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Activity Tracking

BillKit automatically tracks every change made to your data in audit logs. These logs provide a complete history of all actions performed within the app, essential for compliance, troubleshooting, and dispute resolution. This guide explains how to view and use audit logs effectively.

What Are Audit Logs?

Audit logs are timestamped records of every action taken in BillKit:

  • Creating businesses, categories, vendors, expenses
  • Updating any data (with before/after values)
  • Deleting records
  • Exporting data

Each log entry includes:

  • Action type - Created, Updated, Deleted, Exported
  • Model type - Business, Category, Vendor, Expense, Media (files)
  • Model reference - Name or identifier of the item changed
  • Action summary - Brief description (e.g. "Expense created")
  • Action details - Complete before/after values for updates
  • Business name - Which business the action relates to (if applicable)
  • Timestamp - Exact date and time of the action

Viewing Audit Logs

  1. Click "Action Logs" in the sidebar (under Data Management section)
  2. The Audit Logs screen opens showing a table of all logged actions

Table columns:

  • Action - Type of action (Created, Updated, Deleted, Exported)
  • Model - Type of data changed (Business, Category, Vendor, Expense, Media)
  • Reference - Name/ID of the item changed
  • Summary - Brief action description
  • Business - Business name (if applicable)
  • Date/Time - When the action occurred
  • User - Who performed the action (always "System User" currently)

Sorting:

Click any column header to sort. Default sort is newest first (timestamp descending).

Pagination:

Logs are paginated at 100 entries per page. Use the Load More button at the bottom to see older entries.

View a log entry details

The Action log table view only shows a summary of the action. You may view full details of each log entry by:

  1. Click "Action Logs" in the sidebar
  2. Right click the log entry you wish to view full details for
  3. A modal window will slide down showing you full details of the entry
  4. Close the modal window when you are finished.

Searching Audit Logs

  1. Click "Action Logs" in the sidebar
  2. Click the search icon (magnifying glass) in the toolbar at top right
  3. A search field appears
  4. Type your search query
  5. Table filters to matching entries

Search behaviour:

  • Searches across all log fields (action, model, reference, summary, details, business name)
  • Case-insensitive
  • Partial matches supported
  • Search results update as you type

Example searches:

  • "Amazon" - Finds all logs mentioning Amazon (vendor creation, expense updates, etc.)
  • "Deleted" - Finds all deletion actions
  • "Category" - Finds all category-related logs
  • "2025-11-13" - Finds all logs on that date (if timestamp matches format)

Filtering Audit Logs

  1. Click the filter icon (funnel with three lines) in the toolbar at top right
  2. A filter panel slides in from the right
  3. Set filter criteria (see options below)
  4. Table updates automatically
  5. Click outside panel or press "X" to dismiss

Filter options:

Action Type

  • Dropdown with options: Any, Created, Updated, Deleted, Exported
  • Select to show only logs of that action type

Model Type

  • Dropdown with options: Any, Business, Category, Vendor, Expense, Media
  • Select to show only logs for that data type

Date Range

  • Start date picker and end date picker
  • Shows logs within the date range (inclusive)
  • Both dates must be set for filter to apply

Clear Filters

Click the "Clear Filters" button at the bottom of the panel to reset all filters.

Retention and Deletion

Audit logs are automatically deleted based on your Log Retention setting .

What happens

  • BillKit automatically deletes audit logs older than the retention number of days
  • Deletion happens during app startup (not real-time)
  • Once deleted, logs cannot be recovered
  • Expenses and other data are NOT affected - only audit logs

Manual Log Deletion

There are several ways log entries can be deleted.

Manually: Single entry

  1. Click "Action Logs" in the sidebar (under Data Management section)
  2. Right-click on a row of the entry to delete
  3. Click "Delete log entry"
  4. Confirm deletion
  5. The selected log entry is deleted

Manually: Selected entries

  1. Click "Action Logs" in the sidebar (under Data Management section)
  2. Select rows to delete (click and drag to highlight or shift-click to select)
  3. Bulk options menu will show in the top right corner
  4. Select "Delete selected"
  5. Confirm deletion
  6. The selected log entries are deleted.

Manually: Delete all entries

  1. Click "Action Logs" in the sidebar (under Data Management section)
  2. Click the trash icon in the top right corner
  3. Confirm deletion
  4. All log entries will be removed

Reset App Data

Resetting the app to its default state (empty) will also remove activity log entries

Exporting Activities

You can export audit logs for long-term archiving or external analysis.

  1. Click "Action Logs" in the sidebar (under Data Management section)
  2. Select rows to delete (click and drag to highlight or shift-click to select)
  3. Bulk options menu will show in the top right corner
  4. Select "Export selected"
  5. A save file as window will open

You can also export all activity logs from the Export Data screen.

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