User Guide

Complete guide to using the Namibian AI Accounting system

Quick Start

1. Create Your Account

  • Visit the welcome page and click "Register"
  • Enter your name, email, and password
  • Start with the Free Basic tier - upgrade anytime!

2. Set Up Your Business

  • After login, create a Tax Profile (your business entity)
  • Add a Bank Account (link it to your tax profile)
  • Select your Tax Year (default: March 1 - February 28)

3. Start Managing Your Finances

  • Upload bank statements or add invoices
  • Let AI categorize your transactions
  • Generate tax reports when ready

Main Features

Bank Statement Upload

Location: /bank-analyzer

  1. Click "Upload Statements" or drag & drop PDF files
  2. System automatically extracts transactions
  3. Review and verify extracted data
  4. Transactions appear in your workspaces
Tip: Works best with digital bank statements (PDF format)

Expense Management

Location: /expenses-workspace

  1. View all expense transactions
  2. Categorize transactions manually or use AI suggestions
  3. Edit amounts, dates, or descriptions
  4. Filter by category, date range, or account
  5. Export to CSV or Excel

Key Features:

  • Drag & drop to move transactions between categories
  • Bulk categorization for similar transactions
  • AI remembers your categorization patterns

Income Management

Location: /income-workspace

  1. View all income transactions
  2. Categorize income sources
  3. Track different income types
  4. Export income reports
Tip: Separate business income from personal income for accurate tax reporting

Document Hub (Invoice Scanner)

Location: /invoice-scanner

  1. Upload invoices, receipts, or cash transaction records
  2. AI automatically extracts:
    • Vendor name
    • Amount
    • Date
    • Description
  3. Review and edit extracted data
  4. Link invoices to bank transactions (optional)

Use Cases:

  • Cash transactions not in bank statements
  • Receipts for tax deductions
  • Manual expense entries

Tax Deductibility Setup

Location: /pages/tax-deductibility-setup.html

  1. Set deductibility percentages for each expense category
  2. Example: Meals & Entertainment = 50% deductible
  3. Save your settings
  4. Financial reports automatically apply these percentages
Important: These percentages affect your tax calculations!

Financial Reports

Location: /financial-report

  1. Select your Tax Profile (business)
  2. Choose Date Range
  3. Click "Generate Report"
  4. View:
    • Total income and expenses
    • Tax-deductible amounts
    • Category breakdowns
    • Tax calculations
  5. Export as PDF or Excel

Reports Include:

  • Income summary by category
  • Expense summary with deductibility
  • Tax calculations based on your settings
  • Category-wise breakdowns

Common Workflows

Workflow 1: Monthly Bank Statement Processing

  1. Upload bank statement PDF
  2. Review extracted transactions
  3. Categorize expenses and income
  4. Set deductibility percentages (if not done)
  5. Generate monthly financial report

Time: ~15-30 minutes per statement

Workflow 2: Adding Cash Transactions

  1. Go to Document Hub
  2. Upload receipt or invoice
  3. Review AI-extracted data
  4. Save to expenses workspace
  5. Transaction appears in your reports
Tip: Keep receipts organized - upload monthly for best results

Workflow 3: Year-End Tax Preparation

  1. Verify all bank statements uploaded
  2. Review all categorizations
  3. Check deductibility settings
  4. Generate annual financial report
  5. Export PDF for your accountant

Time: ~2-4 hours for full year (depending on transaction volume)

Tips & Best Practices

Do's

  • Upload statements regularly (monthly is ideal)
  • Review AI categorizations - they're suggestions, not final
  • Set deductibility percentages before generating reports
  • Link invoices to bank transactions when possible
  • Keep receipts for audit purposes (5 years in Namibia)

Don'ts

  • Don't skip categorization - uncategorized transactions won't appear in reports
  • Don't forget to save deductibility settings
  • Don't mix personal and business expenses
  • Don't delete transactions without backup

Key Shortcuts & Features

Account Switching

  • Use the account switcher in the top navigation
  • Switch between multiple bank accounts
  • Each account keeps separate transactions

Tax Guides

Export Options

  • CSV Export: For Excel/Google Sheets
  • PDF Export: For printing/sharing
  • Excel Export: For detailed analysis

Getting Help

Tax Questions

  • Visit Tax Guides in the navigation menu
  • Check Quick Reference for tax rates
  • Consult Full Tax Education Guide for detailed info

Technical Support

  • Check browser console for errors (F12)
  • Ensure JavaScript is enabled
  • Try refreshing the page
  • Clear browser cache if issues persist

Account Issues

  • Check User Profile for account settings
  • Verify Subscription status
  • Ensure you're logged in

Mobile Usage

  • Responsive design - works on phones and tablets
  • Touch-friendly - drag & drop works on mobile
  • Optimized for mobile file uploads
Tip: Use mobile for quick invoice uploads, desktop for detailed categorization

Security & Privacy

  • All data encrypted in transit and at rest
  • Stored securely on Google Cloud Platform
  • Your financial data is private and protected
  • See Privacy Policy for details

Important Deadlines

  • 1st Provisional Tax: August 30
  • 2nd Provisional Tax: February 28
  • Individual Returns: June 30
  • Business Returns: September 30
  • VAT Returns: 25th of each month (bi-monthly)
Tip: Set calendar reminders for these dates!

Quick Troubleshooting

Problem: Transactions not showing

Solution: Check you've selected the correct account

Problem: Report shows zero amounts

Solution: Verify transactions are categorized

Problem: Deductibility not applying

Solution: Check you've saved deductibility settings

Problem: Can't upload files

Solution: Check file size (max 10MB) and format (PDF preferred)

Last Updated: January 2025 | Version: 1.0