Welcome to PFT (Personal Financial Tracker). Unlike simple budget apps that just track what you spend, PFT uses a professional Double-Entry Accounting System. This means every penny is accounted for—showing you not just where money went, but how it affected your Net Worth.
1. Core Concepts: How PFT Works
Before you start, it helps to understand the "Money Flow." In PFT, money never disappears; it simply moves from one account to another.
The "Buckets" (Account Types)
Everything in PFT belongs to one of five main categories:
| Type | What it is | Examples |
|---|---|---|
| ASSETS | Things you own | Bank Accounts, Cash, Investments, House, Car |
| LIABILITIES | Money you owe | Credit Cards, Loans, Mortgages |
| INCOME | Money coming in | Salary, Freelance Work, Dividends |
| EXPENSES | Money going out | Rent, Groceries, Taxes, Entertainment |
| EQUITY | Your Net Worth | Calculated automatically (Assets - Liabilities) |
The Golden Rule
Every transaction has two sides: a Source and a Destination.
- Buying Coffee: Money moves FROM your Bank Account (Asset) TO your Dining Category (Expense).
- Getting Paid: Money moves FROM your Employer (Income) TO your Bank Account (Asset).
2. Getting Started: Setting Up Accounts
When you first log in, your dashboard will be empty. Your first step is to set up your digital ledger.
Step 1: Create your "Real" Accounts
Go to Accounts > Create New.
- Select Type:
ASSET. - Select Subtype:
BANK. - Name: e.g., "Chase Checking".
- Starting Balance: Enter the amount currently in that bank account (e.g., $5,000).
Note: PFT automatically handles the accounting for this "Opening Balance." You don't need to do anything else.
Step 2: Create your "Categories"
In PFT, categories are actually accounts.
- Select Type:
EXPENSE. - Select Subtype:
LIVING(for needs) orDISCRETIONARY(for wants). - Name: e.g., "Groceries", "Rent", "Netflix".
- Starting Balance: Leave as $0.00.
Step 3: Create Income Sources
- Select Type:
INCOME. - Select Subtype:
SALARY. - Name: e.g., "My Job" or "Freelance Clients".
3. Recording Transactions
PFT offers "Smart Transactions" to make data entry easy. You don't need to know accounting jargon—just tell the system what you did.
Option A: WITHDRAWAL (Spending Money)
Use this when you buy something.
- From Account: Select how you paid (e.g., "Chase Checking" or "Amex Gold").
- To Account: Select what you bought (e.g., "Groceries").
- Amount: The cost of the item.
- Reference ID (Optional): Enter the receipt number or a tag (e.g.,
RCPT-102).
Option B: DEPOSIT (Earning Money)
Use this when you get paid.
- From Account: Select the source (e.g., "Salary").
- To Account: Select where the money landed (e.g., "Chase Checking").
Option C: TRANSFER (Moving Money)
Use this for paying off credit cards or moving savings.
- From Account: "Chase Checking".
- To Account: "Savings Account" OR "Amex Gold" (to pay the bill).
- Result: Your Net Worth doesn't change; the money just moved location.
4. The Ledger: Viewing History
To see your history, navigate to the Ledger. PFT adapts to your device.
Desktop View
You will see a detailed spreadsheet view with columns for Date, Description, Reference ID, Debit, Credit, and Running Balance. You can:
- Sort: Click "Amount" to find your biggest expenses.
- Filter: Click the Date Picker to see only "Last Month."
- Search: Type "Walmart" or a Reference ID like "INV-2024" to find specific items instantly.
Mobile View
On your phone, the spreadsheet transforms into a Transaction Feed (similar to your banking app).
- Left Side: Description and Date.
- Right Side: Amount (Green for money in, Standard for money out) and your Balance.
5. Managing Entities (Debtors & Creditors)
If you loan money to friends or owe a specific vendor, use Entity Accounts.
Example: You lend Bob $500.
- Create an Asset Account: Name = "Bob", Subtype =
DEBTOR. - Create a Transfer: From "Chase Bank" -> To "Bob".
- Result: Your bank goes down by $500, but your "Bob" asset goes up by $500. Your Net Worth is unchanged.
- When Bob pays you back: Create a Transfer: From "Bob" -> To "Chase Bank".
6. Reports & Analytics
PFT provides real-time insights into your financial health.
The Dashboard
- Net Worth: The most important number. (Assets minus Liabilities).
- Liquidity: How much actual cash you have available (excludes House/Car values).
Monthly Profit & Loss (P&L)
This report tells you if you are living within your means.
- Green Bars: Income.
- Red Bars: Expenses.
- Savings Rate: The percentage of income you kept this month.
Asset & Liability Breakdown
- Assets: See a pie chart of how much of your wealth is in Cash vs. Investments vs. Property.
- Liabilities: See exactly how much debt you carry across Credit Cards vs. Mortgages.
7. FAQ & Troubleshooting
Q: I entered the wrong amount. How do I fix it? A: Go to the Ledger, find the transaction, click to open it, and select "Edit" or "Delete."
Q: How do I close an account I don't use anymore? A: You can only close an account if its balance is 0.00. If there is money in it, Transfer it out first. Then, go to the Account Settings and click "Close Account."
Q: What is "Equity - Opening Balance"? A: This is a system account. When you tell PFT you started with $5,000 in your bank, the system records the other side of that $5,000 here to keep the math balanced. You generally shouldn't touch this account manually.
Q: Can I use Reference IDs to track projects?
A: Yes! You can type anything into the Reference ID field (e.g., TRIP-HAWAII). You can then search for TRIP-HAWAII in the Ledger to see every expense related to that trip.