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How-To Tutorials

Step-by-step walkthroughs for every major workflow in LedgerPilot.com.

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Uploading Bank Statements

Import PDF or image-based bank statements for a client so LedgerPilot can extract and classify transactions.

  1. Open the Client Workspace — Navigate to Clients, then click the client name.
  2. Go to Documents — Select the Documents tab inside the client workspace.
  3. Click "Upload Document" — A file picker opens. Supported formats: PDF, PNG, JPG, TIFF (max 20 MB).
  4. Select your file(s) — You may select multiple files in one upload session.
  5. Confirm Upload — Click Upload. A progress indicator will show while the file is processed. Once complete, the document appears in the document list with status Uploaded.
Tip: For best extraction quality, use searchable PDFs (not scanned images) when possible. Azure AI Document Intelligence achieves higher accuracy on machine-readable text.

Running DI Extraction

Document Intelligence (DI) extracts structured data — transactions, amounts, dates, payees — from your uploaded documents.

  1. Select a Document — In the client's Documents list, click the document you want to process.
  2. Click "Run Extraction" — This initiates the Azure AI Document Intelligence pipeline.
  3. Wait for Completion — Extraction runs in the background. Status changes to Processing, then Extracted.
  4. Review Extracted Data — Click View Extraction to see the structured results: line items, dates, amounts, running balance.
  5. Confirm or Correct — Use the inline editor to fix any misread values before finalising. Once confirmed, the data flows into the ledger.
Note: Each extraction consumes credits from your plan. Check your credit balance under Billing & Usage.

Classifying Transactions

LedgerPilot auto-classifies extracted transactions using intelligent automation. Review and refine the categories to ensure accurate reporting.

  1. Open the Ledger — Navigate to the client workspace and select the Transactions tab.
  2. Review Auto-Classifications — Each transaction shows a suggested account category (e.g., Office Supplies, Travel, Revenue).
  3. Accept or Override — Click a transaction row to change the category using the dropdown account picker.
  4. Apply Rules — If the same payee appears repeatedly, click Create Rule to auto-classify all future transactions from that payee.
  5. Bulk Approve — Use checkboxes and the Bulk Approve button to confirm multiple transactions at once.
Tip: The Rules Engine learns from your corrections over time, progressively reducing manual review effort.

Creating Invoices

Generate professional invoices for your clients directly from LedgerPilot.

  1. Navigate to Invoices — From the main menu, select Invoices → New Invoice.
  2. Select Client — Choose the client from the dropdown. Their billing address auto-populates.
  3. Add Line Items — Click Add Item for each service. Enter description, quantity, and unit price.
  4. Set Due Date & Terms — Specify payment due date and any applicable terms (e.g., Net 30).
  5. Preview & Finalise — Click Preview to see the final invoice, then Finalise to lock it. A PDF is generated automatically.
  6. Send to Client — Use the Send Invoice button to email the PDF directly to the client, or download and share manually.
Note: Recurring invoices can be set up from the client profile using Invoice Templates.

Managing Clients

Keep your client list organised, up-to-date, and properly configured for billing and reporting.

  1. View All Clients — Click Clients in the top navigation to see your full client roster.
  2. Add a New Client — Click New Client. Fill in name, contact email, address, and billing currency.
  3. Edit Client Details — Click the client name, then Edit Profile to update contact information or billing settings.
  4. Set Up Recurring Billing — Inside the client profile, navigate to Recurring Templates to schedule automatic monthly invoices.
  5. Archive a Client — If a client engagement is complete, use Archive to hide them from active views while retaining all historical data.

Understanding Credits & Billing

LedgerPilot uses a credit-based system for intelligent operations. Here's how it works.

  1. What Are Credits? — Each intelligent operation (DI extraction, report generation, etc.) consumes a defined number of credits from your plan balance.
  2. Check Your Balance — Go to Billing & Usage to see remaining credits, usage history, and your renewal date.
  3. Top Up Credits — Click Buy Credits to purchase additional credits via Stripe. All transactions are secure and instant.
  4. Plan Upgrades — To increase your monthly credit allocation, navigate to Billing → Upgrade Plan and select a tier.
  5. Usage Alerts — Enable email alerts under Billing Settings to be notified when credits drop below a threshold you define.
Tip: Credits are per-organisation. All users on your organisation share the same credit pool.
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