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Balancivo · Help Center

Balancivo Help Center

Step-by-step guides and short narrated videos for every part of Balancivo, from connecting your bank to closing the month, payroll and church funds. Free to read, no sign-in needed.

56 guides, each with a short video (captions and transcript included). Videos are recorded in Balancivo with sample organizations. Signed in to Balancivo? The same guides are under Help and videos in the menu.

Open Balancivo ↗ Quick start guide Ask a question

Getting started

  • Create your account and set up your books ▶ 46 secSign up for Balancivo, confirm your email, and create the organization whose books you'll keep.
  • Turn on two-step sign-in ▶ 54 secProtect your books with a code from an authenticator app like Microsoft Authenticator, save recovery codes, and trust your own devices.
  • Add a bank or card account by hand ▶ 48 secAdd a checking, savings, card or loan account with the date your books start and the balance on that day.
  • Connect your bank ▶ 58 secLink your bank through Plaid so new transactions arrive every morning, and learn what each connection status means.
  • Your free trial, plans and usage ▶ 1:04How the 7-day free trial works, what each plan includes, and how to read the usage panel and subscribe.
  • Add or switch organizations ▶ 59 secKeep books for more than one business, church or nonprofit, and move between them from the side menu.
  • Rate Balancivo and send feedbackRate Balancivo, report a problem, or suggest an idea, and see what we've done with each message you send.

Everyday bookkeeping

  • Import bank and card statements ▶ 58 secBring in PDF statements or CSV, OFX and QFX downloads, check that each one ties out, and import them safely.
  • Categorize and review transactions ▶ 56 secGive each transaction a category, let Balancivo remember your choices for each merchant, and mark them reviewed.
  • Search and filter in Review ▶ 54 secFind transactions by date, description, account, amount, category or note, and review a filtered group at once.
  • Split a transaction ▶ 43 secDivide one deposit or payment among several categories or funds, such as tithes and offerings in one deposit.
  • Write and track checks ▶ 49 secRecord checks in the register when you write them, see which are outstanding, and add checks the bank already paid.
  • Set up your chart of accounts ▶ 49 secAdd accounts with numbers, group them under parent accounts and your own types, and hide or delete ones you don't use.
  • Print checksPrint checks from the register on pre-printed voucher check stock, with the payee's address for a window envelope and two stubs.

Money in and out

  • Track a loan or mortgage ▶ 42 secSet up a loan's rate and payment so payments split into principal, interest and escrow, and check the balance against the lender's statement.
  • Add fixed assets and track depreciation ▶ 45 secSpread the cost of computers, equipment and furniture over the years you use them, and record when an asset is sold or retired.
  • Plan a budget and compare it to actual ▶ 45 secEnter the year's planned income and spending by category, then print the Budget vs. actual report to see how you're doing.
  • Create an invoice and send it ▶ 52 secBill a customer with an invoice, then print it or save it as a PDF to email or mail.
  • Record a payment on an invoice or bill ▶ 46 secLink the bank deposit or payment to an invoice or bill so Balancivo marks it paid and counts it in your books.
  • Enter a bill from a vendor ▶ 45 secEnter a vendor's bill so you can see what you owe and when it's due.
  • Add customers, vendors and donors ▶ 52 secKeep a list of the people and businesses you bill, pay or receive gifts from, and let Balancivo tag their bank transactions.
  • Add receipts and match them to transactions ▶ 52 secUpload or photograph receipts, attach each one to the transaction it paid for, and find larger expenses still missing a receipt.
  • Get receipts from your email ▶ 1:02Forward receipts to a private address or connect a mailbox, so Balancivo reads them, keeps a PDF and attaches each one to its charge.
  • Keep track of subscriptions ▶ 1:00See every charge that repeats, catch price increases and duplicates, and get an email before renewals.
  • Bring in Zelle memos ▶ 58 secGet the memo people type on Zelle payments, like "tithe" or "invoice 1042", onto the matching transaction in Review.

Payroll and taxes

  • Set up payroll and add an employee ▶ 50 secAgree to the payroll terms, check your unemployment tax settings, and add each employee from their Form W-4.
  • Run payroll ▶ 57 secStart a pay run, calculate suggested paychecks, review and sign off, post it to the books, and print pay stubs.
  • Prepare the Form 941 worksheet ▶ 1:05Fill in your quarterly Form 941 figures from posted pay runs, record tax deposits, sign off, lock and mark it filed.
  • Find vendors who need a 1099 ▶ 49 secSee who you paid enough by check or bank transfer to need a Form 1099-NEC, track W-9s, and download the list.

Churches and nonprofits

  • Set up funds for restricted gifts ▶ 51 secCreate funds like a Building fund or Missions, choose which gifts go to each, and see every fund's balance.
  • Move money between funds ▶ 48 secRelease restricted money when it's spent for its purpose, or set money aside, by moving an amount from one fund to another.
  • Print year-end donor statements ▶ 50 secPrint or email a year-end contribution statement for each donor, with your logo, listing every gift, including ones imported from a spreadsheet.
  • Pay a minister with a housing allowance ▶ 55 secAdd a pastor or other minister to payroll with a housing allowance, and see how their taxes are handled.

Reports

  • Print a financial statements package ▶ 53 secPut your profit and loss, balance sheet, cash flow statement, and notes into one document for your CPA, a lender, or a grant.
  • Run a profit and loss report ▶ 52 secSee income, expenses, and net income for any period, by month, or next to the same dates last year, then print it or download a CSV.
  • Run a balance sheet ▶ 44 secSee what your organization owns, owes, and is worth on any date, then print it or download a CSV.
  • Run a cash flow statement ▶ 44 secSee where your cash came from and where it went for any period, then print it or download a CSV.

Month-end

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