so download what you need while it's listed.
Why is there no tick box beside a document?
It hasn't finished reading, or it couldn't be read. Only documents that show **Proven ✓** or **Needs a look** can be ticked.
What does "Some documents are still being read" mean?
A chosen document hasn't finished reading. Wait a moment, then click the download button again.
Source: https://www.zerabooks.com/help/convert-export/download-your-data
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Choose a download format
Convert downloads in fixed, ready-made formats. Here is what each one contains and which to pick for QuickBooks, Xero, Sage or a spreadsheet.
## What a format is
A format decides what a downloaded file looks like: which columns it has, how amounts are written and how dates are written. It only arranges what ZeraBooks already read from the document. Choosing a format never reads the document again.
Convert has a fixed set of ready-made formats for each kind of document. For bank and card statements and for invoices, you choose one each time you download, in the **Download** dialog, whether you download one document or several together. Checks, investments and financial statements have one format, **All details**, so they skip the dialog: click **Download**, then **Excel** or **CSV**, and the file downloads at once. You can't make your own format; pick the one that matches where the file is going.
## Bank and credit card statements
| Format | Columns | Use it for |
| --- | --- | --- |
| **Standard** | Date, Description, Amount (money out as a minus) | A simple file for any software or spreadsheet. Chosen first. |
| **Money in and out** | Date, Description, Money In, Money Out, Balance | A spreadsheet with money in and money out in separate columns, both positive. |
| **QuickBooks-ready** | Date, Description, Amount (money out as a minus) | The columns QuickBooks Online's bank upload takes. |
| **Xero-ready** | Date, Amount, Payee, Description, Reference | The columns Xero's statement import takes. |
| **Sage-ready** | Date, Description, Money In, Money Out, Reference | Sage's bank import, in the order it requires. |
| **All details** | Every column: Date, Description, Amount, Money In, Money Out, Balance, Account, Account Last 4, Cardholder, Type, Check Number and Source File | Your own records, or when you need the account and cardholder on each row. |
## Other documents
| Kind of document | Format | What you get |
| --- | --- | --- |
| Checks | **All details** | Check Number, Date, Payee, Amount, Memo, Written By, Bank, Account Last 4, Source File |
| Invoices | **All details** | Two sheets: "Invoices" (one row per invoice) and "Line Items" (one row per line) |
| Invoices | **Bills import (one row per line)** | Vendor, Bill No., Bill Date, Due Date, and each line's Description, Quantity, Unit Price and Amount: the shape most bill imports take |
| Investments | **All details** | Three sheets: "Summary" (Account, Period Start, Period End, Beginning Value, Deposits, Withdrawals, Net Deposits/Withdrawals, Dividends & Interest, Fees, Securities Transferred, Change in Value, Ending Value, Source File), "Holdings" (Account, Symbol, Description, Quantity, Price, Market Value) and "Activity" (Date, Account, Type, Action, Description, Quantity, Price, Amount, Source File) |
| Financial Statements | **All details** | Every line of each statement: Statement, Section, Line, Amount and Total |
## Dates and amounts
Every ready-made format writes US dates (MM/DD/YYYY).
Amounts are written one of three ways, depending on the format:
| Style | Example | Formats |
| --- | --- | --- |
| One column, money out as a minus | Amount: 250.00 in, -45.00 out | **Standard**, **QuickBooks-ready**, **Xero-ready**, **All details** |
| Two columns, both positive | Money In 250.00 · Money Out 45.00 | **Money in and out**, **Sage-ready** |
| Always positive | Amount: 45.00 | Checks and invoices |
## See a format's columns
In the **Download** dialog, each format lists its columns under its name, so you can check them before you download.
## Formats with one choice
Checks, investments and financial statements download in **All details** from a small menu, with no dialog. Under each choice, the menu says what you'll get:
- **Excel**: "One spreadsheet", or for investments "One workbook, a tab per table".
- **CSV**: "One file", or for investments "A file per table, in one ZIP".
## Columns added for you
On bank and card statements, when one sheet holds several accounts (for example with **One file**), an **Account** column is added so every row says which account it belongs to. When a card statement has several cardholders and isn't split by cardholder, a **Cardholder** column is added. Formats that already include these columns, such as **All details**, don't get them twice.
## One file or several
For bank and card statements, the **Split** option decides how the file is divided: **Automatic**, **One file**, **One per account** or **One per cardholder**. In Excel, each part is its own tab; as CSV, the parts come together in a ZIP. See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
## Frequently Asked Questions
Which format should I use for QuickBooks Online?
**QuickBooks-ready**: Date, Description and Amount, exactly what QuickBooks Online's bank upload takes. Download it as CSV and upload it in QuickBooks.
Which format should I use for Xero or Sage?
**Xero-ready** for Xero and **Sage-ready** for Sage. Download the file and import it there. Both write US dates (MM/DD/YYYY).
Can I add, rename or reorder columns?
No. Convert uses fixed, ready-made formats only. If you need every value Convert reads, use **All details** and arrange it in your spreadsheet.
Why can't I choose a format for checks or investments?
They have one ready-made format, **All details**, with every column Convert reads. Click **Download**, then **Excel** or **CSV**.
Why is a column mostly empty?
The document doesn't show that value on every row. For example, most bank lines have no reference or check number. ZeraBooks never guesses a value. See [Blank cells and missing values](https://www.zerabooks.com/help/convert-export/blank-cells-and-missing-values).
Does changing the format change files I already downloaded?
No. A file is made when you download it. To get the data in another format, download it again and choose that format.
Source: https://www.zerabooks.com/help/convert-export/choose-a-download-format
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Blank cells and missing values
Why a downloaded file can have empty cells, and why ZeraBooks never fills them with a guess.
## Documents are read once
ZeraBooks reads each document once, when you upload it. A download format only chooses and arranges what was read. It never reads the document again and never makes up a value.
So when a document doesn't show a value, that cell stays empty. For example, most bank lines have no reference: in the **Xero-ready** or **Sage-ready** format, only the rows with a check number have one.
## Common blank cells
- **Reference** or **Check Number**: only on check transactions.
- **Balance**: only when the statement prints a running balance.
- **Cardholder**: only on card statements with several cardholders.
- **Payee**: only when a payee can be read from the line.
- **Money In** and **Money Out**: each row fills one of the two; the other is empty.
- Invoice fields such as **Due Date**, **Terms**, **PO Number** or **Quantity**: only when the invoice prints them.
## Frequently Asked Questions
What if a column I want isn't on the document?
ZeraBooks never guesses. A value the document doesn't show is an empty cell. Fill it in your spreadsheet or accounting software after you download.
Why is the Reference column mostly empty?
Most bank lines aren't checks, so the statement shows no check number for them. Only check transactions have one.
A value is on the PDF but the cell is empty. What now?
Open the document and compare it with your PDF. If a transaction's details were read wrong, correct them on the statement; downloads use your corrected rows. See [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement).
Source: https://www.zerabooks.com/help/convert-export/blank-cells-and-missing-values
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Plans and pages
Convert's three plans are sold on pages processed. Here is what each plan includes, what counts as a page, and what happens when you reach your plan's pages.
## The three plans
Every ZeraBooks account starts with a 7-day free trial (a card is needed at checkout), on the plan you pick at signup. The trial includes 1,000 pages, whichever plan it's on. You pay monthly or yearly, and the plans differ by how many pages you can process:
| Plan | Monthly | Yearly | Pages |
| --- | --- | --- | --- |
| **ZeraBooks** | $149 a month | $948 a year ($79 a month) | 1,000 a month, or 12,000 a year upfront |
| **ZeraBooks 2,500** | $249 a month | $2,148 a year ($179 a month) | 2,500 a month, or 30,000 a year upfront |
| **ZeraBooks 5,000** | $599 a month | $5,388 a year ($449 a month) | 5,000 a month, or 60,000 a year upfront |
There are no add-ons and no overage bills. When you need more pages, you move to the next plan. See [Change your plan](https://www.zerabooks.com/help/convert-plan-and-settings/change-your-plan) and [/pricing](/pricing).
## See your usage
1. Click **ZeraBooks Convert** at the top of the sidebar, then click **Billing**.
2. The **Your plan** card shows your plan and its price, with its status on the right, for example **Active · renews {date}** or **Free trial · ends {date}**.
The meter reads **Pages this month** (or **Pages this year** on yearly billing, or **Pages in your free trial** during the trial), shown as "x of y · z left". The note under it says when a new month (or year) of pages starts, that a document that can't be read never uses pages, and that a document already reading always finishes. The bar turns orange at 80% and a deeper orange at 100%.
The **Pages** card on **Home** shows the same count, with the pages left and when they reset. See [Billing](https://www.zerabooks.com/help/convert-plan-and-settings/convert-settings).
## What counts as a page
- **A page is a page of a PDF you upload.** A 12-page statement uses 12 pages.
- **Pages count per billing period.** On monthly billing, that's each monthly billing period. On yearly billing, you get the whole year's pages upfront, to use whenever you like during the year.
- **Failed pages never count.** A document that couldn't be read uses no pages.
- **Uploading the same PDF again counts its pages again** once it's read, because it's read as a new document.
## Pages in your free trial
The 7-day free trial includes **1,000 pages**, whichever plan or billing it's on. If you chose a plan on the pricing page, the trial is on that plan; otherwise it's on **ZeraBooks**. When the trial ends, your plan is charged automatically, the page count starts again from zero, and you get your plan's full pages.
Need more during the trial? Click **Start my plan now** on **Billing** (or **Start your plan now** when you're close to the trial's pages). This ends the trial today, charges your plan's price to your card on file, and opens its full pages at once. Changing to a bigger plan during the trial doesn't end it: nothing is charged until the trial ends, and the trial stays at 1,000 pages. See [Change your plan](https://www.zerabooks.com/help/convert-plan-and-settings/change-your-plan).
## When you're close to your pages
From 80% of your pages, Convert suggests more pages before you run out:
- On the document pages, such as **Bank & Credit Cards**, a banner reads "**{N} pages left this month** of {total}. Move up before you run out, so nothing waits." Click **Get more pages** (or **Start your plan** during the trial). Click the **X** to hide it until your next visit.
- On **Home**, the **Pages** card shows a button: **Move to {next plan}**, **Start your plan now** during the trial, or **Get more pages**.
- On **Billing**, a note reads "You've used {x}% of your pages this month. Move up now and nothing has to wait.", with a button. The next plan is marked **Recommended**.
## Get more pages
Each of those buttons opens the **Get more pages** dialog, so you never have to leave the page you're on:
1. The dialog shows your pages used, for example "**820** of 1,000 pages used this month".
2. Choose an option. Each one shows its pages, how many more you get now, its price, and what you pay **today**. The best option is marked **Recommended**. During the free trial, the dialog offers one option: **Start {plan} now**.
3. Read the line under the options: what today's charge covers, then the regular price.
4. Click **Move up · $X today** (or **Start now · $X** during the trial), or **Not now** to change nothing.
When it's done, the dialog reads **More pages, ready**, and the new pages are yours straight away. To compare every plan instead, click **See all plans**, which opens **Billing**.
On **ZeraBooks 5,000**, the top plan, the dialog offers **Talk to us** for a custom plan instead.
## When you reach your plan's pages
**Running out never stops a document that's already converting.** A document that is already reading, or already uploading, is read in full. Only your next upload waits.
New uploads then show a plain message and a button to get more pages:
"You've used your {N} pages for this month. Move to {next plan} to keep converting."
On yearly billing it says "this year". On **ZeraBooks 5,000**, the top plan, the second sentence reads "Talk to us about higher volume." During the free trial: "You've used the 1,000 pages in your free trial. Start your plan now to keep converting."
The file you tried to upload isn't lost. The notice says it is waiting, with a **Get more pages and convert it** button (**…convert them** for several files). Move up in the dialog, and the waiting files upload and convert automatically: "Converting your {N} files now." Or wait until your pages reset.
On the document pages, a banner also reads "**You've used all {N} pages this month.** Documents already reading will finish; new uploads wait for more pages."
{% hint style="info" %}
**Note:** Reaching your plan's pages never removes anything. Everything you already converted stays in Convert.
{% endhint %}
## When your subscription isn't active
| Billing shows | What it means | Message |
| --- | --- | --- |
| **Payment due — update your card in Manage billing** | The last payment failed. New documents can't be converted. | "Your last payment didn't go through. Update your card in Manage billing to keep converting." |
| **Ended** | The subscription was canceled. Your documents stay. Click **Restart your subscription**. | "Your subscription has ended. Restart it to convert more documents; everything you converted is still here." |
| **No subscription yet** | You haven't started a trial. Click **Start your 7-day free trial**. | "Start your 7-day free trial to convert documents." |
## Other plan labels
- **Original unlimited plan**: subscribers from before these plans keep unlimited use, as their plan was sold. **Billing** says "Your plan was sold with unlimited pages, and it keeps them." and has no **Change plan** card.
- **Enterprise** (status **Managed by ZeraBooks**): a ZeraBooks contract. To change its pages or billing, contact your ZeraBooks representative. When its pages are used: "You've used your contract's pages for this period. Your ZeraBooks contact can raise it."
- **Complimentary**: an account ZeraBooks granted, with no page limit.
Need more than **ZeraBooks 5,000**, or a custom solution? Click **Talk to us** at the bottom of the **Billing** page.
## Frequently Asked Questions
Do failed documents use pages?
No. Failed pages never count. Only documents Convert could read are counted.
How do yearly pages work?
On yearly billing, you get the whole year's pages upfront, for example 12,000 on the ZeraBooks plan. Use them in any month. The meter reads **Pages this year** and shows when they renew.
What happens when I run out of pages?
New uploads wait, with a **Get more pages** button that moves you up a plan right there. Files you tried to upload convert automatically once you've moved up. Everything already converted stays in Convert, and you can still review and download it.
Does running out stop a document that's already converting?
No. A document already reading (or uploading) when you reach your pages is read in full. Only the next upload waits for more pages.
How many pages does the free trial include?
1,000 pages, whichever plan the trial is on. When the trial ends, your plan is charged and you get its full pages. To get them sooner, click **Start my plan now** on **Billing**. That ends the trial and charges the plan today.
Are there overage charges?
No. There are no add-ons or overage bills. To get more pages, move to the next plan.
I subscribed before these plans. What changes for me?
Nothing. Subscribers from before these plans keep unlimited use. **Billing** says "Your plan was sold with unlimited pages, and it keeps them."
How do I get more than 5,000 pages a month?
Click **Talk to us** at the bottom of the **Billing** page. Higher volume is arranged as a contract managed by ZeraBooks.
Source: https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Change your plan
Move to a bigger or smaller Convert plan, or between monthly and yearly billing, on the Billing page. You see the exact charge before you confirm, and can manage your card and invoices.
## Choose a new plan
1. Click **ZeraBooks Convert** at the top of the sidebar, then click **Billing**.
2. Find the **Change plan** card.
3. Choose **Monthly** or **Yearly · save up to 47%**.
4. Click the plan you want. Your current plan is marked **Current** and can't be clicked.
5. Read the price preview that appears under the plans. It tells you exactly when the change happens and what you pay.
6. Click **Confirm**, or **Cancel** to change nothing.
Each plan card shows its price a month (on **Yearly**, also the price a year) and its pages. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
## Move up without leaving the page
You don't have to come to **Billing** to get more pages. From 80% of your pages, and when they're used, a **Get more pages** button appears on the document pages, on the **Pages** card on **Home** and on **Billing** itself. It opens the **Get more pages** dialog: choose an option, check what you pay **today**, and click **Move up · $X today**. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
When you've used your plan's pages, new uploads wait with a message naming the next plan, for example "You've used your 1,000 pages for this month. Move to ZeraBooks 2,500 to keep converting." Click **Get more pages and convert it**, move up, and the waiting file converts automatically. A document already converting always finishes. On monthly billing, the dialog also offers your plan **billed yearly**: the whole year's pages open at once (for example 12,000 on ZeraBooks), and today's charge already credits the unused part of your month. On the top plan billed yearly, click **Book a call** and we'll set up a plan for your volume.
## Start your plan during the free trial
The free trial includes 1,000 pages. To get your plan's full pages sooner, click **Start my plan now** on the **Your plan** card (or **Start your plan now** when you're close to the trial's pages). The dialog offers **Start {plan} now** for your plan and for each bigger plan, each with today's price: "Your trial ends today and {plan} starts: $X charged to the card on file…" Pick one, click **Start now · $X**, and its full pages open at once.
If the card is declined, nothing changes and you stay on your trial: "The plan couldn't be charged, so nothing changed. Check your card in Manage billing and try again."
## When a change takes effect
| Change | When | What you pay |
| --- | --- | --- |
| Moving up to a bigger plan | Now | Today's charge for the time left (prorated), then the new price |
| Changing plan during the free trial | Now; the trial continues | Nothing today; the new plan's price when the trial ends |
| Monthly to yearly | Now | Today's charge, then the yearly price |
| Moving down to a smaller plan | At your renewal | Nothing until renewal, then the new price |
| Yearly to monthly | At your renewal | Nothing until renewal, then the monthly price |
A bigger plan chosen together with a switch from yearly to monthly also waits for your renewal.
The preview reads one of these:
- **Now:** "Switches now: **$X today** for the time left in this period, then $Y a month." After you confirm: "You're on {plan} now."
- **During your free trial:** "Nothing is charged today. When your free trial ends, you're charged **$Y a month** and this plan's full pages start. The trial itself includes 1,000 pages."
- **At renewal:** "Switches on **{date}**, when your plan renews, to $Y a month. Nothing changes until then, and there's no refund for the current period." After you confirm: "{plan} starts on {date}. Until then nothing changes."
{% hint style="warning" %}
**Important:** A change that happens now is charged to your card straight away. If the charge fails, nothing changes and you see "The change couldn't be charged, so nothing changed. Check your card in Manage billing and try again."
{% endhint %}
## Keep your current plan
A change scheduled for renewal shows on the **Your plan** card: "Changes to **{plan} · monthly** on {date}. Until then nothing changes."
- To cancel it, click **Keep my current plan**. You see "Kept your current plan."
- Choosing another plan also replaces the scheduled change.
## Manage billing
Click **Manage billing** in the **Billing** page header to open Stripe's secure billing portal. It reads **Opening…** while the portal loads. There you can update your card, download invoices or cancel your subscription. When you return, you land back on **Billing**.
If your last payment failed, the **Your plan** card shows **Payment due — update your card in Manage billing**, and plans can't be changed until you do.
## When you can't change plans here
The **Change plan** card appears only for subscriptions on one of the three current plans.
- An original unlimited plan keeps unlimited use and has no **Change plan** card: "Your plan was sold with unlimited pages, and it keeps them."
- An **Enterprise** contract is changed by your ZeraBooks representative: "Your plan is a ZeraBooks contract. To change pages or billing, contact your ZeraBooks representative."
- With no subscription, click **Start your 7-day free trial**, or **Restart your subscription** if it ended.
Need higher volume or a custom solution? Click **Talk to us** at the bottom of the **Billing** page.
## Frequently Asked Questions
When does a plan upgrade take effect?
Immediately. You're charged today for the time left in the billing period, then the new price from your next renewal. Moving from monthly to yearly also happens now.
When does a downgrade take effect?
At your renewal. Nothing changes until then, and there are no refunds for the current period. Yearly to monthly works the same way.
Can I change plans during my free trial?
Yes. Nothing is charged today and the trial continues with its 1,000 pages; the plan you chose is charged when the trial ends, and its full pages start then. To start it sooner, click **Start my plan now**.
Can I start my plan before the trial ends?
Yes. Click **Start my plan now** on **Billing**. The trial ends today, the plan's price is charged to your card, and its full pages open at once.
What if my card is declined when I move up?
Nothing changes. You stay on your current plan. Update your card in **Manage billing** and try again.
How do I undo a downgrade I scheduled?
Click **Keep my current plan** on the **Your plan** card, next to the scheduled change.
How do I cancel my subscription?
Click **Manage billing** on **Billing** and cancel on Stripe's billing portal. Cancelling keeps everything until the end of the period you've paid for, and everything you converted stays in Convert.
What does "Billing couldn't be reached just now, so nothing changed." mean?
ZeraBooks couldn't reach the billing service, so your plan didn't change. Wait a minute and try again.
Why don't I see the list of plans?
Your plan isn't one that can be changed here: an original unlimited plan, an Enterprise contract, a payment that's due, or no subscription. See the **Your plan** card for what applies to you.
Source: https://www.zerabooks.com/help/convert-plan-and-settings/change-your-plan
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Billing
The Billing page shows your Convert plan, its price and status, the pages used this period, and lets you change plan or open Manage billing for your card, invoices and cancelling.
## Open Billing
1. Click **ZeraBooks Convert** at the top of the sidebar to open the menu.
2. Click **Billing**.
Billing opens as a page of its own, like any other Convert page. Old links to Convert's settings now open **Billing**.
## Your plan
The **Your plan** card sums up your subscription:
- **The plan's name**, for example **ZeraBooks 2,500**, with its price: "$249 a month", or on yearly billing "$2,148 a year ($179/month)".
- **A status** on the right:
| Status | What it means |
| --- | --- |
| **Active · renews {date}** | Your subscription is running. |
| **Free trial · ends {date}** | You're in your 7-day free trial. |
| **Payment due — update your card in Manage billing** | Your last payment failed. New uploads wait until your card is updated. |
| **Cancelled · ends {date}** | You cancelled in **Manage billing**. You can keep converting until that date and won't be charged again. Click **Turn it back on** to keep your plan. Plan changes come back once it's turned back on. |
| **No subscription yet** / **Ended** | There's no active subscription. |
| **Complimentary** | An account ZeraBooks granted. |
| **Managed by ZeraBooks** | An Enterprise contract. |
- **Pages this month** (or **Pages this year** on yearly billing, or **Pages in your free trial**): "**420** of 1,000 · 580 left", with a bar that turns orange at 80% and a deeper orange at 100%. The note under it says when a new month (or year) of pages starts, and that only completed conversions count: "a document that can't be read never uses pages, and a document already reading always finishes." During the trial it reads "Your free trial includes 1,000 pages. Your plan's full allowance opens when it starts on {date}."
The card also shows, when they apply:
- from 80% of your pages: "You've used {x}% of your pages this month. Move up now and nothing has to wait.", with a **Get more pages** button (**Start your plan now** during the trial);
- the reason uploads are waiting, for example "You've used your 1,000 pages for this month. Move to ZeraBooks 2,500 to keep converting.", with the same button. It opens the **Get more pages** dialog. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages);
- during the free trial: "Need more than the trial's pages? Start your plan today and its full allowance opens at once.", with **Start my plan now**;
- a change scheduled for your renewal, "Changes to **{plan} · monthly** on {date}. Until then nothing changes.", with **Keep my current plan** to cancel it;
- **Start your 7-day free trial**, or **Restart your subscription** if it ended ("Everything you converted is still here to download.");
- for an Enterprise contract: "Your plan is a ZeraBooks contract. To change pages or billing, contact your ZeraBooks representative."
## Change plan
The **Change plan** card lists the three plans, with **Monthly** or **Yearly · save up to 47%** at the top right. When you're close to your pages, the next plan is marked **Recommended**. Click a plan, read the price preview and click **Confirm**. See [Change your plan](https://www.zerabooks.com/help/convert-plan-and-settings/change-your-plan).
## Manage billing
Click **Manage billing** in the page header, or in the line at the bottom of the page, to open Stripe's secure billing portal. It reads **Opening…** while the portal loads. There you can update your card, download invoices or cancel. Cancelling keeps everything until the end of the period you've paid for. When you return, you land back on **Billing**, with your plan read afresh.
Need higher volume or a custom solution? Click **Talk to us** at the bottom of the page.
See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
## Frequently Asked Questions
Where are Convert's settings?
Convert has no separate settings. Everything about your plan is on **Billing**: open the menu at the top of the sidebar (click **ZeraBooks Convert**) and click **Billing**.
Can I change how my downloads look on Billing?
No. Downloads use ready-made formats, and you choose one when you download. See [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format).
Why don't I see the Change plan card?
Your plan isn't one that can be changed here: an original unlimited plan, an Enterprise contract, a payment that's due, or no subscription. The **Your plan** card says what applies to you.
Why is there no Manage billing button?
Your account has no Stripe subscription to manage, for example an Enterprise contract, a complimentary account, or no subscription yet.
Source: https://www.zerabooks.com/help/convert-plan-and-settings/convert-settings
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Common questions
Short answers to the questions people ask most about ZeraBooks Convert, from uploading documents to downloads and plans, each with a link to the full guide.
## Getting started
What is ZeraBooks Convert?
A document converter. You upload PDF statements, checks, invoices and other financial documents; Convert reads them, checks them against their own printed totals, and gives you the data as CSV or Excel. See [Welcome to ZeraBooks Convert](https://www.zerabooks.com/help/convert-getting-started/welcome-to-convert).
Is there a free trial?
Yes. Every ZeraBooks plan starts with a 7-day free trial, and there is no free tier. A card is needed at checkout. The trial includes 1,000 pages. See [Start using Convert](https://www.zerabooks.com/help/convert-getting-started/start-using-convert).
Do I need to set anything up before I convert?
No. Open the page for your document, such as **Bank & Credit Cards**, and upload a PDF.
## Documents
What files can I upload?
PDFs only, up to 50 MB each, several at once. Images, CSV and Excel statements are refused with "Only PDF files can be converted." See [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents).
Where do I upload documents?
On the page for the document type, such as **Bank & Credit Cards** or **Checks**. Click the header's upload button, such as **Upload statements**, or drop PDFs anywhere on the page. **Home** has no upload. See [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents).
Does Convert connect to my bank?
No. Documents come in only as PDFs you upload.
My statement has several accounts. What happens?
Convert splits the transactions by account and checks each account against its own printed balances. Card statements with several cardholders, such as Amex, are split by cardholder. See [Bank and credit card statements](https://www.zerabooks.com/help/convert-documents/bank-and-card-statements).
How long does reading take?
Usually under a minute. The document shows **Reading** until it's done, and the list refreshes by itself.
Why does my statement say "Needs a look"?
An account doesn't tie to the cent, the statement prints no balances to check against, or there's a note to review. Correct a row, move it to the right account, add a missing one or remove an extra one, and the proof runs again. See [How Convert proves a statement](https://www.zerabooks.com/help/convert-documents/how-convert-proves-a-statement) and [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement).
Can I edit invoices, investment statements or financial statements?
No. Only bank and card statement rows and checks can be edited. For the others, upload a clearer copy of the PDF. See [When a document can't be read](https://www.zerabooks.com/help/convert-documents/when-a-document-cant-be-read).
Why don't I see a document I uploaded last quarter?
Convert lists only the documents uploaded in the last 30 days. After that, they drop off the lists. There are no folders.
## Downloads
Which format should I choose?
**QuickBooks-ready** for a QuickBooks Online bank upload, **Xero-ready** for Xero, **Sage-ready** for Sage, **Money in and out** for a spreadsheet with separate money in and money out columns, **Standard** for a simple three-column file, and **All details** for every column. See [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format).
Can I choose my own columns?
No. Downloads use fixed, ready-made formats only. **All details** has every column Convert reads.
Can I combine a month of statements into one file?
Yes. On **Bank & Credit Cards**, tick the statements in the list, click **Download n together**, choose **One file**, and click **Download**. See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
Can I get one file per account or per cardholder?
Yes. Under **Split**, choose **One per account** or **One per cardholder**, or leave it on **Automatic**. In Excel each one is its own tab; as CSV they come together in a ZIP.
Why is there no Download dialog for checks?
Checks, investment statements and financial statements have one format, so there's nothing to choose but the file type. Click **Download**, then **Excel** or **CSV**, and the file downloads at once. See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
What if a column I want isn't on the document?
ZeraBooks reads each document once and never guesses. A value the document doesn't show is an empty cell in the file. See [Blank cells and missing values](https://www.zerabooks.com/help/convert-export/blank-cells-and-missing-values).
Can I see which columns I'll get?
Yes. For statements and invoices, the **Download** dialog lists each format's columns under its name. Checks, investments and financial statements have one format, **All details**. See [Choose a download format](https://www.zerabooks.com/help/convert-export/choose-a-download-format).
Can Convert send data straight into QuickBooks, Xero or Sage?
No. Convert gives you a file to import. Download the **QuickBooks-ready**, **Xero-ready** or **Sage-ready** format and import it there.
## Plans
Where is my plan?
Click **ZeraBooks Convert** at the top of the sidebar, then **Billing**. It shows your plan, the pages used this period, changing plan and **Manage billing**. See [Billing](https://www.zerabooks.com/help/convert-plan-and-settings/convert-settings).
How are plans priced?
By pages processed: **ZeraBooks** (1,000 pages a month), **ZeraBooks 2,500** and **ZeraBooks 5,000**, monthly or yearly. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
Do failed documents use pages?
No. Failed pages never count. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
What happens when I run out of pages?
New uploads wait, with a **Get more pages** button that lets you move up a plan right there. Moving up takes effect straight away, and the files that were waiting convert automatically. On monthly billing you can also switch to yearly, which opens the whole year's pages at once. On the top plan billed yearly, click **Book a call**. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
Does running out stop a document that's already converting?
No. A document already reading when you reach your pages is read in full. Only the next upload waits for more pages.
How many pages does the free trial include?
1,000 pages, whichever plan the trial is on. When the trial ends, your plan is charged and you get its full pages. To get them sooner, click **Start my plan now** on **Billing**. That ends the trial and charges the plan today. See [Change your plan](https://www.zerabooks.com/help/convert-plan-and-settings/change-your-plan).
## Frequently Asked Questions
Does Convert keep my books?
No. Convert turns documents into data. If you want ZeraBooks to keep the books, use the ZeraBooks General Ledger: the button at the bottom of **Home** and the menu at the top of the sidebar both lead there.
Can I invite my team?
No. Convert has no teams, roles or sharing.
Does Convert have an AI assistant I can chat with?
No. ZeraBooks reads and checks documents on its own, and you work from the pages: upload on each document page, fix rows on the document, and download from the document or tick several in the list to download them together.
Where is every error message explained?
In [Error messages](https://www.zerabooks.com/help/convert-faqs/error-messages), grouped by area.
Source: https://www.zerabooks.com/help/convert-faqs/common-questions
---
> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Error messages explained
The messages ZeraBooks Convert shows, grouped by area, with what each means and what to do. Search this page for the words you see on screen.
## Signing in and switching products
| Message | What it means | What to do |
| --- | --- | --- |
| "Sign in to use Convert." | You're signed out, or your session ended. | Sign in again. |
| "Convert is not available on this account yet." | This account can't open Convert. | Contact ZeraBooks. |
| "Something went wrong. Please try again." | Convert hit an unexpected problem. | Try again. If it repeats, reload the page. |
| "Your workspace could not be loaded. Please try again." / "Your workspace could not be prepared. Please try again." / "Your workspace was not found. Reload the page and try again." | Convert couldn't open your documents area. | Reload the page. |
| "Could not open the General Ledger. Convert is unchanged. Please try again." | **Switch to General Ledger** didn't work. | Click **Switch to General Ledger** again. |
| "Home could not be loaded." | Home didn't load. | Click **Try again**. |
## Uploading and reading documents
| Message | What it means | What to do |
| --- | --- | --- |
| "Only PDF files can be converted." / "Upload a PDF statement." | The file isn't a PDF. | Save or download the document as a PDF and upload it again. |
| "{name} is over 50 MB." / "Files can be up to 50 MB." | The file is larger than 50 MB. | Upload a shorter period, or split the PDF into smaller files. |
| "This document could not be read. Try again, or upload a clearer copy." | Convert couldn't read the document. | Upload the file again, or a clearer copy. |
| "Reading was interrupted. Upload the file again to finish it." | Reading stopped part way. | Upload the same PDF again. |
| "This PDF has n pages. Convert reads up to 500 pages per file — split it into parts and upload each one." | The PDF is longer than 500 pages. | Split the PDF and upload each part. |
| "That file is not a readable PDF." | The file is damaged or isn't a real PDF. | Download the document again from its source and upload it again. |
| "The upload could not be started. Please try again." / "The document could not be started. Please try again." | The upload didn't begin. | Upload the file again. |
| "The uploaded file could not be found. Upload it again." | The upload didn't finish. | Upload the file again. |
| "This document has no file yet." | The document was registered but its file never arrived. | Upload the file again. |
| "The transactions could not be saved. Please try again." | Reading worked but saving failed. | Upload the file again. |
| "Your documents could not be loaded. Please try again." | The document list didn't load. | Reload the page. |
Failed pages never count toward your plan. See [Upload documents](https://www.zerabooks.com/help/convert-documents/upload-documents) and [When a document can't be read](https://www.zerabooks.com/help/convert-documents/when-a-document-cant-be-read).
## Statements and other documents
| Message | What it means | What to do |
| --- | --- | --- |
| "This statement could not be loaded." / "This {document} could not be loaded." / "The transactions could not be loaded. Please try again." | The document didn't open. | Reload the page, or choose the document again. |
| "Enter the amount, with a minus sign for money out (e.g. -42.10)." | The amount isn't a number Convert understands. | Type it like `-42.10`, `$1,234.56` or `(1,234.56)`. |
| "Enter the date as a full date." | The date is incomplete. | Enter the full date, with day, month and year. |
| "Enter a valid amount." | The amount isn't a number. | Type the amount as a number. |
| "A new transaction needs an account and an amount." | A missing transaction was added without an amount. | Fill in the amount and save again. |
| "The change could not be saved." / "The change could not be saved. Please try again." | Your edit wasn't saved. | Click **Save** again. |
| "The transaction could not be added. Please try again." | Adding the missing transaction failed. | Try **Add a missing transaction** again. |
| "That transaction could not be removed. Please try again." | Removing the row failed. | Try **Remove this transaction** again. |
| "That transaction was not found." / "That document was not found." | It was removed since the page loaded. | Reload the page. |
| "Enter the check amount in figures, e.g. 1,284.60." | A check's amount isn't a number. | Type the amount in figures. See [Checks](https://www.zerabooks.com/help/convert-documents/checks). |
See [Fix a statement](https://www.zerabooks.com/help/convert-documents/fix-a-statement).
## Downloads
| Message | What it means | What to do |
| --- | --- | --- |
| "Choose at least one document." | No documents are ticked. | Tick one or more documents. |
| "Choose CSV or Excel." / "Choose how to split the file." / "Choose a kind of document." | A download option is missing. | Choose it in the download options. |
| "Export one kind of document at a time (for example, statements or checks)." | You mixed document types. | Download each kind from its own page. |
| "Some documents are still being read. Try again in a moment." | A chosen document isn't finished. | Wait until it shows a status other than **Reading**. |
| "Some of those documents were not found." | A chosen document is no longer listed. | Reload the page and tick the documents again. |
| "There is nothing to export in those documents." | The chosen documents have no rows. | Choose other documents. |
| "The file could not be made. Please try again." | Building the file failed. | Click the download button again. |
See [Download your data](https://www.zerabooks.com/help/convert-export/download-your-data).
## Plan and billing
| Message | What it means | What to do |
| --- | --- | --- |
| "You've used your {N} pages for this month. Move to {plan} to keep converting." (or "this year") | Your plan's pages are used, so new uploads wait. Documents already converting finish. | Click **Get more pages and convert it** (or **Get more pages**) and move up in the dialog. Waiting files then convert automatically. Or wait until the pages reset. |
| "You've used the 1,000 pages in your free trial. Start your plan now to keep converting." | Your trial's pages are used. | Click **Get more pages and convert it** (or **Get more pages**), then **Start now**. This ends the trial, charges your plan today and opens its full pages. Or wait: when the trial ends, your plan starts and its pages open on their own. |
| "…Talk to us about higher volume." | You're on the top plan, **ZeraBooks 5,000**. | Click **Talk to us** at the bottom of **Billing**. |
| "Your plan has no pages left this month." | Your plan's pages are used. | Click **Get more pages** and move up a plan. |
| "Your last payment didn't go through. Update your card in Manage billing to keep converting." | Your payment failed. | Click **Manage billing** and update your card. |
| "Your subscription has ended. Restart it to convert more documents; everything you converted is still here." | Your subscription was canceled. | Click **Restart your subscription**. |
| "Start your 7-day free trial to convert documents." / "Start your 7-day free trial first." | You have no subscription yet. | Click **Start your 7-day free trial**. |
| "You've used your contract's pages for this period. Your ZeraBooks contact can raise it." | An Enterprise contract's pages are used. | Contact your ZeraBooks representative. |
| "Your plan is managed by ZeraBooks. Your contact can change it." | Enterprise plans aren't changed in the app. | Contact your ZeraBooks representative. |
| "Your plan can't be changed here." / "Update your billing first." | This plan can't be changed in **Billing**, or a payment is due. | If a payment is due, update your card in **Manage billing**. Otherwise click **Talk to us**. |
| "Choose a plan." | No plan was chosen. | Click a plan card. |
| "Billing couldn't be reached just now, so nothing changed. Please try again in a minute." | The billing service didn't respond. | Wait a minute and try again. |
| "The change couldn't be charged, so nothing changed. Check your card in Manage billing and try again." | The charge for moving up failed. | Update your card in **Manage billing**, then try again. |
| "The plan couldn't be charged, so nothing changed. Check your card in Manage billing and try again." | The charge for starting your plan during the free trial failed. You stay on the trial. | Update your card in **Manage billing**, then try again. |
| "Your plan has already started." | You chose to start your plan, but the trial had already ended. | Nothing to do. Reload **Billing** to see your plan. |
| "Your plan could not be loaded." / "That plan could not be priced." / "The change didn't go through." | **Billing** couldn't load your plan or price the change. | Reload **Billing** and try again. |
| "Billing couldn't be opened. Please try again." | Stripe's billing portal didn't open. | Click **Manage billing** again. |
See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages) and [Change your plan](https://www.zerabooks.com/help/convert-plan-and-settings/change-your-plan).
## Frequently Asked Questions
What if a column I want isn't on the document?
That isn't an error. ZeraBooks never guesses a value: a value the document doesn't show is an empty cell in the file. See [Blank cells and missing values](https://www.zerabooks.com/help/convert-export/blank-cells-and-missing-values).
I see a message that isn't on this page. What should I do?
Try the action again, then reload the page. If it still appears, contact ZeraBooks with the exact words.
Why does my upload say "Only PDF files can be converted."?
Convert accepts PDFs only. Save or download the document as a PDF and upload it again.
Do failed documents use my pages?
No. Failed pages never count toward your plan. See [Plans and pages](https://www.zerabooks.com/help/convert-plan-and-settings/plans-and-pages).
Source: https://www.zerabooks.com/help/convert-faqs/error-messages