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MapleLedger User Guide

A practical operation guide for choosing a workflow, understanding plan levels, and reviewing exports, backups, and receipt and supported statement scanning.

Last updated: October 6, 2026

Choose Bookkeeping & Tax Tracking if you track income, expenses, mileage, projects, reports, exports, and backups.

Choose Expense Submission if you collect receipts and prepare reimbursement reports without full bookkeeping setup.

MapleLedger keeps saved app records on your device by default. Core record keeping works offline, while connected features such as sign-in, subscription verification, receipt and supported statement scanning, rewarded ads, and purchase or restore flows require internet.

How to use MapleLedger

MapleLedger has two main workflows: Bookkeeping & Tax Tracking and Expense Submission.

MapleLedger stores your financial records locally on your device by default. Core record-keeping features can be used offline.

Some optional features require an internet connection, including account sign-in, subscription verification, receipt and supported statement scanning, rewarded ads, and purchase/restore flows.

Receipt and supported statement scanning is assistive. Review and correct scan results before saving, exporting, or submitting anything important.

Overview

  • Choose Bookkeeping & Tax Tracking if you track income, expenses, mileage, projects, reports, exports, and backups.
  • Choose Expense Submission if you collect receipts and prepare reimbursement reports without full bookkeeping setup.
  • MapleLedger does not store app financial records on MapleLedger servers as part of normal local-first app use.
  • Export creates a report or sharing copy. It is not a restorable MapleLedger backup and does not protect local records from device loss.
  • Backup creates a restorable MapleLedger data copy for compatible restore workflows.

Bookkeeping & Tax Tracking Guide

  • Use this workflow for income, expenses, mileage, projects, bookkeeping reports, receipt attachments, exports, and backups.
  • Projects keep related business activity, side hustles, rental activity, or income streams organized.
  • Reports help you review records before sharing, exporting, or using the information elsewhere.
  • MapleLedger is not a tax filing, legal, or accounting advisory service.
  • Default percentages, allocation fields, deductible percentages, tax templates, and report calculations are bookkeeping helpers. Review them against your situation, applicable rules, and professional advice where appropriate.

Bank Statement and Credit Card Statement scanning

  • On native iOS and Android Bookkeeping, choose Bank Statement from Specialized Scans on Income or Expenses. Choose Credit Card Statement from Specialized Scans on Expenses. These Statement workflows are not available in the Web App or Expense Submission.
  • Both Statement menus offer Upload PDF — Recommended, Upload Image, and Browse Files & Cloud. For Bank Statement, an original PDF downloaded from your bank is recommended; for Credit Card Statement, an original PDF downloaded from your card issuer is recommended.
  • Upload through the single Upload PDF option. MapleLedger checks whether readable text is available; you do not choose a processing mode before uploading. Readable text detected means MapleLedger can read the detected text directly, not that every page is readable.
  • A readable PDF scan can include up to 5 selected pages and uses no more than 3 credits total for that statement scan.
  • Upload Image creates one separate scan. Scan One PDF Page as Image or Scan This Page as Image creates one separate scan for the selected page. Each image or page scan may use up to 3 credits.
  • For each scan, credits are based on the number of transactions found: 1 transaction uses 1 credit, 2–4 transactions use 2 credits, and 5 or more transactions use 3 credits.
  • Statement scanning is AI/OCR-assisted and review-first. Review extracted rows and complete required fields before saving; a scan does not automatically create final bookkeeping records. Selected image/PDF content may be temporarily processed by third-party OCR/AI services to provide the scan feature. Saved financial records stay on your device by default.
  • Pending Statement reviews are device-local working data, not ordinary saved Income or Expense records. They are excluded from normal Backup until records are saved. Save the records you want to keep; saved records follow normal bookkeeping storage, export, and backup behavior.
  • Use Continue Review to resume Pending review on this device. If preparation needs recovery, use Try Again or Get Scan Credits as shown. Keep the source document available for verification.
  • Use Edit record to correct an unsaved review item or Discard record to remove it from active local review. Reviewing a discarded item again requires rescanning the statement. Scan credits are not refunded, and already saved Income or Expense records are not deleted.
  • Discarding a whole review or its remaining unsaved items is destructive and always requires confirmation. It does not delete already saved Income or Expense records or refund scan credits.

Bookkeeping Recent Scans and Filters

  • Recent Scans offers 5 min, 15 min, 30 min, 1 hour, 12 hours, 24 hours, 2 days, 3 days, and 7 days.
  • It uses when the record was scanned, not the transaction or receipt date. Only scanned records in the current Bookkeeping project qualify, ordinary manual records do not qualify merely because they were created recently, and newest scans appear first.
  • Filters used in Recent Scans are separate from normal Month, Year, or Fiscal Year filters. Clearing one does not clear the other.
  • Export Status is available for normal Bookkeeping Income and Expenses browsing, but it is hidden and does not apply inside Recent Scans. Leaving Recent Scans restores the normal-view Export Status behavior.
  • Use Need Review to find scanned Income or Expense records that still require review. Manual records are not ordinary Need Review scan records, and saving through the normal review or edit flow clears that state.

Bookkeeping Reports and Exports

  • The current Month, Year, or Fiscal Year selection controls the Bookkeeping export period. Review Export repeats the authoritative period, using an explicit label such as Fiscal Year: Apr 1, 2025 – Mar 31, 2026, and shows the current project before you continue.
  • Review Export shows how many Income, Expense, and Mileage records will be exported, plus Never exported coverage for the current project.
  • Never exported means a record has not been included in a successful Bookkeeping export. Exported before means it was included successfully at least once. This is historical status, so editing a record does not turn it back into Never exported, and Mileage does not have the Income/Expenses Export Status list filter.
  • For Income and Expenses, Remaining years identifies transaction years where the current project still has Never exported records. These years cover the whole project and are not limited to the current export period.
  • If the current settings would actually omit Pending Income or Expense records inside the export selection, Review Export offers Include Pending & Continue, Export Without Them, or Cancel. No omission warning appears when no affected Pending records exist.
  • Recent exports shows recent successful Bookkeeping exports for the current project and is stored locally on the device. It is convenience history, not the authority for record Export Status; Exported before survives a compatible backup and restore, while Recent Export History resets after restore.
  • Already exported is a non-blocking reminder that the current export-visible content matches a previous successful export. You can export another copy; if export-visible content changes, the reminder no longer applies until the changed selection is successfully exported again.
  • Excel-only export contains workbook data only. It does not include packaged attachments or clickable attachment links. Report with Attachments packages the workbook and available stored attachments. Export is a report/share copy; use Backup when you need restorable MapleLedger data.
  • For a ZIP Report with Attachments export, extract the ZIP before using the workbook’s relative attachment links.
  • Blue, underlined attachment filenames in the attachment-inclusive workbook are clickable. Microsoft Excel may show normal security prompts, and MapleLedger does not disable or bypass those protections.
  • Files exported directly from MapleLedger are created from the user’s local records and attachments. After an export is saved or shared, MapleLedger cannot verify whether it was later modified.
  • Only continue if you created this export in MapleLedger yourself or received it directly from a source you trust. Do not continue if you have reason to believe the package or any of its files were modified after export.
  • A MapleLedger filename, branding, workbook appearance, or folder structure alone does not prove that a file is original or unmodified.

Free Bookkeeping Users

  • Manually enter income, expenses, and mileage.
  • Use up to 2 Bookkeeping & Tax Tracking projects.
  • Attach receipts and files within current app limits.
  • Use limited free receipt scanning where supported.
  • Your first records-only report export or records-only backup each calendar month is included without watching an ad.
  • After that monthly free download is used, additional records-only downloads require rewarded ad confirmation where supported.
  • Attachment-inclusive exports and full backups are separate from records-only downloads.
  • Free users can unlock up to 4 attachment-inclusive exports or full backups per calendar year. Each unlock requires rewarded ad confirmation where supported.
  • After those 4 yearly attachment-inclusive or full-backup opportunities are used, you can wait until the next calendar year or consider upgrading to Premium Lite or Premium.

Premium Lite Bookkeeping Users

  • A natural upgrade if you mainly want no banner ads, more scans, and easier exports or downloads.
  • Includes 100 receipt scans per month.
  • Includes unlimited Excel exports, attachment exports, and full backups with attachments where applicable.
  • Includes Google Drive Cloud Backup on iPhone, iPad, and Android with an active subscription.
  • Keeps the same 2-project Bookkeeping & Tax Tracking limit as Free.
  • Does not unlock unlimited Bookkeeping projects.
  • Does not include Premium scan carryforward.

Premium Bookkeeping Users

  • Includes everything in Premium Lite.
  • Includes 300 receipt scans per month.
  • Up to 100 unused scans can roll over each month.
  • Maximum carryforward balance is 1000 scans.
  • Unlocks unlimited Bookkeeping & Tax Tracking projects.
  • Scan results still need review.

Expense Submission Guide

  • Use this workflow for employee reimbursement and receipt report preparation.
  • Add receipts, attach proof, review details, prepare expense reports, and export or share the report when it is ready.
  • Expense Submission Recent Scans remains fixed at the last 7 days and uses when a receipt was scanned rather than its receipt date.
  • Expense Submission is for reimbursement records, not full bookkeeping.
  • Expense Submission does not use projects.
  • Expense Submission does not track employer approval, payment, or reimbursement after submission.
  • Expense Submission export packages include the report workbook and available stored receipt attachments. Extract a ZIP package before using the workbook’s relative receipt links.
  • Blue, underlined receipt filenames in the workbook are clickable. Microsoft Excel may show normal security prompts, and MapleLedger does not disable or bypass those protections.
  • Files exported directly from MapleLedger are created from the user’s local records and attachments. After an export is saved or shared, MapleLedger cannot verify whether it was later modified.
  • Only continue if you created this export in MapleLedger yourself or received it directly from a source you trust. Do not continue if you have reason to believe the package or any of its files were modified after export.
  • A MapleLedger filename, branding, workbook appearance, or folder structure alone does not prove that a file is original or unmodified.

Free Expense Submission Users

  • Add receipts manually and attach proof such as receipt images or files.
  • Scan receipts when scan allowance is available.
  • Review merchant, date, amount, tax, optional category, notes, and attachments before saving or submitting.
  • Prepare expense reports and export or share those reports.
  • Expense Submission exports are different from Bookkeeping exports.
  • Free users can keep preparing and exporting Expense Submission reports.
  • Where rewarded ads are supported, each free Expense Submission export is unlocked by watching a rewarded ad.
  • Expense Submission report exports do not use the yearly Bookkeeping attachment-export allowance.

Premium Lite Expense Submission Users

  • Includes no banner ads.
  • Includes 100 receipt scans per month.
  • Makes the export and report workflow easier because paid access bypasses ads where applicable.
  • Includes full backup attachment access where applicable.
  • Includes Google Drive Cloud Backup on iPhone, iPad, and Android with an active subscription.
  • Expense Submission does not use projects, so unlimited project wording is not relevant to this workflow.
  • Does not include Premium scan carryforward.

Premium Expense Submission Users

  • Includes everything in Premium Lite.
  • Includes 300 receipt scans per month.
  • Up to 100 unused scans can roll over each month, with a maximum carryforward balance of 1000 scans.
  • Also unlocks unlimited Bookkeeping & Tax Tracking projects as a cross-workflow benefit.
  • Expense Submission itself does not use projects.

Account Level & Benefits

  • Account Level & Benefits is available to registered, signed-in MapleLedger accounts. Anonymous users do not earn Account XP, do not have an Account Level, and do not accumulate XP that can be transferred after registration.
  • Eligible registered accounts receive a one-time +25 XP Welcome bonus with the account's first eligible XP activity.
  • Daily Activity earns +1 XP once per UTC XP day when you use MapleLedger while signed in. First Record Daily earns +1 XP for the first qualifying newly created Income or Expense record of that UTC XP day across both workflows together.
  • Scan Saved earns +1 XP for each eligible App receipt scan that completes scanning, is reviewed, and is successfully saved as an Income or Expense record. Expense Submission follows the same rule, and there is no daily Scan Saved XP cap.
  • A valid qualifying referral can earn the inviter +50 Account XP. Referral Reward Points are separate, and not every referral attempt qualifies.
  • XP does not automatically increase your Account Level. When enough XP is available, you must manually choose Claim Level, and each claim requires fresh online server validation.
  • Claiming Levels can increase the monthly scans included with your account from 3 at Level 0 up to a maximum of 12. Levels that do not increase the monthly scan allowance award Reward Points instead.
  • Reward Points can be saved for later and do not expire. After the normal scan allowance is exhausted, 1 Reward Point can cover 1 additional receipt scan.
  • Account monthly scans and Reward Points remain separate from Premium, rewarded-ad scan credits, and subscription scan quotas. Eligible registered users retain Account Level benefits alongside Premium Lite or Premium.
  • Daily Activity and First Record Daily use UTC as their shared server-day boundary. MapleLedger displays XP Activity timestamps and the next daily reward count reset in your device's current time zone; your accumulated XP balance does not reset.
  • View Details > XP Activity shows progression information from the most recent 30 days. It does not contain receipt merchant, amount, category, tax, project, image, attachment, or other financial-record details.

Shared Topics / FAQ

  • Manual entry is always available. OCR scanning is optional and helps fill fields from receipt photos or images and, on iOS and Android, uploaded PDF receipts or invoices.
  • On iOS and Android, choose Upload PDF to scan one uploaded PDF receipt or invoice from Bookkeeping Income, Bookkeeping Expenses, Expense Submission Expenses, or first-run Quick Receipt Scan.
  • Uploading or attaching a file manually does not scan its contents.
  • Scan results can be incomplete or incorrect, so review important fields before saving, exporting, or submitting.
  • Receipt and supported statement scanning may use third-party or on-device OCR/AI services to read selected image or PDF content and prepare results for review. Native Bookkeeping Statement scanning has its own review workflow, described above.
  • The Web App currently supports image receipt scanning only. PDFs can still be added as manual attachments.
  • Bookkeeping Recent Scans uses selectable scan-time windows and keeps its Filter state separate from normal Month, Year, or Fiscal Year browsing. Expense Submission keeps its fixed 7-day Recent Scans view.
  • Bookkeeping Review Export can show historical Export Status and an Already exported reminder, but neither blocks you from exporting another copy.
  • Export creates a report or sharing copy. Use Backup when you need restorable MapleLedger data.
  • Saved app records and saved app receipts stay local by default. Core record keeping can be used offline, while optional connected features such as sign-in, subscription verification, receipt and supported statement scanning, rewarded ads, and purchase or restore flows require internet. Signing in does not automatically sync financial records or attachments between devices.

Ads and the Free Plan

  • Free users may see banner ads.
  • Rewarded ads are optional and appear only when you choose to unlock a supported action, such as extra scan credits or certain downloads.
  • MapleLedger does not use forced interstitial ads that unexpectedly cover the whole screen during normal use.
  • This is an intentional product choice to keep normal record entry calm and predictable.

Rewards, Referrals, and Premium

  • Rewarded ads, reward points, referral rewards, Premium Lite, and Premium are separate systems.
  • Reward Points are linked to your signed-in account and do not expire. After the normal scan allowance is exhausted, 1 Reward Point can cover 1 additional receipt scan.
  • Reward Points remain separate from Premium, rewarded-ad scan credits, and the normal monthly Account scan allowance. They are not converted into scan credits in advance.
  • If someone signs up through your referral, rewards may be issued after verification.
  • The inviter can earn signup rewards for the first 20 successful signup referrals.
  • Referral rewards are promotional and do not grant Premium.

Web, Android, and iOS

  • On web, records and attachments are stored locally in your browser on that device. Clearing browser data can remove local MapleLedger data.
  • On Android and iOS, records and attachments are stored locally in the app storage on that device.
  • Google Drive Cloud Backup and Cloud Restore are available to active Premium Lite and Premium subscribers on iPhone, iPad, and Android only. They are not supported on Web; Web users continue to use Local Backup & Restore.
  • Web receipt scanning may require sign-in, and web rewarded ads may be unavailable even where mobile rewarded ads are supported.
  • The Web App currently supports image receipt scanning only. PDFs can still be added as manual attachments and open through the browser. On iOS and Android, PDF receipt scanning and built-in saved-PDF preview are available.
  • Web purchases open RevenueCat web checkout. After purchase, use Refresh Subscription in Settings if the entitlement is not visible yet.
  • Native mobile remains the best-supported surface for app store purchases, restores, camera, sharing, and rewarded ads.

Switching Workflows and Backups

  • Switching workflow or region clears current local data after confirmation. Create a backup first if you need to keep current records.
  • Backups are workflow- and region-specific.
  • Local Restore is available when a compatible backup passes validation and is not locked behind a subscription. Google Drive Cloud Restore requires active Premium Lite or Premium on the current MapleLedger account and is available on iPhone, iPad, and Android only. Restore may replace current local data after confirmation.
  • Large exports or backups may be split into multiple ZIP files. Keep all parts from the same export or backup together.
  • Expense Submission export packages are reimbursement reports, not full Bookkeeping backup files.

Google Drive Cloud Backup

  • Active Premium Lite and Premium subscribers can back up MapleLedger records and attachments to their own Google Drive on iPhone, iPad, and Android. Cloud Backup is backup and restore, not real-time sync.
  • Connect the Google Drive account you want to use in Settings, then create a manual backup. You can also enable optional Automatic Cloud Backup.
  • Automatic backups run when MapleLedger has an eligible opportunity while the app is active in the foreground. They are not a guaranteed operating-system background scheduler and are not guaranteed to run at an exact time or while the app is closed.
  • Local Backup & Restore remains available separately. Cloud Backup and Cloud Restore are not supported on Web.

Batch OCR

  • Batch OCR is a separate web review workspace for preparing editable rows from many accounting documents before CSV export.
  • Batch OCR does not automatically create Income, Expense, or Expense Submission records.
  • Batch Scan Packs are separate usage credits.
  • Batch Scan Packs do not unlock Premium app features, and Premium subscriptions do not include Batch Scan Pack credits.
  • Batch OCR does not support bank statements or credit card statements. Native App Statement scanning is a separate supported workflow on iOS and Android Bookkeeping.
  • App receipt and supported statement scanning and Batch OCR are assistive and review-first.
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