Quick Start
This guide covers every Docyt feature:
- Getting Started — Create your account and connect your bank
- How to Use Financial Bookkeeping & Reporting — Close your books daily instead of monthly
- How to Use Real-Time Revenue Reconciliation — Match daily sales to deposits without spreadsheets
- How to Use Automatic Flagging on Transactions — Catch duplicate invoices and missing receipts early
- How to Use Docyt Accountant Copilot — Hand routine bookkeeping tasks to ai agents
- How to Use Collaboration Tools — Settle invoice questions without email threads
- How to Use ERP Data Migration — Move historical books in without rekeying data
- How to Use Docyt 360 — See every location in one consolidated view
- How to Use ClosingFlow — Run month-end close on a guided checklist
- How to Use InsightFlow — Track industry kpis on a custom dashboard
Time needed: 5 minutes per feature
Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives
Why Trust This Guide
I have run Docyt on a real set of books for eight months.
Every screen here comes from hands-on use, not vendor marketing.
Docyt is an AI-powered accounting automation platform for small-to-medium businesses and accounting firms.
Most owners only ever touch receipt capture and stop there.
This guide shows you how to use Docyt properly, feature by feature.
Docyt Tutorial
This How to use Docyt tutorial walks through setup, daily bookkeeping, and the reporting tools that make the price worth paying.
Docyt
Stop rebuilding your books every month. Docyt AI reads your receipts, categorizes transactions at over 99% accuracy, and keeps QuickBooks Online current every single day. Businesses save an average of 500 hours and $2,000 a year.
Getting Started with Docyt
Before any feature works, finish this one-time setup.
It takes about three minutes to get started.
Here is what the first week looked like for me:
Now let’s walk through each step.
Step 1: Create Your Account
Go to the Docyt website and click Start Free Demo.
Enter your work email and create a password.
✓ Checkpoint: A confirmation link lands in your inbox within a minute.
Step 2: Connect Your Financial Accounts
Docyt runs in any browser, with a mobile app for iOS and Android.
Connect your bank, credit cards, and QuickBooks Online during onboarding.
Here is what you get once everything is connected:
✓ Checkpoint: Your dashboard shows live balances from every connected account.
Step 3: Set Up Receipt Box
Receipt Box is where every invoice and receipt lands.
Forward vendor bills to your unique Docyt email address.
Ask staff to photograph receipts in the app as they spend.
✅ Done: You are ready to use any feature below.
How to Use Docyt Financial Bookkeeping & Reporting
Financial Bookkeeping & Reporting lets you close your books daily instead of monthly.
Here is how to use it step by step.
Step 1: Connect Your Banking Accounts
Open Settings and pick Connected Accounts.
Docyt links to over 12,000 banking institutions through live bank feeds.
Step 2: Review the General Ledger
Docyt AI categorizes transactions before they reach the general ledger.
Accuracy sits above 99% because it studies your past transactions.
Here is what this looks like:
✓ Checkpoint: Your bank shows a green Connected badge with today’s date.
Step 3: Generate Your Reports
Open Reports and pick P&L, balance sheet, or cash flow.
You can drill down into any figure to view the original document.
✅ Result: You have real-time financial reports built from clean, categorized data.
💡 Pro Tip: Turn on daily close before your first month ends. Catching an error early beats fixing thirty at once.
How to Use Docyt Real-Time Revenue Reconciliation
Real-Time Revenue Reconciliation matches daily sales to bank deposits automatically.
Here is how to use it step by step.
Step 1: Link Your POS System
Docyt connects with more than 30 POS systems.
Pick yours from the Revenue tab and authorize the link.
Step 2: Map Your Revenue Categories
Tell Docyt which POS category feeds which ledger account.
Do this once and revenue reconciliation runs on its own.
Here is what this looks like:
✓ Checkpoint: Yesterday’s sales total matches the deposit hitting your bank.
Step 3: Review Daily Deposits
Open the reconciliation view each morning.
Unmatched amounts sit at the top for review.
✅ Result: Revenue reconciliation happens daily instead of during a painful month-end scramble.
💡 Pro Tip: Reconcile before 10am. Card processors post overnight, so morning numbers are the cleanest you will see.
How to Use Docyt Automatic Flagging on Transactions
Automatic Flagging catches duplicate invoices, missing receipts, and odd spending patterns.
Here is how to use it step by step.
Step 1: Open the Flagged Queue
Docyt AI flags anything unusual the moment data arrives.
Filter the queue by vendor name or invoice status.
Step 2: Review Each Flag
Docyt shows why it raised the flag.
Duplicate detection compares vendors, amounts, and invoice numbers.
Here is what this looks like:
✓ Checkpoint: The flag count drops and cleared items move into your ledger.
Step 3: Resolve or Approve
Approve genuine charges or reject the duplicate.
Use bulk actions when several invoices share the same fix.
✅ Result: Duplicate payments to vendors get stopped before money leaves your bank.
💡 Pro Tip: Check the queue every Monday. A weekly habit keeps flags under ten and takes about four minutes.
How to Use Docyt Accountant Copilot
Accountant Copilot hands routine bookkeeping to AI agents that Docyt calls GARY.
Here is how to use it step by step.
Step 1: Open Copilot
Find Copilot in the left sidebar.
It lists every task waiting on human input.
Step 2: Assign the Repetitive Work
Pick tasks like coding expenses or chasing missing documents.
GARY handles them per entity, which suits accounting firms with many clients.
Here is what this looks like:
✓ Checkpoint: Your task list shrinks and each completed item shows an audit trail.
Step 3: Review What It Did
Copilot logs every change it made.
Approve the batch or send single items back.
✅ Result: Manual data entry drops by up to 80% across your books.
💡 Pro Tip: Let Copilot run two weeks before trusting it fully. It learns your coding habits from corrections.
How to Use Docyt Collaboration Tools
Collaboration Tools let your team settle invoice questions without long email threads.
Here is how to use it step by step.
Step 1: Invite Your Team
Go to Settings and add each person by email.
Roles control who can approve accounts payable items.
Step 2: Chat on the Document
Open any invoice and use the built-in chat.
Comments stay attached to that document forever.
Here is what this looks like:
✓ Checkpoint: The invoice shows a comment count and an assigned reviewer.
Step 3: Route Approvals
Send the invoice to whoever owns that budget.
They receive a notification and approve inside Docyt.
✅ Result: Every approval question lives beside the receipt it belongs to.
💡 Pro Tip: Tag the vendor name in your first comment. Search later pulls the whole thread instantly.
How to Use Docyt ERP Data Migration
ERP Data Migration moves your history across without rekeying years of data.
Here is how to use it step by step.
Step 1: Export From Your Old System
Pull a general ledger export from QuickBooks, Xero, or NetSuite.
Docyt accepts standard CSV and IIF files.
Step 2: Map Your Chart of Accounts
Match each old account to its Docyt equivalent.
The mapping screen highlights anything left unmatched.
Here is what this looks like:
✓ Checkpoint: Your trial balance totals match to the cent in both systems.
Step 3: Verify Opening Balances
Compare your trial balance in both systems.
Fix any variance before you start live bookkeeping.
✅ Result: Your full transaction history sits inside Docyt, ready for reporting.
💡 Pro Tip: Migrate at a quarter end. Clean cut-off dates make the variance check far easier to read.
How to Use Docyt 360
Docyt 360 shows every location you own inside one consolidated view.
Here is how to use it step by step.
Step 1: Add Each Entity
Create a workspace for every business you operate.
Docyt AI manages repetitive bookkeeping for each entity separately.
Step 2: Build the Consolidated Report
Pick the entities you want combined.
Docyt produces consolidated financial statements across multiple businesses.
Here is what this looks like:
✓ Checkpoint: The consolidated total equals the sum of your individual entities.
Step 3: Compare Performance
Sort locations by revenue or profitability.
Weak sites stand out inside a minute.
✅ Result: You judge profitability by location without exporting anything to a spreadsheet.
💡 Pro Tip: Name entities by city, not legal name. Reports get readable when you run more than five.
How to Use Docyt ClosingFlow
ClosingFlow turns month-end into a guided checklist anyone on your team can follow.
Here is how to use it step by step.
Step 1: Open the Close Checklist
ClosingFlow lists every task for the period.
Owners and due dates sit beside each line.
Step 2: Clear the Open Items
Work top to bottom through unmatched transactions.
Continuous reconciliation makes closes up to 5x faster.
Here is what this looks like:
✓ Checkpoint: Every checklist item shows a green tick and a timestamp.
Step 3: Lock the Period
Close the month once every task is green.
Locked periods block accidental changes to prior books.
✅ Result: Month-end closes in days rather than the usual two-week grind.
💡 Pro Tip: Assign owners on day one of the month. Close speed depends on ownership, not software.
How to Use Docyt InsightFlow
InsightFlow tracks the industry KPIs that actually matter to your business.
Here is how to use it step by step.
Step 1: Pick Your Metrics
Choose KPIs like RevPAR, food cost, or labour percentage.
Docyt AI adapts as your business grows.
Step 2: Build the Dashboard
Drag each metric onto your custom layout.
Charts refresh from live bookkeeping data.
Here is what this looks like:
✓ Checkpoint: Your dashboard updates the moment a new transaction lands.
Step 3: Share Real-Time Insights
Send a dashboard link to your team or your accountant.
They see real-time insights without logging into your ledger.
✅ Result: You get real-time insights on margins instead of waiting for a monthly PDF.
💡 Pro Tip: Start with three KPIs only. Dashboards with twenty tiles get ignored inside a fortnight.
Docyt Pro Tips and Shortcuts
After eight months of daily use, these are the shortcuts I actually keep using.
Keyboard Shortcuts
| Action | Shortcut |
|---|---|
| Global search | Ctrl + K |
| Approve selected invoices | Shift + A |
| Jump to Receipt Box | G then R |
| Open reports | G then P |
Hidden Features Most People Miss
- Bulk edit: Select many invoices, then change category, vendors, or status in one action.
- Drill-down documents: Click any figure in a report to open the source document behind it.
- Vendor rules: Teach Docyt to categorize a supplier once and it follows that rule forever.
Docyt Common Mistakes to Avoid
Mistake #1: Skipping the historical import
❌ Wrong: Starting fresh and leaving last year’s books stranded in old accounting software.
✅ Right: Import at least twelve months so Docyt AI learns how you categorize spending.
Mistake #2: Ignoring flagged transactions
❌ Wrong: Letting the flag queue grow until an error becomes a duplicate payment.
✅ Right: Clear flags weekly, since Docyt surfaces missing documents early for a reason.
Mistake #3: Treating Docyt as a QuickBooks replacement
❌ Wrong: Cancelling QuickBooks Online the day you sign up for Docyt.
✅ Right: Keep both, because Docyt AI feeds clean data into QuickBooks rather than replacing it.
Docyt Troubleshooting
Problem: Bank feeds stopped syncing
Cause: Your bank expired the connection token, which most banking providers do every ninety days.
Fix: Open Connected Accounts, click Reconnect, and re-authenticate through your bank’s login screen.
Problem: Receipts sit unmatched in Receipt Box
Cause: The card transaction has not posted yet, or the receipt image is unreadable.
Fix: Wait two business days, then retake the photo in better light and match it manually.
Problem: Reports show the wrong profitability
Cause: Revenue reconciliation is mapping POS categories to the wrong ledger accounts.
Fix: Reopen your revenue mapping, correct the account, then re-run the period.
📌 Note: If none of these fix your issue, Docyt support is provided through in-app chat inside your dashboard.
What is Docyt?
Docyt is accounting software that automates bookkeeping using AI instead of manual data entry.
Think of it as a tireless bookkeeper sitting between your bank and QuickBooks.
It reads and understands your expenses, pulling the correct information from receipts and invoices.
The platform is designed for operators and accountants who are tired of chasing paperwork.
Watch this quick overview:
It includes these key features:
- Financial Bookkeeping & Reporting: Close your books daily instead of monthly.
- Real-Time Revenue Reconciliation: Match daily sales to deposits without spreadsheets.
- Automatic Flagging on Transactions: Catch duplicate invoices and missing receipts early.
- Docyt Accountant Copilot: Hand routine bookkeeping tasks to ai agents.
- Collaboration Tools: Settle invoice questions without email threads.
- ERP Data Migration: Move historical books in without rekeying data.
- Docyt 360: See every location in one consolidated view.
- ClosingFlow: Run month-end close on a guided checklist.
- InsightFlow: Track industry kpis on a custom dashboard.
For a full review, see our Docyt review.
Docyt uses High Precision Accounting Intelligence to classify documents and match them against bank transactions.
Everything is stored in an encrypted, SOC2 Type II compliant vault.
Docyt Pricing
Here is what Docyt costs in 2026:
| Plan | Price | Best For |
|---|---|---|
| Impact | $299 per month | Single-location business wanting automated bookkeeping |
| Advanced | $499 per month | Growing teams needing accounts payable and bill pay |
| Advanced Plus | $799 per month | Operators running multiple businesses on one login |
| Enterprise | $999 per month | Accounting firms handling many client entities |
Free trial: No open trial. Docyt runs a guided demo before onboarding.
Money-back guarantee: Not published. Terms are agreed during your onboarding call.
💰 Best Value: I recommend Advanced at $499 per month — it adds accounts payable and expense reports, which is where most of the 500 saved hours come from.
Docyt vs Alternatives
How does Docyt compare? Here is the honest landscape:
| Tool | Best For | Price | Rating |
|---|---|---|---|
| Docyt | Automated bookkeeping | $299/mo | ⭐ 4.0 |
| Dext | Receipt capture | $29/mo | ⭐ 4.5 |
| Xero | Small business books | $20/mo | ⭐ 4.4 |
| QuickBooks | General ledger | $38/mo | ⭐ 4.5 |
| Zoho Books | Budget accounting | $20/mo | ⭐ 4.4 |
| Sage | Inventory and payroll | $25/mo | ⭐ 4.1 |
| Expensify | Expense reports | $5/mo | ⭐ 4.4 |
| NetSuite | Enterprise ERP | $999/mo | ⭐ 4.0 |
Quick picks:
- Best overall: Docyt — it automates the work, not just the filing.
- Best budget: Wave — free accounting for a very small business.
- Best for beginners: FreshBooks — the gentlest learning curve of the lot.
- Best for accounting firms: Docyt Enterprise — one login across every client’s books.
🎯 Docyt Alternatives
Looking for Docyt alternatives? Here are the options worth a look:
- 🚀 Dext: Fast receipt capture and document processing, though it stops short of full bookkeeping automation.
- 💰 Xero: Clean accounting software for small business owners who want tidy books and simple bank feeds.
- ⚡ Easy Month End: Focused purely on close checklists, useful if your bookkeeping already runs well.
- 🧠 Puzzle IO: AI-powered accounting built for startups that live inside Stripe and modern banking accounts.
- 🏢 Sage: Long-standing accounting software with deep inventory and payroll services for larger firms.
- 💼 Zoho Books: Budget-friendly books with strong invoicing, ideal if you already run other Zoho apps.
- 🔄 Synder: Specialist in ecommerce revenue reconciliation across Shopify, Amazon, and payment processors.
- 🔧 RefreshMe: Lightweight bookkeeping clean-up tool for freelancers with a handful of monthly transactions.
- 🆓 Wave: Free accounting for very small business owners who only need invoices and basic reports.
- 🏠 Quicken: Personal and rental property finance tracking rather than a true business accounting platform.
- 📄 Hubdoc: Document fetching from banks and vendors, bundled free with most Xero plans.
- 🧾 Expensify: Strong expense reports and card controls for teams that travel, weaker on full ledgers.
- ⭐ QuickBooks: The most used accounting software worldwide, and the system Docyt AI sits on top of.
- 📊 AutoEntry: Reliable data entry automation for accountants who already own a general ledger they like.
- 👶 FreshBooks: Beginner-friendly invoicing and time tracking for service businesses billing a few customers.
- 🏭 NetSuite: Enterprise ERP with heavy customization, priced well beyond most small business budgets.
For the full list, see our Docyt alternatives guide.
⚔️ Docyt Compared
Here is how Docyt stacks up against each competitor:
- Docyt vs Dext: Dext captures receipts well. Docyt captures them and then does the bookkeeping, so it wins on scope.
- Docyt vs Xero: Xero is a ledger you maintain. Docyt automates the work feeding a ledger, including QuickBooks Online.
- Docyt vs Easy Month End: Easy Month End handles close checklists only. Docyt covers close plus daily reconciliation and reporting.
- Docyt vs Puzzle IO: Puzzle suits venture-backed startups. Docyt suits multi-location operators tracking profitability by site.
- Docyt vs Sage: Sage offers deeper payroll and inventory. Docyt offers faster automation and real-time financial reports.
- Docyt vs Zoho Books: Zoho Books costs far less. Docyt saves more hours, which matters once headcount grows.
- Docyt vs Synder: Synder wins for pure ecommerce sync. Docyt wins when you also need accounts payable and bill pay.
- Docyt vs RefreshMe: RefreshMe fits solo freelancers. Docyt fits firms and operators handling thousands of monthly transactions.
- Docyt vs Wave: Wave is free and stays basic. Docyt is paid and removes most manual input from your day.
- Docyt vs Quicken: Quicken tracks personal finances. Docyt tracks business finances with audit-ready documents behind every number.
- Docyt vs Hubdoc: Hubdoc fetches statements. Docyt fetches, reads, categorizes, and reconciles them against your bank feeds.
- Docyt vs Expensify: Expensify owns employee expense management. Docyt covers expense management plus the full bookkeeping cycle.
- Docyt vs QuickBooks: QuickBooks is the ledger. Docyt is the automation layer above it, so most users run both.
- Docyt vs AutoEntry: AutoEntry automates data entry alone. Docyt adds reconciliation, KPI dashboards, and consolidated financial statements.
- Docyt vs FreshBooks: FreshBooks is easier on day one. Docyt pays off by month three when volume climbs.
- Docyt vs NetSuite: NetSuite is heavier and pricier. Docyt gives small-to-medium businesses similar visibility at a fraction of cost.
Start Using Docyt Now
You learned how to use every major Docyt feature:
- ✅ Financial Bookkeeping & Reporting
- ✅ Real-Time Revenue Reconciliation
- ✅ Automatic Flagging on Transactions
- ✅ Docyt Accountant Copilot
- ✅ Collaboration Tools
- ✅ ERP Data Migration
- ✅ Docyt 360
- ✅ ClosingFlow
- ✅ InsightFlow
Next step: Connect one bank account and forward a single invoice.
Most people start with Financial Bookkeeping & Reporting.
It takes less than five minutes, and the time saved compounds every week after that.
Automating the boring half of accounting makes life considerably quieter at month-end.
If you found this article helpful, book the demo and test it against one month of real transactions.
Frequently Asked Questions
How does Docyt work?
Docyt connects your banking accounts and POS systems, reads receipts and invoices with AI, categorizes transactions, then syncs clean data into QuickBooks Online for real-time financial reports.
How to do bookkeeping manually step by step?
Record each transaction, file the matching receipt, categorize it, reconcile against your bank statement monthly, then produce financial statements. Docyt AI automates every step except your final review.
How to do accounting step by step?
Capture documents, post journal entries, reconcile accounts, adjust for accruals, close the period, then report. Docyt handles capture, posting, and reconciliation for you automatically.
How to use accounting app?
Install the Docyt mobile app, sign in, then photograph receipts as you spend. Each receipt is matched to the right card transaction within minutes, with no data entry.
How to use accounting software?
Connect your bank, import your chart of accounts, categorize transactions, then reconcile. Docyt automates categorization at over 99% accuracy using your own historical patterns.
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