Home Glossary BitBooks Glossary (App-Specific Terms)

BitBooks Glossary (App-Specific Terms)

Last updated on May 02, 2026

Why this glossary exists

BitBooks uses some terms that are specific to the app or that are common in accounting tools but might be unfamiliar. This glossary defines them in plain English.

For general accounting terms, see Accounting Terms for Bitcoin Users. For Bitcoin-specific terms, see Bitcoin Terms for Accountants.

Page and feature names

Insights. The dashboard page. Shows KPIs, working capital, wallet balances, and expense breakdown. What other tools call "Dashboard."

Wallets. The page listing every wallet (Bitcoin or fiat) in your organization.

Transactions. The day-to-day transaction entry page. Uses Simple Mode.

Journal Entries. The advanced transaction entry page. Used by accountants for entries that don't fit Simple Mode.

Payments. The page for payment requests (invoices and bills with approval workflow).

Reports. Where you find P&L, Balance Sheet, Trial Balance, General Ledger, Cash Flow, Activity Log.

Admin. Where settings, users, chart of accounts, contacts, and connectors live.

Connectors. The Admin section for Bitcoin Connections (auto-sync wallet integration).

Modes and statuses

Simple Mode. The user-friendly transaction form. Available on the Transactions page. Doesn't show debits and credits.

Advanced Mode. The accountant-style entry form. Available on the Journal Entries page. Shows full debits and credits.

Standard transaction. A transaction with one wallet and one category. The default Simple Mode shape.

Split transaction. A transaction with one wallet and multiple categories that share the amount.

Transfer transaction. A transaction moving money between two of your own wallets.

Draft. A saved but un-posted entry. Doesn't show on reports. Editable. Deletable.

Posted. A finalized entry. Shows on reports. Locked except for memo and attachments.

Approved. A Posted entry that's been formally approved by an authorized user.

Reversed. A Posted entry that's been canceled by a reversing entry. Both stay in the audit trail.

Pending Approval. An entry that exceeds the approval threshold and is awaiting an authorized approver.

Cleared statuses

Not cleared. Recorded but not yet confirmed at the wallet provider.

Cleared. Confirmed by the wallet provider.

Reconciled. Confirmed AND matched in a formal reconciliation pass. Locked from casual editing.

Currency concepts

Functional currency. Your organization's main currency. Reports default to it.

Reporting currency. An optional second currency that shows alongside functional on reports.

Transactional currency. The currency a specific transaction happened in.

Rate-pinned. A transaction that has its exchange rate locked in at the moment of creation. The rate doesn't change later even if the market does.

Pending rate. A transaction whose exchange rate hasn't been fetched yet (provider was down, currency unsupported, future-dated entry).

Account-related

Chart of Accounts (CoA). The master list of accounts in your organization.

Account type. One of: Asset, Liability, Equity, Income, Expense.

Account sub-type. A finer category within type (e.g., Asset > WALLETS, Asset > FIXED_ASSETS).

System account. An account BitBooks created automatically and that's required for the system to function (Suspense, Retained Earnings). Can't be archived.

Wallet account. An account that's also a Wallet. Every Wallet has a corresponding account in the Chart of Accounts.

Wallet-related

Wallet type. EXCHANGE / HARDWARE / SOFTWARE / CUSTODIAL / BANK. Mostly informational.

Sync status. SYNCED, SYNCING, ERROR, NEVER. Shows whether auto-sync is working for the wallet.

Bitcoin Connections. The feature that auto-syncs wallets at supported providers (Blink, etc.).

Vault password. The password locking your wallet credentials inside Bitcoin Connections. Never leaves your device.

12-word recovery code. The backup for the vault password, shown once at vault creation.

Source wallet ID. An opaque identifier given by Bitcoin Connections to track which wallet at the provider corresponds to which Wallet in BitBooks.

Transaction-related

Reference number. Auto-generated identifier for each transaction (e.g., TX-000142). Editable if you have an external reference.

Memo. Free text on a transaction or journal entry. Notes for the reader.

To/From address. A Bitcoin address or wallet identifier on a transaction.

Linked transfer. Two opposite-direction transactions in different wallets that have been paired as a single transfer for reporting purposes.

Bulk Post. Action that posts multiple Drafts at once.

Reverse. Action that creates a counter-entry to cancel a Posted entry.

Period and time

Journal Lock Date. The date that closes everything before it. Once set, entries dated on or before can't be created or edited.

Period close. The act of finalizing a period and locking it.

Reopen. Lifting the lock by setting the Journal Lock Date earlier.

Effective date. When a configuration change (e.g., functional currency change) takes effect.

Reports

Trial Balance. Health-check report showing all accounts with debits/credits totals; should balance.

General Ledger (GL). All transactions, organized by account.

GL Detail. Single-account version of the GL.

P&L (Profit and Loss). Income and expenses for a period. Aka Income Statement.

Balance Sheet. Assets, liabilities, equity at a point in time.

Cash Flow Statement. Cash movement for a period.

Activity Log. Audit trail of every action (create, update, delete, post, reverse).

User and roles

Owner. The principal user of an organization. One per org.

Admin. Can do almost everything except delete the org.

Accountant. Full books access, no settings or user management.

Member. Day-to-day bookkeeping. No settings or admin.

Viewer. Read-only.

Approval threshold. A monetary limit above which transactions require approval.

Multi-org

Organization. One set of books. Independent from other organizations.

Organization switcher. The dropdown at the top of the sidebar that changes which org you're viewing.

Archive. Soft-delete. Hides the entity from active views but preserves its data.

Delete (organization). Permanent removal of an entire organization. Owner-only action.

Imports and migrations

Import job. A staged set of records being brought in from QuickBooks, CSV, or another source.

Reconciliation (during import). A diff-style review of which staged records would be created, updated, or skipped.

Commit (an import). Finalizing the import after review. The staged records become real records in your books.

Other useful terms

Audit reason. A free-text explanation required for certain configuration changes (e.g., functional currency change). At least 40 characters.

Approval workflow. The process by which a Pending Approval transaction becomes Posted.

FX revaluation run. A specific instance of revaluing your foreign currency or Bitcoin holdings to current market.

Onboarding wizard. The guided flow for setting up a new organization.

Sample data. Illustrative numbers shown on the Insights page when an organization is brand new (no real data yet).

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