> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.booksgpt.ai/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Approve, undo, or ask Copilot for a change Copilot changes your books in two ways, by the same rules as the pages and only as far as your role allows: - **Directly**, for changes such as adding accounts, customers, vendors, products, classes, journal entries or transactions, or entering a file you attach. - **With a card**, for changes such as recategorizing bank transactions, invoices and bills, or reconciliation. The card shows exactly what would change and waits for you to approve or reject it. Most approved cards can be undone for 30 days, and **Undo all** removes what a chat added directly. ## Ask for a change Say what you want in plain words. For example: - *Move my September Uber rides to Travel.* - *Make a rule so Google Workspace always goes to Software & Subscriptions.* - *Record the payment on invoice 1042.* For changes like these, Copilot answers with a card, tagged **Waiting for you** with how long it stays open (usually 7 days). It lists the rows it would change and, for most cards, the effect on each account's total. ![A Bulk recategorize card in the chat, tagged Waiting for you with 6 days left: three Uber rows moving to Travel with the second one unticked, the effect on each account, Approve 2 beside Reject all, and the Waiting for you (1) tray under it](https://booksgpt.ai/help/copilot-approve-or-undo/card-checklist-2026-10.png) ## Approve or reject a card 1. Read the rows. On a card with checkboxes, untick any row you want left out. **Approve all N** changes to the number still ticked. 2. Click **Approve**. The card says **Applied**, and your books now show the change. 3. Or click **Reject** (**Reject all** on a card with checkboxes). Nothing changes. For a few seconds **Undo** takes the reject back. Rows you unticked are set aside, not lost. Under the applied card, **N left out ยท Bring back** makes a new card of them. ## Approve by typing yes When Copilot ends its answer by asking you to approve one card, you can type **yes** instead of clicking. This only works for changes that can be undone: - moving transactions to another category - pairing a transfer - creating a rule or a new account - excluding transactions - recording an invoice payment - posting a journal entry Every other card needs its **Approve** button. ## Find cards waiting for you - **Waiting for you (N)**, above the message box, lists this chat's open cards. **Show** jumps to a card, and **Approve all N** approves the ones that can be approved together. - Every open card in the workspace is on the **Proposals queue**. Open **All pages** in the left sidebar, then click **Assistant** and **Proposals**. ## Undo a change To undo an approved card: 1. Open **All pages** in the left sidebar, then click **Assistant** and [**Assistant history**](https://app.booksgpt.ai/go/assistant-history). The page is titled **History**. 2. Find the change. Each one says until when it can be undone. 3. Click **Undo**. ![History with two applied changes, each with Undo and the date its undo is available until](https://booksgpt.ai/help/copilot-approve-or-undo/history-undo-2026-10.png) Your books go back to how they were before that change: moved transactions return to their old category, a rule is removed, a journal entry is reversed. You can also ask in the chat, for example *Undo that.* Copilot asks you to confirm first. ### Undo what a chat added When Copilot changes your books directly, a bar above the message box counts the changes, such as **160 changes**. Hover over it to see what changed and whether your books balance. 1. Click **Undo all**. 2. Click **Remove all**. Everything the chat added, such as a file it entered, is removed together, and the bar says **Undone**. Nothing is removed if any of it was changed, reconciled or used since, or its period is now closed. The bar says why. A chat that changed records you already had, or corrected a posted journal entry, has no **Undo all**. Ask Copilot to change them back. You can also type *undo what you added*. ## Changes you can't undo Some changes are permanent once approved. Most of these cards say **No undo** beside the button and are left out of **Approve all**, but not every one does. For example: - Deleting transactions - Undoing or cancelling a reconciliation - Creating, sending or voiding an invoice, and creating or voiding a bill - Merging two accounts, or changing an account's type, in your chart of accounts - A **Resolve held bank records** card ||| Read a no-undo card carefully before you approve it. To reverse one later, you fix the books by hand. ## Who can approve - Anyone who can edit the books can approve everyday changes, such as categories, rules and transfers. - Changes to the structure of your books need an **Owner** or **Bookkeeper**: journal entries, chart of accounts changes, opening balances, deleting transactions, and closing or reopening the books. - Only the **Owner** can approve turning on inventory costing or changing the inventory storage policy. - A **Viewer** can read cards but not approve them. Roles are explained in [Invite someone to your workspace, and what each role can see](https://help.booksgpt.ai/en/article/invite-someone-to-your-workspace-and-what-each-role-can-see-1x6fyap/). ## If something goes wrong - **The card says Out of date.** The transactions changed after Copilot made the card, so nothing was applied. Click **Refresh suggestion**, or ask again. - **There is no Approve button.** Your role can't approve this kind of change. Ask an owner or bookkeeper. - **Undo is gone.** The 30 days have passed, or the change can't be undone. Fix it by hand, or ask Copilot to prepare the opposite change.