Keeping your transactions organized is key to understanding your business and staying on top of cash flow. This guide walks you through how to manage your transactions in the Ledger tab—including how to add, import, edit, and match them.
Need help finding your way around? See How to Navigate Digits Ledger
Adding Pay In / Pay Out Transactions
From the left menu, go to Accounting > Ledger.
Click New Transaction in the top right corner.
Enter transaction details:
Date (required) and optionally, a memo
Description, Amount, and Category (Amount and Category are required)
For Pay In, select the pay-from party
For Pay Out, select the pay-to party
Add extra lines if needed
Click Save & Close to finish the entry, or use the dropdown to select:
Save – stay on the current transaction
Save and New – start another transaction
Need to record a journal entry instead? Learn more about creating and editing journal entries.
Need to record a refund or reversal?
You can enter negative amounts in both Pay In and Pay Out transactions.
This is especially useful for:
Vendor/customer refunds
Reversing incorrect entries
Fee adjustments or partial credits
Just type the amount as a negative number—Digits will process it appropriately.
Splitting Transactions
Let’s say you paid yourself $1,000 for reimbursements—and part of it was for rent, part for internet, and part for mileage. You can split that one transaction into multiple line items so each part is labeled correctly.
Here’s how:
Click the transaction you want to split.
Click Edit in the top middle of the screen.
Under Pay For, click the ➕ icon on the far right to add a new line.
For each line, fill in the category and amount.
Make sure your total still matches the full transaction amount. If it’s off, Digits will let you know so you can adjust.
Viewing Transfer Transactions
When money moves between two accounts—like paying off a credit card from a checking account—it appears as a Transfer transaction in Ledger.
Digits has a dedicated view for these, clearly showing:
The total transfer amount
Source and destination accounts
Memo
Associated institution or vendor details
Use filters or search to locate Transfer transactions. Click any one to view the details.
To see transfers in this view, the accounts must be set as Bank or Credit Card subtypes in Category Manager.
Attaching Documents to Transactions
You can attach receipts, invoices, contracts, or other supporting files directly to individual transactions in Ledger.
To attach a document:
Open a transaction.
Click the Comments icon in the upper right.
Drag and drop your file, or click to upload it.
When viewing a document in the Documents tab, you’ll see a Linked Transactions section in the file info panel on the right. This shows:
The transaction date
The transaction amount
Clicking the linked transaction will take you directly to the transaction details page.
FAQs for attaching documents:
Do all uploaded documents go into the Documents tab?
Yes! All attachments are stored in the Documents tab.
If I upload a document into Documents, will it automatically match to a transaction?
Not at this time—but smart matching is on our roadmap.
Will historical attachments from QuickBooks be imported?
That’s our goal. We’re currently exploring the feasibility of a large-scale document import from QBO. This would help populate past transactions and also give us useful training data for future attachment smarts.
Category Behavior in Transactions
Digits displays one category per transaction row for clarity.
In category-focused views (Ledger, Banks & Cards, Reconciliations, Category Details), the category from the other line of the transaction is shown.
In all other contexts, you’ll see the category on the line you’re viewing or editing (also called the source category).
In bulk actions, “Category” refers to the category visible in the table.
Importing Transactions
We recommend importing transactions through Connections whenever possible. But if needed, you can also manually import bank transactions using a CSV file.
Download a CSV file from your bank or provider.
From the left-hand menu, go to Accounting > Ledger.
Click the dropdown next to New Transaction, then select Import Bank Transactions.
Download the CSV template provided in the pop-up. Fill in your transactions using the template.
Upload your completed file and map each column to the correct Digits fields. For bank transactions, select the appropriate bank or credit card category.
Click Next to complete the import.
Some Important Notes About Imports
⚠️ Don’t see the account you’re looking for? Double-check that it has a subtype of Bank or Credit Card in Category Manager. That’s how Digits knows which accounts are available for transaction imports.)
Need to import journal entries instead? See Journal Entries in Digits.
✨ Digits AI: Once uploaded, transactions don’t just sit there—Digits AI auto-categorizes and assigns parties for you. No spreadsheets, no guesswork.
Processing Time: Imports usually complete within 1–10 minutes, depending on size. If it takes longer than 30 minutes, contact our support team.
Editing & Deleting: CSV-imported transactions can be fully edited or deleted.
Cutover Dates: If you’ve already connected QuickBooks Online (QBO) and a cutover date has been set, CSV imports are only allowed after the cutover date. Pre-cutover transactions are managed by the QBO connection and can’t be batch imported.
Helpful Resources for CSV Downloads
Need help exporting transactions from your bank or provider? Here are direct links for some commonly used banks:
For other banks, visit the institution’s website and search for their CSV export instructions.
Copying or Reversing Transactions
Need to fix a mistake or repeat a common entry? Copying and reversing transactions makes it fast and easy.
From the left-hand menu, go to Accounting > Ledger.
Use filters to locate the transaction by party, amount, or payment type. ? You can also use Command + K to search directly.
Click the Edit icon at the top of the transaction screen.
Click the Copy icon to duplicate it, or the Reverse icon to create an offsetting entry that cancels out the original.
Editing Transactions
From the left-hand menu, go to Accounting > Ledger.
Use filters to locate the transaction by category, party, or amount. You can also use Command + K to search directly.
Click Edit in the header.
Update fields inline—such as party or category—or click into the transaction to open full edit options.
What can be edited?
All transaction types in Digits (including Connect, QBO, Digits Pay, CSV uploads, and Manual entries) can be edited.
Deleting vs. Reversing
Manual and CSV-imported transactions: Can be fully deleted, since they may have been created in error.
Connect, QBO, and Digits Pay transactions: Cannot be deleted, but can be reversed to maintain accuracy and preserve a clear audit trail.
Bulk Editing Transactions
From the left-hand menu, go to Accounting > Ledger.
Click Edit in the header.
Use the checkboxes next to each transaction to select one or more entries.
Once selected, a bulk editing bar will appear at the top of the screen.
Click the Move to button to update the Category.
Click Apply to save your updates.
Editing Similar Transactions
✨ When you update the category on a transaction, Digits AI scans for other entries that meet key matching criteria—like category, amount, and credit/debit direction.
If it finds potential matches, you’ll see a Review prompt.
Click Review to see the list of suggested matches.
You can apply your changes to all, some, or none.
How Similar Transactions Are Identified
Digits looks at:
The same starting category
The same opposite-side (paired) category
The same credit/debit direction
Transactions after the most recent closed period
⚠️ Refunds are excluded from suggestions.
Editing Transactions in Closed Periods
When you open a transaction from a closed period, a notification will appear at the bottom of the screen.
To edit it:
Click the Menu in the header.
Confirm that you’d like to enable editing.
Once enabled, make your changes as needed and save.
Match or Unmatch Transactions
✨ Digits AI automatically identifies matching transactions across sources—like Stripe and a bank—and merges them into one clean record to avoid duplicates.
Digits handles most matches behind the scenes. But during reconciliation, if something looks off—like a duplicate or an unmatched entry—you can manually match or unmatch transactions as needed.
To match transactions manually, the amounts must be exactly the same. Other factors like date and party may help guide the match, but amount is required.
How to Match a Transaction (or Transfer)
From the left-hand menu, go to Accounting > Ledger.
Click the Edit icon in the header to enter edit mode.
Scroll to find the two transactions you want to match.
Click the checkbox to the left of each transaction.
Once selected, a toolbar will appear at the top.
Click the Match icon in the toolbar.
Or the Unmatch icon in the toolbar.
Confirm when prompted. The system will combine or separate the records.
⚠️ Changes can take a few minutes to reflect.
FAQs & Related Links
Exporting Financials in Digits
Need more help? Reach out to our support team—we’re here if you need anything.