BETA · testing phase. Data may be reset without notice — keep your own backups, verify all figures, and use at your own risk. Not a substitute for a licensed accountant.

User Guide

Getting Started The Dashboard AI Command Center Accounts Receivable Accounts Payable General Ledger Inventory & Assets Financial Reports

1. Getting Started

Welcome to Bilan AI. To begin, you should ensure your company settings are correct.

  • Go to Settings (gear icon) → Company Profile to upload your logo, set your address, and configure company details.
  • Go to Settings (gear icon) → Users & Roles to invite your team members and assign roles (Admin, Accountant, Viewer).
  • Go to Settings (gear icon) → System Settings → Integrations to configure your AI keys (Claude/Gemini) and email (SMTP) settings.

2. The Dashboard

The Dashboard gives you a real-time overview of your financial health.

  • Cash Balance: Total liquid assets available.
  • Accounts Receivable: Money owed to you by customers.
  • Accounts Payable: Money you owe to vendors.

3. AI Command Center

This is the heart of our automation. You can use it to:

  • Upload Documents: Upload a PDF invoice or receipt image. The AI will read it and draft a transaction for you.
  • Voice Notes: Upload an audio file (e.g., "I spent $50 on office supplies at Staples"). The AI will transcribe it and create the journal entry.
  • Email Scan: Connect your email to automatically find and process invoices.

4. Accounts Receivable (Selling)

Manage how you get paid.

  1. Go to Sales → Customer List to create a Customer.
  2. Go to Sales → Quotes to create a Quote, then convert to Sales Order or Invoice.
  3. Go to Sales → Sales Orders when a customer places an order.
  4. Go to Sales → Invoices to create an Invoice (auto-generates Journal Entry: Debit A/R, Credit Revenue).
  5. Go to Sales → Receive Payment to record when the customer pays you.

5. Accounts Payable (Buying)

Manage your expenses.

  1. Go to Purchasing → Vendor List to create a Vendor.
  2. Go to Purchasing → Purchase Orders to request goods from vendors.
  3. Go to Purchasing → Bills to record a vendor bill (auto-generates Journal Entry: Debit Expense, Credit A/P).
  4. Go to Purchasing → Pay Bills to record your outgoing payment.

6. General Ledger & Accounting

Manage your chart of accounts and journal entries.

  1. Go to Accounting → Chart of Accounts to view, add, edit, or import GL accounts. Print the COA as PDF.
  2. Go to Accounting → Journal Log to view all posted journal entries.
  3. Go to Accounting → Post Journal Entry (Book Entries) to create manual journal entries.

7. Inventory & Fixed Assets

Track physical goods and capital assets.

  1. Go to Inventory → Item Master to create and manage items (Stock, Non-stock, Service, Labor, Assembly).
  2. Go to Inventory → Adjustments for physical count adjustments and shrinkage.
  3. Go to Fixed Assets → Acquire New Asset to capitalize a new fixed asset.
  4. Go to Fixed Assets → Run Monthly Depreciation before closing each period.

8. Financial Reports

View your GAAP reports under Reports → Report Center. Includes Profit & Loss, Balance Sheet, Trial Balance, Cash Flow, A/R and A/P Aging, and 30+ additional reports. All reports can be exported to PDF or Excel for sharing with your accountant. Use Reports → Close Period for month-end and year-end closing.