• Overview
• Creating a Transaction
• Choosing the Type
• Selecting a Business
• Entering Amount and Date
• Adding a Description
• Selecting a Bank Account
• Categorizing the Transaction
• Linking to an Invoice
• Adding a Supplier
• Adding a Project
• Attaching Files
• Posted vs Unposted
• Bank Statement Import

Overview

Transactions track money flowing in and out of your business. Every income received and every expense paid should be recorded for accurate bookkeeping. Consistent transaction recording ensures your financial reports reflect reality.

Creating a Transaction

Navigate to Transactions from the sidebar and click Create. This opens the transaction form where you can enter all the relevant details.

Choosing the Type

Select the transaction type:

• Income — Money received by your business (sales, payments, refunds received)
• Expense — Money spent by your business (purchases, bills, operating costs)

The type determines how the transaction affects your account balances and reports.

Selecting a Business

If you manage multiple businesses, pick which business this transaction belongs to. Each business maintains its own separate ledger.

Entering Amount and Date

Enter the transaction amount and the date it occurred. Use the actual date the money changed hands for accurate record-keeping.

Adding a Description

Briefly describe what the transaction is for. A clear description makes it easier to identify transactions later when reviewing your records or reconciling accounts.

Examples:

• "Payment from Client X for website design"
• "Office supplies from Staples"
• "Monthly hosting subscription"

Selecting a Bank Account

Choose which bank account was used for this transaction. This helps you reconcile your records against your bank statements.

You can manage your bank accounts from More → Bank Accounts. Add all the accounts your business uses so every transaction can be properly assigned.

Categorizing the Transaction

Select a category from your chart of accounts. Categories organize your finances and are essential for generating accurate reports.

Common categories include:

• Income categories — Sales revenue, service income, interest earned
• Expense categories — Rent, utilities, salaries, marketing

Manage your categories from the Accounts section. Setting up a well-structured chart of accounts before recording transactions makes your reports more useful.

Linking to an Invoice

You can optionally link a transaction to an existing invoice. This is especially useful when recording customer payments.

When you link a payment to an invoice:

• The invoice and transaction stay connected
• The invoice can be updated to reflect the recorded payment
• Your invoicing and bookkeeping records stay more closely aligned

If you create a payment from the context of a document, Pricefic can also prefill some of the related information for you.

Adding a Supplier

If the transaction relates to a supplier, select that supplier on the form.

This is helpful for expense tracking when you want to know which vendor or provider a payment was made to.

Adding a Project

If a transaction belongs to a specific project, select the project on the form.

This makes it easier to review project-related income and expenses later.

Attaching Files

You can attach files directly to a transaction.

This is useful for storing:

• Receipts
• Bills
• PDFs
• Supporting images
• Other related documents

Attachments help you keep proof and context together with the transaction record.

Posted vs Unposted

Toggle the Posted status to control whether a transaction affects your books:

• Posted — The transaction updates your account balances and appears in financial reports
• Unposted — The transaction is saved as a draft. It does not affect balances or reports

Use unposted status for transactions you want to review before finalizing. Once you are confident the details are correct, mark it as posted.

After a transaction is saved, you can return to its detail page later to view any files attached to it.

Bank Statement Import

You can bulk-import transactions by uploading a bank statement. Pricefic parses the statement and presents each entry for your review.

To import:

1. Navigate to Transactions
2. Select the Import option
3. Upload your bank statement file
4. Review each parsed transaction — verify amounts, dates, and descriptions
5. Assign categories to each entry
6. Confirm the import

This saves significant time compared to entering transactions one by one, especially at the end of a month or quarter.