BookKeep Pro Documentation

1. System Requirements

Minimum Requirements

PHP: Version 8.1 or higher
PostgreSQL: Version 12 or higher
Web Server: Apache, Nginx, or PHP built-in server
Memory: Minimum 512MB RAM
Storage: Minimum 500MB free space

PHP Extensions Required

pdo - Database connectivity
pdo_pgsql - PostgreSQL driver
mbstring - Multi-byte string support
json - JSON processing
curl - API communication
fileinfo - File type detection
gd or imagick - Image processing

2. Installation Guide

Quick Installation (Automated)

Run the automated setup script:

chmod +x setup.sh
./setup.sh

Manual Installation Steps

Step 1: Download & Extract

git clone [repository-url] bookkeep-pro
cd bookkeep-pro

Step 2: Install PHP Dependencies

composer install

Step 3: Configure Database

Create a PostgreSQL database and configure the connection:

export PGHOST=your-database-host
export PGPORT=5432
export PGDATABASE=bookkeep
export PGUSER=your-username
export PGPASSWORD=your-password

Step 4: Initialize Database

php includes/db_setup.php

Step 5: (Optional) Load Sample Data

php includes/seed.php

Step 6: Start the Server

php -S 0.0.0.0:5000 -t public public/router.php

Done! Access the application at http://localhost:5000

3. Required API Keys & Configuration

Service	Purpose	Required?	Where to Configure
Stripe	Payment processing, subscriptions	Optional	User Settings → Payment Settings
OpenAI	Receipt/invoice OCR scanning	Optional	Admin → Company Settings → AI / OCR
SMTP	Email sending (invoices, notifications)	Optional	Admin → Company Settings → Email
Google reCAPTCHA	Spam protection on forms	Optional	Admin → Company Settings → reCAPTCHA

Stripe Configuration

For payment processing and subscriptions:

Create an account at stripe.com
Get your API keys from the Stripe Dashboard
Enter keys in: Settings → Payment Settings

Note: Each user can configure their own Stripe keys for their business.

OpenAI API Key (OCR Feature)

For AI-powered receipt and invoice scanning:

Create an account at platform.openai.com
Generate an API key
Enter the key in: Admin → Company Settings → AI / OCR

SMTP Email Configuration

Common SMTP settings:

Provider	Host	Port	Encryption
Gmail	smtp.gmail.com	587	TLS
SendGrid	smtp.sendgrid.net	587	TLS
Mailgun	smtp.mailgun.org	587	TLS

4. Admin Features & Locations

Access: Admin features require a user with role='admin' in the database. Access the admin panel at: /admin/

Admin Dashboard

Feature	Location	Description
Dashboard Overview	/admin/	Stats: users, revenue, invoices, customers
User Management	/admin/users.php	Create, edit, delete users, assign roles, manage permissions
Permission Management	/admin/users.php → Shield icon	Granular permissions per user
Subscription Invoices	/admin/subscription-invoices.php	View subscription payments, webhook logs
Email Campaigns	/admin/campaigns.php	Send newsletters and announcements
Translation Management	/admin/translations.php	Edit translations for EN, DA, SV
VAT Configuration	/admin/vat.php	Manage VAT rates

Company Settings Tabs

Location: /admin/company.php

Tab	Settings Available
General	Trial period, copyright text, footer settings
AI / OCR	OpenAI API key for receipt scanning
Branding & SEO	App name, logo, favicon, meta tags
Social	Social media links
Email	SMTP configuration
Company Info	Business name, address, contact details
Bank Details	Bank account, IBAN, SWIFT
Invoice Settings	Invoice prefix, numbering, payment terms
Import Service	Customer import service configuration
reCAPTCHA	Spam protection settings

5. User Features & Locations

Main Navigation

Dashboard

/dashboard.php

Overview, quick stats, recent activity

Customers

/customers.php

Manage company & private customers

Vendors

/vendors.php

Supplier management, expenses

Invoices

/invoices.php

Create, send, track invoices

Products

/products.php

Products, services, text items

Estimates

/estimates.php

Create quotes and estimates

Accounting Features

Chart of Accounts

/accounts.php

BAS kontoplan management

Journal Entries

/journal.php

Double-entry bookkeeping, OCR scanning

General Ledger

/ledger.php

Account transactions view

Reports

Location: /reports/

Report	Path	Description
Reports Dashboard	/reports/	Overview of all reports
Revenue Report	/reports/revenue.php	Monthly revenue with charts
Outstanding Invoices	/reports/outstanding.php	Aging analysis
Top Customers	/reports/top-customers.php	Revenue by customer
Profit & Loss	/reports/profit-loss.php	Income statement
Balance Sheet	/reports/balance-sheet.php	Assets, liabilities, equity
VAT Report	/reports/vat-report.php	VAT declaration

User Settings

Location: /settings.php

Profile: Name, email, language preference
Company: Business details, logo upload
Payment Settings: Stripe API keys
Invoice Customize: Template selection (plan-based)
Two-Factor Auth: Enable/disable 2FA with backup codes
Team: Invite team members, manage access

Special Features

Feature	Location	Description
Receipt/Invoice OCR	/journal.php → Scan Receipt	AI-powered document scanning
SIE-4 Export	/reports/ → Export	Swedish accounting export
SAF-T Export	/reports/ → Export	OECD standard XML export
VAT Export (Sweden)	/reports/vat-export-skv.php	Skatteverket XML format
VAT Export (Denmark)	/reports/vat-export-skat.php	SKAT XML format
Company Lookup	/customers.php	Auto-lookup from allabolag.se / datacvr.virk.dk
Multi-Company	Navigation → Company Switcher	Manage multiple companies

6. Database Setup

Main Database Tables

Table	Purpose
users	User accounts with roles
companies	Business details, VAT, bank info
customers	Customer records
vendors	Supplier/vendor management
products	Product catalog
services	Service offerings
invoices	Invoice headers
invoice_items	Invoice line items
payments	Payment records
chart_of_accounts	Account plan (BAS)
journal_entries	Journal entry headers
journal_entry_lines	Double-entry lines
expenses	Expense tracking
vat_rates	VAT rate configuration
translations	Multi-language strings
system_settings	Global settings

Demo Credentials

Demo User: demo@bookkeep.com / demo123

Admin: Create via database or set role='admin'

7. Security Features

CSRF Protection: All forms include CSRF tokens
SQL Injection Prevention: Prepared statements throughout
XSS Protection: Output encoding with htmlspecialchars()
Session Security: Session regeneration on login
File Upload Validation: Server-side MIME type checking
Two-Factor Authentication: TOTP-based 2FA support
Password Hashing: bcrypt with secure salt
Role-Based Access: Admin, Accountant, Customer roles
Granular Permissions: Per-feature permission control

8. Troubleshooting

Common Issues

Database Connection Failed

Verify your PostgreSQL environment variables are set correctly:

echo $PGHOST $PGPORT $PGDATABASE $PGUSER

Permission Denied Errors

Ensure the uploads directory is writable:

chmod -R 755 public/uploads

OCR Not Working

Verify OpenAI API key is set in Admin → Company Settings → AI / OCR
Check that your OpenAI account has credits
Ensure file uploads are enabled in PHP

Emails Not Sending

Verify SMTP settings in Admin → Company Settings → Email
Check firewall allows outgoing port 587
For Gmail: Enable "Less secure apps" or use App Password

Stripe Payments Failing

Verify API keys in Settings → Payment Settings
Ensure you're using the correct keys (test vs live)
Check webhook endpoint is configured in Stripe dashboard