Question 1

What counts as a bank connection, and what each plan includes

Accepted Answer

A connection is one bank, not one account. That is the question we get most, so start there.

One connection means one bank

Sign in to Chase once and bring in checking, savings, and your business card. That is one connection.
Add American Express as well and that is two.
It is counted per bank, not per account.

Three Chase accounts on the Connected accounts page, all from a single bank connection

How many can you have?

On a paid plan, connect every bank the business actually uses.
On a free trial it is three banks per business.

What each plan includes

Every plan is the same product. The difference is how many businesses you can keep books for.

Lifetime, one payment at app.booksgpt.ai/promo:

Solo, $189 once: 1 business workspace.
Business, $289 once: 3 business workspaces.

Monthly at booksgpt.ai, with a 7-day free trial (card required):

Solo, $29 a month: 1 business workspace.
Business, $39 a month: 3 business workspaces.
Practice, $89 a month: 10 business workspaces.
Firm, $299 a month: 25 business workspaces. Also at app.booksgpt.ai/firms.

You can move from Solo to Business later. On lifetime that is the $100 difference.

Unlimited on every plan

Transactions. No per-transaction charge and no import cap.
Bank and card connections, on any paid plan.
CSV, Wave, and QuickBooks imports.
Invoices, bills, and every report.
Teammates and your acc

Question 2

Move from QuickBooks Desktop to BooksGPT

Accepted Answer

Moving from QuickBooks Desktop takes one report export. BooksGPT reads the General Ledger straight from a Desktop export and rebuilds your books from it, your own accounts included.

Step 1: Export the General Ledger from QuickBooks Desktop:

In QuickBooks Desktop, open Reports, then Accountant & Taxes, then General Ledger.
Set the date range to cover all the history you want to bring over.
Click Excel, choose Create New Worksheet, and save the file.

CSV and Excel (.xlsx) both work. Both Desktop layouts import fine, whether your export shows Debit and Credit columns or one signed Amount column.

Step 2: Import it into BooksGPT:

In the sidebar, open Workspace, then under Setup click Import Wizard.
Drop in your file. BooksGPT detects the format and shows a preview.
For a Desktop ledger, the wizard first checks that debits equal credits. If the file does not reconcile, nothing is imported.
Click Import into this workspace.

What comes across:

Your own chart of accounts, not a template.
Every transaction in the export, tied to the right accounts.
Books that balance. Run a Trial Balance report after the import to see for yourself.

Good to know:

Re-importing the same ledger replaces the earlier import instead of doubling it, so re-running with a longer date range is safe.
Do not upload the QuickBooks company file itself (.qbw or .qbo). Export the General Ledger report instead.
On QuickBooks Online instead? Se

Question 3

Create, send, and get paid on an invoice

Accepted Answer

Create a professional invoice, send it as a branded email with a link to view and download, and record the payment when it arrives.

Create and send:

Open All pages in the left sidebar, then under Sales click Invoices, then New invoice.
Pick the customer in Bill to. Start typing to search your whole customer list.
Set the Issue date and Due date. Quick presets are On receipt, Net 14, and Net 30.
Add line items: description, quantity, unit price, and optional tax. The totals update as you type.

Invoice line items beside the running subtotal, tax and total

Click Save & send. Set the recipient, subject, and message, preview the PDF, then send it.

Your customer gets a branded email with a link to view and download the invoice.

Record a payment:

Open the invoice and click Record payment.
Enter the amount, the date, and the account it was deposited to.

Partial payments are supported, so you can record more later.

If none of the amount received is applied to an invoice, BooksGPT shows the full amount that will become customer credit and asks you to confirm it explicitly.

Fix an erroneous customer credit:

Open All pages, then under Reports click Customer credits.
Find the credit, open its Actions menu, and choose Reverse source payment.
Review the impact, enter a reason, confirm the exact amount, and click Reverse payment.

This is the ri

Question 4

How automatic categorization and review work

Accepted Answer

After transactions import, BooksGPT categorizes them for you. Nothing hits your profit and loss until you approve.

How it works

Your rules run first. AI handles anything left over. Internal transfers are paired first, so they are never counted as income or expense.
Every transaction is either waiting on you or already reviewed.
AI suggestions show a confidence percentage in the category picker.

The category picker with a Suggested group showing a 96% confidence badge

Start in the inbox

This is the daily pile. Reports stay empty until you post from here.

Open All pages in the left sidebar, then under Daily work click Review inbox.
Ready to approve already has a category. Skim, then click Approve & post all N, or Approve on one row.
Needs your review has no category yet. Click Set category, then Approve.

Ready to approve, with Approve and post all

See "Review the inbox and post to your books" for the full walkthrough.

The full register

Open All pages, then under Daily work click Transactions. Use the All, To review, and Reviewed filters at the top.

The All, To review and Reviewed filter

Click Confirm all in the banner to confirm every auto-categorized row at once.
To confirm one row, click its status icon to mark it Reviewed.

#

Question 5

Getting started: your first day in BooksGPT

Accepted Answer

Here is what happens right after you sign up, and the best first steps.

Set up your workspace:

After you check out at app.booksgpt.ai/promo, you land on a short setup screen.
Name your business and confirm your country, currency, fiscal year start, and timezone, then click Open my dashboard. This creates your first workspace.
Answer a few quick questions in the AI setup so BooksGPT understands your business, then finish setup.
You arrive at your dashboard.

Best first steps, from the dashboard tiles:

Connect a bank to auto-import and categorize your transactions.
Onboard from Wave or QuickBooks to bring your history across (see "Switch from Wave or QuickBooks").
Send an invoice to bill your first customer.

Note: you sign in with your email or Google at app.booksgpt.ai/sign-in. You can rename or add workspaces later.

Question 6

How to import your data from Wave or QuickBooks

Accepted Answer

Export a few reports from Wave or QuickBooks, drop them in, and we rebuild your chart of accounts, opening balances, history, and open invoices or bills. There is no Xero importer.

What you will need

Your login for Wave or QuickBooks.
A General Ledger (in Wave: Account Transactions) or a Trial Balance. Upload both if you have them.
Optional: Aged Receivables and Aged Payables, only if you have unpaid invoices or bills.

Open the import page

Open All pages in the left sidebar, then under Setup click Import a file.
The page title is Onboard from Wave or QuickBooks.

The import page with Import from QuickBooks or Wave and the drop zone

Export the reports

From Wave, click Open Wave in a new tab, then export CSV from Reports:

Account Transactions (this is the General Ledger)
Trial Balance
Aged Receivables or Aged Payables, if you need them

From QuickBooks Online, open the same reports (General Ledger, Trial Balance, A/R Aging Summary, A/P Aging Summary) and export as CSV or Excel.

Do not upload a QuickBooks company file (.QBW, .QBB, .QBM). A .QBO file is a bank download and goes in as a bank statement instead.

On QuickBooks Online you can skip files and connect directly. See "Integrations: connect QuickBooks Online". On Desktop, see "The import wizard: drop a file and check it reconciles".

Drop the files in

Drag your General Ledger onto the main card, or c

Frequently Read Articles

Browse All Categories