A quick start guide for the BookBuilder Windows desktop application. This step-by-step walkthrough covers essential tasks for accountants, including client creation, transaction import from PDF/CSV/Excel, pre-import review, general ledger posting, report generation, and troubleshooting common issues.
I. Installation and Access
- Installation: Download the installer from the website or Welcome Email and launch the application.
- Sign-In: Use your email and password. Multi-Factor Authentication (MFA) may be required. The “Remember me” option is available.
- Mode Status (Critical): BookBuilder is cloud-first.
- Online: Full operation (import, save, post).
- Offline: Read-only mode. All write operations (creating clients, importing, posting) are blocked until the internet connection is restored.
II. Client Management
- Access: After signing in, the Client List is displayed.
- Open Client: Double-click the client name. Use “← Back to Clients” to switch.
- Create New Client: Click + New Client and complete the required information.
- Note: If creation is disabled, check permissions or backend availability.
- Chart of Accounts (Initial Requirement): A Chart of Accounts must be selected and saved before any transaction import can occur.
III. Transaction Import and Review
- Start Import: Go to Import Statements.
- Select Files: Click Select PDF, CSV, or Excel Files. Select files and provide a Reference ID for tracking.
- File Tips: Use text-based PDFs. For CSV/Excel, include Date (YYYY-MM-DD recommended), Description, and Amount columns. Avoid scanned or password-protected PDFs.
- Pre-Import Review: Verify the imported data.
- Counter Account: Select a counter account (e.g., checking, credit card) to ensure balanced entries.
- Finalize Review: Click Approve and Categorize to save transactions to the Transaction Inbox as unposted items.
IV. Transaction Inbox and Posting
- Saving Work: Open Transaction Inbox. Make edits and click Save Changes.
- General Ledger Posting: When transactions are ready to be finalized, choose one of the following:
- Finalize & Post
- Post Selected to GL
- Post All to GL
- Error Correction: Use Undo Last Import in the Transaction Inbox immediately if the wrong file or date range was imported.
V. Reporting and Data
- Generate Reports: Go to Reports. Select the date range and options, then generate the report.
- Tip: Reports typically show posted transactions; include unposted only for draft figures.
- Export Options:
- Export PDF: Allows editing of the header (client name, basis of accounting, etc.).
- Export Excel: Provides a formatted workbook.
- Data Storage Location: Data is stored in the BookBuilder folder (usually Program Files):
- accounts\\ (client databases)
- data\\ (settings/cached state)
- logs\\ (support files)
- Backup Recommendation: Regularly copy the accounts\\ and data\\ folders to a separate backup location.
VI. Troubleshooting
| Issue | Solution |
| Cannot Save, Import, or Post | Check the Online/Offline indicator; operations are blocked when Offline. |
| PDF Imports 0 Transactions | Confirm the PDF is text-based (not a scan), remove password protection, or use a CSV export. |
| Duplicate Transactions | Avoid importing overlapping date ranges. Use Undo Last Import if the mistake was recent. |