Documentation

• The dashboard updates to show that business's data
• All lists (expenses, categories, vendors) filter to that business
• Your selection is remembered - BillKit opens to the last selected business next time

Dashboard

• Your overview screen
• View spending trends, top categories, top vendors
• See recent activity and pending tasks

Organisation Section

Businesses

• Create and manage multiple businesses (Basic tier: 1 business max)
• Edit business details, default currency, default category/vendor
• Delete businesses (with all related data)

Expenses

Only appears when you have a business selected

• View all expenses for the selected business
• Search, filter, sort expenses
• Add manual expenses
• Edit and delete expenses

Process Files Section

Only appears when you have a business selected

Pending Review

• Shows expenses flagged for manual review
• Low AI confidence
• Missing vendor or category
• Badge shows count of items needing attention

Upload Files

• Drag and drop invoices
• Queue files for AI processing
• View uploaded files
• Badge shows count of files waiting to be processed

Queued Files

• View files currently being processed or completed
• Monitor processing status
• Review extraction results
• Badge shows count of pending files

Expense References Section

Only appears when you have a business selected

Categories

• Create expense categories (e.g. Office Supplies, Travel, Marketing)
• Edit and delete categories
• Set default category for your business
• Basic tier: 5 categories (global across all businesses)

Vendors

• Manage supplier information
• Add full contact details (name, address, email, phone, tax ID, website)
• Edit and delete vendors
• Set default vendor for your business
• Basic tier: 10 vendors (global across all businesses)

Configuration Section

App Settings

• General (appearance, date format, currency)
• AI Services (provider selection, API key, confidence threshold)

Data Management Section

Export Data

• Export businesses, expenses, vendors, categories, audit logs
• Choose CSV or JSON format (Pro only for JSON)
• Include invoice files (Pro only)

Create Backup

• Create a full backup of your data including files and settings
• To be used for restoring a backup
• Can be used to port data from one mac to another.

Restore Backup

• Upload a backup file to restore its data

Reset App Data

• Clear all data and start fresh
• Nuclear option - use with caution

System Section

Action Logs

• View audit trail of all changes
• Filter by action type or date
• Export logs for compliance

Quit BillKit

• Closes the app completely

Filter Overlay System

When viewing lists (businesses, expenses, categories, vendors), you'll see a filter button in the top right toolbar. Clicking this button reveals a filter panel that slides in from the right side, overlaying the content area.

Using Filters

1. Click the filter icon (funnel with three lines) in the top right
2. The filter panel slides in over the content
3. Set your filter criteria (dates, categories, vendors, etc.)
4. The list updates automatically as you change filters
5. Click outside the panel or press the "X" to dismiss it

Filters are context specific which means each screen has filters relevant to what you're viewing:

• Businesses: Filter by currency, default category/vendor, has expenses
• Expenses: Filter by category, vendor, currency, date ranges, review status
• Categories: Filter by date range, has expenses
• Vendors: Filter by has email, has phone, has expenses, etc.

Your filter settings are remembered, so when you return to a screen, your previous filters are restored.

Finding What You Need

Most list views have a search button (magnifying glass) in the top right toolbar. Click it to reveal a search field. Search works differently depending on what you're viewing:

• Businesses: Search by business name
• Expenses: Search by invoice number
• Categories: Search by category name
• Vendors: Search by vendor name
• Audit Logs: Search across all log fields

The search field appears with an animated slide-in effect. Click the "X" or press Escape to close it.

Sorting

All table views (lists) support sorting by column:

• Click any column header to sort by that column
• Click again to reverse the sort order
• Sorted column is highlighted

Common sortable columns:

• Name
• Date (Created, Updated, Invoice Date, Due Date)
• Amount (Total)
• Status (Review status, Processing status)

Pagination

Lists display 100 items at a time. At the bottom of each list, you'll see:

• Current page number and total pages
• Count of items shown vs total items
• A Load More button if more items exist

Multi-Row selection

Most views showing tabular data support multi-row selection by click-hold and dragging to select rows. Alternatively, holding the shift key and selecting rows will select/deselect the row you are on.

Row selection options

When one or more rows are selected (highlighted), a selectable options dropdown will appear in the top right of the app toolbar. This allows you to perform bulk options such as:

• Delete selected
• Export selected
• Clear selection

Toolbar Actions

The top right toolbar contains context sensitive buttons that change based on what you're viewing:

Common Toolbar Buttons

+ Button (Plus)

• Appears on: Businesses, Categories, Vendors, All Expenses
• Action: Opens a form to create a new item
• May show upgrade prompt if you've reached your tier limit

Filter Button

• Appears on: Businesses, Categories, Vendors, All Expenses, Processing Queue, Audit Logs
• Action: Shows/hides the filter overlay panel
• Icon has a small indicator dot when filters are active

Search Button

• Appears on: Businesses, Categories, Vendors, All Expenses, Pending Review, Audit Logs
• Action: Shows/hides the search field
• Search field appears with animation

Context Menus

Right-clicking items in lists reveals context-specific actions:

Businesses

• Edit Business
• Select as Current Business (if not already current)
• Delete Business

Categories

• Edit Category
• Set as Default Category
• Delete Category (with reassignment)

Vendors

• Edit Vendor
• Set as Default Vendor
• Delete Vendor (with reassignment)

Expenses

• Edit Expense
• Download Invoice File
• Delete Expense

Item Counts and Badges

The sidebar shows badge counts next to certain items:

• Pending Review - Number of expenses needing manual review
• Upload Files - Number of files ready to be processed
• Processing Queue - Number of files being processed or pending

These counts update in real-time as you work, helping you see at a glance what needs attention.

Working with Forms

BillKit uses modal windows for forms and detailed views. When you click a "+" button or "Edit" action, a modal window slides down from the top.

Modal window Behaviour:

• Overlay the main content (you can't interact with the background)
• Have their own title bar with "Cancel" and submit buttons
• Can be dismissed by clicking "Cancel" or pressing Escape
• Changes are only saved when you click the submit button (e.g. "Create Business", "Save Changes")

Common sheets you'll encounter:

• Business creation/editing
• Category creation/editing
• Vendor creation/editing
• Expense creation/editing
• Settings panels
• Subscription management
• Export configuration