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Client User Guide
by Kaiman & Co.
BIR-ready bookkeeping.
Simple enough for
any negosyo.
This guide walks you through everything you need to start recording transactions, tracking VAT, and generating BIR-compliant reports — in minutes, not days.
For
SME Owners & Business Users
Version
2.0 — 2026
App
app.kaimanco.com
Table of Contents
Section 1
Getting Started
Create your account and set up your business profile in under 5 minutes.

Creating Your Account

1
Go to app.kaimanco.com
Open your browser and navigate to app.kaimanco.com. The app works on desktop and mobile.
2
Click "Sign Up" and fill in your details
Enter your email address, create a password (minimum 8 characters), your full name, and your business/company name.
3
Select "Business / Client" as your role
If you're a business owner recording your own transactions, choose the Client role. If your accountant invited you, use their referral link.
4
Complete the Onboarding Wizard
MyLedger will ask a few quick questions: your business type, whether you're VAT-registered or OPT, and your BIR registration date. This sets up your reports correctly.
5
You're in — explore your dashboard
Your account is ready. You'll land on your Overview dashboard showing your financial summary.
💡
Referred by an accountant?

If your CPA or bookkeeper referred you, ask them for their referral link before signing up. Both of you get a bonus when you subscribe.

Logging In

Visit app.kaimanco.com anytime and enter your email and password. If you forget your password, click "Forgot Password" on the login screen — a reset link will be sent to your email.

Section 2
The Dashboard
Your financial command center — see your revenue, expenses, and VAT position at a glance.
app.kaimanco.com — Overview
Overview
Transactions
Income Statement
Balance Sheet
BIR Reminders
Revenue (NET)
₱120,000
This month
Expenses (NET)
₱45,000
This month
Net Profit
₱75,000
This month
Revenue vs Expense Chart
Visual bar chart comparing income and expenses for the current period. NET amounts only — no VAT inflation.
Upcoming BIR Deadlines
See your next filing deadlines on the dashboard so you're never caught off guard by BIR due dates.
VAT Summary
Track your Output VAT (what you owe BIR) and Input VAT (what you can claim) in real time.
Transaction Count
See how many transactions you've recorded this month and your remaining limit based on your plan.
Section 3
Recording Transactions
Add income and expense transactions. MyLedger automatically handles all VAT calculations.

Adding an Income Transaction

Click + Add Transaction in the Transactions tab. For income, you enter the NET amount (the price before VAT). MyLedger calculates the rest.

1
Select Type: Income
Choose "Income" from the type dropdown. This tells MyLedger you're recording money coming in.
2
Enter the NET Amount
Type the amount before VAT. Example: you charged a client ₱11,200 — enter ₱10,000 (the NET). MyLedger adds the ₱1,200 VAT automatically.
3
Fill in Description, Category & Reference No.
Add a description (e.g. "Sales Invoice #001"), select a category (e.g. "Sale of Services"), and optionally add a reference number and counterparty.
4
Choose Settlement Method
Select how payment was/will be received: Cash, Bank Transfer, Check, GCash, Maya, or Credit.
5
Click Save
The transaction appears instantly in your list with NET, VAT, and GROSS columns populated correctly.

Adding an Expense Transaction

For expenses, you enter the GROSS amount (the total you actually paid, including VAT). MyLedger extracts the NET and VAT for you.

💡
Expense tip — use the receipt total

When recording an expense, just type the total amount from your receipt or invoice (GROSS). MyLedger will automatically compute NET = GROSS ÷ 1.12 and VAT = GROSS − NET.

Scan Receipt (OCR)

Have a paper receipt? Click the camera icon next to "+ Add Transaction" to scan it. MyLedger uses Google Vision OCR to read the amount, date, and vendor from the receipt and pre-fill the form for you.

⚠️
OCR requires a clear photo

Make sure the receipt is well-lit and the camera is steady. Crumpled or blurry receipts may not scan correctly — review the pre-filled values before saving.

Expanded Withholding Tax (EWT) — Optional

If you pay suppliers or professionals who are subject to Expanded Withholding Tax (EWT), you can record this when adding an expense transaction. Scroll to the EWT section in the Add Transaction form and select the applicable ATC rate from the dropdown (e.g. 5% for professional fees, 2% for services, 5% for rent).

MyLedger will compute the EWT amount automatically and deduct it from the gross payable. This is the amount you withhold from the supplier and remit to BIR on their behalf — your accountant uses this to file Form 1601-EQ quarterly and issue BIR Form 2307 certificates.

💡
Not sure if EWT applies?

EWT is generally required when you pay professionals (lawyers, CPAs, consultants), rental payments to building owners, or commissions to agents. If you're unsure, ask your accountant — they can tell you which suppliers need EWT withheld. If no EWT applies, just leave the field at "— No EWT —."

Back-Dating Transactions

You can set a specific date for any transaction. In the Add Transaction form, there is a Date field — use this to record a past transaction on the correct date rather than today. This keeps your reports accurate for each period.

Exporting Transactions

Click the CSV button at the top of the Transactions tab to download all your transactions as a spreadsheet. The export includes: Date, Type, Description, Category, Reference No., Counterparty, TIN, Settlement, NET, VAT, GROSS, VAT Type, EWT Rate, EWT Amount, Voided, and Void Reason.

Section 4
Understanding VAT
MyLedger handles the math — but understanding NET, VAT, and GROSS helps you verify your records are correct.

The Three Amounts

Every VAT-registered transaction has three components. MyLedger always shows all three so you and your accountant have complete visibility.

INCOME EXAMPLE — Sales Invoice ₱11,200
You enter (NET Amount)
What you charged before VAT
₱10,000
MyLedger calculates (Output VAT)
₱10,000 × 12%
₱1,200
Customer pays (GROSS)
₱10,000 + ₱1,200
₱11,200
EXPENSE EXAMPLE — Office Supplies Receipt ₱11,200
You enter (GROSS Amount)
Total you paid the supplier
₱11,200
MyLedger calculates (NET)
₱11,200 ÷ 1.12
₱10,000
MyLedger calculates (Input VAT)
₱11,200 − ₱10,000
₱1,200
📊
Why this matters for your BIR filing

Your P&L (Income Statement) uses NET amounts only — this is your real profit. Output VAT (from sales) goes to BIR. Input VAT (from purchases) you can claim back. MyLedger tracks all of this automatically so your accountant can file accurately.

Section 5
Reports
MyLedger generates BIR-compliant financial reports automatically from your transactions.

Income Statement (P&L)

The Income Statement shows your Revenue, Expenses, and Net Profit for any date range. All amounts are NET — VAT is excluded so your profit figure is accurate.

To view: click the Income Statement tab. Use the date range picker to select a period (monthly, quarterly, or custom). Click Export PDF to download a formatted report.

Balance Sheet

The Balance Sheet shows your assets, liabilities, and equity at a point in time. Key VAT items appear here: Input VAT Recoverable (asset — what BIR owes you) and VAT Payable (liability — what you owe BIR).

Cash Flow Statement

The Cash Flow tab shows operating, investing, and financing cash movements. Useful for understanding your actual cash position versus accounting profit.

Accounting Books

Available on Professional and Enterprise plans. The Books tab includes your General Journal, General Ledger, Cash Disbursements Journal, and other BIR-prescribed books — automatically populated from your transactions.

✅
Share reports with your accountant

All PDF exports are formatted in standard professional accounting format. Simply download and email to your CPA — or connect them to your account directly through the Business Setup tab.

Section 6
BIR Reminders
Never miss a BIR filing deadline again. MyLedger tracks your obligations and sends email reminders.

What MyLedger Tracks

Email Reminders

MyLedger sends email reminders 7 days and 3 days before each filing deadline. Make sure your email address is up to date in Business Setup. Reminders are sent to the email you registered with.

⚠️
MyLedger reminds — your accountant files

MyLedger tracks deadlines and prepares the data, but the actual BIR submission is done by your registered accountant or tax agent. Use the reminder as your cue to send your accountant the reports.

Section 7
Invoices
Create professional invoices for your customers, mark them as paid, and share a secure link they can view in their browser.

Creating an Invoice

Click the Invoices tab, then + New Invoice. Fill in the customer name, address, and invoice items (description, quantity, unit price). For each line item, choose whether it is VAT-inclusive or VAT-exempt — MyLedger calculates the totals automatically.

1
Click "Invoices" tab → "+ New Invoice"
Found in the top navigation bar of your dashboard.
2
Fill in customer details and line items
Enter the customer's name, address, and each product or service. Set VAT type per line (vatable, zero-rated, or exempt).
3
Save and share the invoice link
Each invoice gets a unique, secure public link. Send this to your customer — they can view and print it without logging in.
4
Mark as Paid when payment is received
Click the "Mark Paid" button on the invoice. This automatically records a corresponding income transaction in your books so your P&L stays up to date.
💡
Invoice → transaction: automatic

When you mark an invoice as paid, MyLedger creates the income transaction for you with the correct NET, VAT, and GROSS amounts. No double entry needed.

Section 8
Subscription Plans
Start free and upgrade as your business grows. All plans include VAT automation and BIR reports.
Plan Price Transactions/mo Key Features
Free ₱0 80 Transactions, VAT, basic reports, invoices
Starter ₱399/mo Unlimited + OCR scanning, BIR reminders, CSV export, EWT tracking
Professional ₱699/mo Unlimited + Accounting Books, Assets, Period Lock, SLSP, accountant access
Enterprise ₱999/mo Unlimited + Audit Log, full BIR suite (1601-EQ, 1604-EQ, 1700 series, 2307), COA

How to Upgrade

1
Go to Business Setup tab
Click "Business Setup" in the top navigation bar of your dashboard.
2
Click "Upgrade Plan"
Select the plan you want and click Upgrade.
3
Pay via GCash or Maya
Send payment to the GCash/Maya number shown. Your account will be upgraded once payment is confirmed by the admin (usually within the hour).
Section 9
Referral Program
Refer other businesses to MyLedger and earn subscription credits for every signup.

How It Works

Go to the Referral tab in your dashboard. You'll see your unique referral link. Share this link with friends, fellow business owners, or your accountant. When someone signs up using your link:

🎯
Best referral strategy

Refer your accountant first. If they join and manage your account through MyLedger, you both benefit — they get their professional tools and you get credits toward your subscription.

Section 10
Business Setup & Settings
Configure your business profile to ensure accurate VAT computation and BIR report generation.

Business Setup Fields

💡
Set VAT type correctly

If your annual gross sales exceed ₱3,000,000, you are required to register as VAT. If below that threshold, you can opt for the 3% Percentage Tax (OPT). Setting this correctly ensures your reports compute the right tax amounts.

Section 11
Tips, FAQ & Support
Common questions and answers to help you get the most out of MyLedger.

Frequently Asked Questions

Q: Can I use MyLedger if I'm not VAT-registered?

Yes. In Business Setup, set your tax type to "Non-VAT / OPT (3%)." MyLedger will use the correct percentage tax calculation for all transactions and BIR form 2551Q for quarterly filing.

Q: My accountant needs access — how do I add them?

Ask your accountant to sign up on MyLedger as an Accountant. Once they have an account, they can connect to your business from their portal. You'll see their name in the Business Setup tab under "Your Accountant."

Q: Can I delete a transaction?

Yes, but instead of deleting, MyLedger uses "Void" — which marks the transaction as cancelled while keeping the audit trail. This is the correct accounting practice. Click the void icon (circle with line) on any transaction row.

Q: Is my data safe?

Yes. MyLedger is hosted on Railway (enterprise-grade infrastructure), uses HTTPS encryption for all connections, and your password is hashed using bcrypt. We never store plain-text passwords or share your financial data.

Q: Can I backup my data?

Yes. Use the CSV export button in Transactions to download all your data. You can also ask your accountant to run a full backup from the AccountantPortal.

Q: What happens if I exceed my transaction limit?

MyLedger will notify you when you're approaching your limit and prompt you to upgrade. You won't lose any existing data — you just won't be able to add new transactions until you upgrade or the month resets.

Need Help?

Contact us at mym@kaimanco.com or visit kaimanco.com for more resources, guides, and the Kaiman Academy training program for business owners.

Client Guide v2.0 — 2026
app.kaimanco.com · ml.kaimanco.com