FAQ
Guide 42: Frequently Asked Questions
Quick answers to common questions
General
What is OtterLedger?
OtterLedger is personal and small business accounting software that runs on your desktop. It helps you track income, expenses, invoices, and generate financial reports.
Is my data stored in the cloud?
No. OtterLedger stores all data locally in a file on your computer. You control your data completely.
What platforms does OtterLedger support?
Windows, macOS, and Linux.
Is OtterLedger free?
OtterLedger is open source software. Check the license for details.
Getting Started
How do I import from QuickBooks?
Go to File → Import → QBO Migration. See Guide 11: QBO Migration.
Can I import bank statements?
Yes. Import QFX, OFX, QIF, or CSV files via File → Import.
Can I import PDF bank statements?
Yes! OtterLedger uses AI-powered extraction to import transactions from PDF statements. Go to Reconciliation → Import PDF or see Guide 48: PDF Statement Import.
How do I set up a mortgage in OtterLedger?
Use the Mortgage Setup Wizard. Go to Accounts → Add a Loan account → Click Set Up Mortgage Details. This guides you through a 4-step wizard. See Guide 46: Loan Center & Mortgage Setup.
How do I connect my bank?
Go to Banking → Add Connection and use SimpleFin. See Guide 09: Bank Connections.
Accounts & Transactions
What's the difference between cleared and reconciled?
- Cleared: Transaction processed by bank
- Reconciled: Transaction verified against bank statement
How do I handle transfers between accounts?
Create a transfer transaction that moves money from one account to another. Both sides are linked automatically.
Can I split a transaction into multiple categories?
Yes. Edit the transaction and add multiple split lines. See Guide 05: Working with Transactions.
Categorization
How does AI categorization work?
OtterLedger uses a 5-tier system: Rules → Payee Learning → XGBoost ML → Local AI → Cloud AI. See Guide 23: AI Categorization.
Is my data sent to the cloud for AI?
Only if you enable Cloud LLM. Local LLM keeps all data on your device.
How do I create categorization rules?
Right-click any transaction and choose "Create Rule from Transaction". See Guide 24: Creating Rules.
Reports
What reports are available?
Profit & Loss, Balance Sheet, Cash Flow, Net Worth, Budget vs Actual, Schedule C, and more. See Guide 26: Report Gallery.
Can I export reports?
Yes. Every report can be exported to PDF, CSV, or Excel.
How do I see spending by category?
Go to Reports → Spending by Category and select your date range.
Business Use
Can I track business and personal separately?
Yes. Create separate accounts or use classes/tags to segment. See Guide 12: Business vs Personal.
Does OtterLedger support invoicing?
Yes. Full invoicing with customers, services, and payment tracking. See Guide 13: Invoicing Basics.
Can I track mileage for taxes?
Yes. OtterLedger includes mileage tracking with IRS rates. See Guide 17: Mileage Tracking.
Backup & Security
How do I backup my data?
File → Backup → Create Backup. See Guide 37: Backup & Restore.
Is my data encrypted?
The database file is not encrypted by default. Store it in an encrypted folder if needed.
What if I lose my data file?
Restore from backup. This is why regular backups are essential.
Can I use a different database besides SQLite?
OtterLedger supports SQLite (default), SQL Server, and PostgreSQL. Database provider selection is available as a feature-gated option in settings.
Troubleshooting
Why won't my bank sync?
Check credentials, internet connection, and SimpleFin status. See Guide 41: Troubleshooting.
My balance doesn't match the bank
Run reconciliation to find discrepancies. See Guide 10: Reconciliation.
The app is running slowly
Rebuild database indexes in Settings → Advanced, or check file size.
See also: Guide 41: Troubleshooting