> ## Documentation Index
> Fetch the complete documentation index at: https://help.kibu.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Personal Finance

> Track the money your agency holds for each member, with receipts, sign-offs, and reports for audits.

> [card] Who can use this feature?
>
> DSPs, Supervisors, and Administrators, on the web and in the Kibu app. See [Who can use Personal Finance](#who-can-use-personal-finance).

Personal Finance is a ledger for each member's money. When a DSP takes a member grocery shopping, they photograph the receipt, Kibu reads it, and a supervisor signs off. Everything stays in one place for audits and your annual Social Security report.

![A member's finance ledger](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-ledger.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=f6869075424ad195d5960f370f18a73f)

A member's ledger: their accounts on the left, every transaction and its sign-off on the right.

## What you need to know

> [card] Account
>
> One place a member's money is kept, such as a cash envelope, a prepaid card, or a savings account. Each member can have several.

> [card] Transaction
>
> A **Deposit** (money in), an **Expense** (money out), or a **Transfer** between two of the member's own accounts.

> [card] Sign-off
>
> Every transaction starts as **Pending**. It counts as **Approved** once a Supervisor or Administrator signs off.

* Nothing is ever deleted. A mistake is **voided** with a reason and stays on the record.
* Personal Finance does not work offline in the Kibu app.

## Who can use Personal Finance

Kibu turns Personal Finance on for each organization. If you do not see  **Personal Finance** in the left sidebar or **Settings**, contact [Kibu Support](https://help.kibu.com/support/contact.md).

| Role | What they do | Where |
| - | - | - |
| **DSPs** | Record purchases and deposits, and attach receipts | Kibu app or web |
| **Supervisors** | Sign off on, reject, or void transactions, and review the records |  **Personal Finance** on the web, or **Approvals** on the app's Home screen |
| **Administrators** | Everything above, plus turning members on and opening accounts | **Settings** > **Personal Finance** |

Members do not use Personal Finance.

Access to Personal Finance is separate from access to a member's profile. Your role can hold any of these permissions: **record transactions**, **approve transactions**, **review and report**, and **manage settings**. If you do not see a **Finance** tab on a member's profile, ask your administrator which ones your role holds.

## Set up Personal Finance

**1. Turn on your members**

Go to **Settings** > **Personal Finance** and pick members in the **Members** card. Turning on your organization does not turn on its members, and new members are not added for you.

![The Members and Approval threshold cards in Personal Finance settings](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-settings.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=b1b58abef8cf07293225bbf6dbc3d1ba)

Personal Finance settings.

**2. Add account types and categories**

In **Account types**, add the kinds of accounts your agency uses, such as Cash, EBT, or Trust Fund. **Categories**, such as Groceries or Transportation, are optional tags for spending.

**3. Set the approval threshold**

Transactions at or below this amount need one sign-off. Above it, they need a second, elevated sign-off as well. The default is \$200.

**4. Open and approve each account**

On the member's profile, select **Finance** > **Ledger**, then click  **New Account**. Enter a name, the type, the starting balance, and the date that balance was true. A new account is a **Draft** until someone clicks  **Approve Account**, and nothing can be posted to it before then.

![The New Account dialog](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-new-account.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=ceef7cfde67209af9a6a2b476d1359b3)

A card account can also have a spending limit and a link to the card's website.

> [!TIP]
>
> For a benefit that arrives on a schedule, like SSI on the 1st, click  **Add Recurring Deposit** under the account. Kibu posts the deposit on each due date as Pending, marked **Auto-posted**. Approving it confirms the money arrived.

## Record a transaction

Every way of recording lands on the same ledger as Pending.

> [tab] Kibu app
>
> **With the Member Purchase form**, the fastest way when you have a receipt in hand:
>
> **1. Start the form**
>
> Open the member's profile, tap the plus button at the top right, and choose **Member Purchase**.
>
> **2. Photograph the receipt**
>
> Tap **Take Photo**. Kibu reads the amount, vendor, date, and category.
>
> **3. Check, then sign**
>
> Under **Review before signing**, compare each field with the receipt and fix anything that is wrong. The amount you sign is the amount that posts.
>
> **From the Finance tab**, open the member's profile, tap **Finance**, then **Record spending**. You can record an expense, deposit, or transfer, and attach up to three receipt photos.

> [tab] Web
>
> **With the Member Purchase form:**
>
> **1. Open the form**
>
> Open the member's profile, click  **Care Tasks** in the left sidebar, and choose **Member Purchase**.
>
> ![The Care Tasks form picker, with Member Purchase](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-member-purchase-type.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=3be81f354cbc34d5de54f991f5921f5a)
>
> Choose Member Purchase.
>
> **2. Add the account and receipt**
>
> Choose the **Account** the money came from, then click **Upload Photo** and pick the receipt. Kibu reads the amount, date, category, and vendor.
>
> **3. Check, then sign**
>
> Under **Review Before Signing**, compare each field with the receipt and fix anything that is wrong, then click **Sign**.
>
> ![The Member Purchase form filled in from a receipt, with the Sign button](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-member-purchase-review.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=7aa5d406f7bad1758c6e27ba415c3608)
>
> The amount you sign is the amount that posts to the ledger.
>
> **On the ledger:**
>
> **1. Open the ledger**
>
> On the member's profile, select **Finance** > **Ledger**, choose the account, and click  **Add Transaction**.
>
> **2. Add the receipt and details**
>
> Click  **Attach receipt** (an image or PDF), choose **Deposit**, **Expense**, or **Transfer**, check the details, and click **Add Transaction**.
>
> ![The Add Transaction dialog with details read from a receipt](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-add-transaction.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=678162ad6044189326c976c3f8782b69)
>
> After you attach a receipt, Kibu fills in what it read. Check each field marked From receipt, verify.

> [!WARNING]
>
> Kibu reads receipts automatically, but it can be wrong. Fields it filled in show  **From receipt, verify**. Check each one before you save.

### Split a receipt

One receipt can cover several members, like a shared pizza. On an expense, turn on **Split this receipt** and add up to nine more members. Split **By amount**, or **By item** to give each member the lines they bought. Each member gets their own expense, a copy of the receipt, and their own sign-off.

![Split this receipt turned on, with three members sharing the total](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-split.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=d846095ace0227afa2bb4349b66debf3)

One pizza receipt split three ways. Blank shares split what is left.

### Edit a transaction

On the ledger, click  on the row and choose  **Edit**. In the app, tap the transaction. If it was already signed off, it goes back to Pending for a new sign-off.

## Approve transactions

Supervisors and Administrators click  **Personal Finance** in the left sidebar, then **Approvals**. In the Kibu app, the **Approvals** card on Home shows how many are waiting for you.

![The Approvals tab, with Approve and Reject on each transaction](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-approvals.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=0b6cf7b9baabbaf548389caae2f07cfa)

Transactions waiting for your sign-off.

*  **Approve:** check the receipt against the amount first. Transactions above the threshold need **Approve Standard** and **Approve Elevated** from two sign-off levels.
*  **Reject:** sends it back to staff with a written reason. They correct it, and it returns to the queue.
*  **Void:** on the ledger, click  on the row and choose **Void**. Enter a reason. The transaction stays on the record but leaves the balance, and this cannot be undone.

## Keep the records clean

The **Needs Attention** tab lists every expense with no receipt and every transaction not yet approved, across all members you can see.

![The Needs Attention tab](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-needs-attention.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=8198a0f6ebdcdddc4bdf926b5834938a)

Each row shows what is missing.

Two watchlists help protect benefits:

* **Resource Limits:** members whose countable balances are near or over the SSI limit. Turn it on in **Settings** > **Personal Finance** > **Resource-limit alerts**.
* **ABLE Contributions:** members near the yearly limit on deposits into an ABLE account, a savings account for people with disabilities. ABLE balances never count toward the SSI limit. This list appears when any member has an ABLE account.

A member's balance counts every transaction that is not voided, including ones still waiting for sign-off.

## Reconcile an account

Reconciliation is optional. Turn it on in **Settings** > **Personal Finance** > **Reconciliation**.

**1. Record the period**

On the account, click  **Reconcile Account**. Enter the close date and the balance on the bank or card statement, and attach the statement. If the two balances differ, explain why.

![The Reconcile Account dialog](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-reconcile.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=c2cd5fa0267d16b80359efeec031ee85)

The statement shows \$5.00 less than the ledger, so the variance needs an explanation.

**2. Have someone else close it**

A different person reviews the period and clicks  **Close Period**.

> [!WARNING]
>
> A closed period cannot be reopened. Nothing dated inside it can be added, edited, or voided. Post corrections in the current period.

## Reports

On a member's profile, select **Finance** > **Reports**, pick a report, and click  **Download Report**.

![The Reports page on a member's Finance tab](https://mintcdn.com/kibu/ArjnuAa59fAwMypD/images/personal-finance-reports.png?fit=max\&auto=format\&n=ArjnuAa59fAwMypD\&q=85\&s=298127ae332500e3fd13607859b7147b)

A member's reports.

| Report | What it shows | Format |
| - | - | - |
| Transaction Statement | Every transaction in a date range, with totals | PDF, Excel, CSV |
| Reconciliations | Each reconciliation in a date range, with its variance | PDF |
| SSA-6234 Annual Accounting | Funds received, spent by category, and saved, for a calendar year | PDF, Excel, CSV |

 **Personal Finance** > **Reports** has two reports across every member you can see: **Unapproved Transactions** and **Account Reconciliations**.


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