A transfer moves money between two of your own accounts — depositing the day's cash into the bank, topping up a till from the main account, shifting funds between branches. Recording it as a transfer, rather than as an expense on one side and a revenue on the other, keeps both balances correct while leaving your income and spending figures untouched: the money is simply changing pockets, not entering or leaving the business.
Transfers are usually handled by whoever reconciles the cash — an owner, accountant, or manager. Because a transfer touches account balances, you need the banking permission to create, edit, or delete one; the New transfer button is only shown to team members who have it.
What a transfer does
Every transfer records four things: a source account (money out), a destination account (money in), an amount, and a date. You can add an optional payment type and a short description, and Nkapio assigns each transfer its own reference automatically.
When you save, Nkapio does the double side of the movement in one step: it decreases the source balance by the amount and increases the destination balance by the same amount, then posts a matching pair of entries to the accounting ledger as an internal transfer. Both accounts stay in step, and the transfer never shows up as income or as an expense on your reports.
The transfers list
Open Banking → Transfers (/banking/transfers). A summary banner shows how
much you've moved this month alongside the count of transfers this month and
all time. Below it, a transfers over time chart plots your movement volume,
and the table lists each transfer with its reference, date, amount,
and the from and to accounts. Sort by date or amount, and filter by date
or by either account to find a specific one.
Recording a transfer
Click New transfer and choose the from account and to account, enter the amount and the date (you can set a time as well), and pick a payment type. Add a description if it helps — a short note such as "evening cash deposit" makes the statement readable months later. Click Save Transfer and Nkapio debits the source and credits the destination in a single balanced movement.
A couple of rules keep the entry clean:
- The two accounts must be different. You can't transfer an account to itself; Nkapio will ask you to pick a different destination.
- The amount must be positive. Enter the value that leaves the source; the matching increase on the destination is handled for you.
Editing or deleting a transfer
Open any transfer from the list to see its full detail — the amount, the from → to accounts, the date, its reference, and the description. From there you can Edit transfer to correct the accounts, amount, or date; Nkapio reverses the original movement and applies the new one so both balances land where they should. Deleting a transfer from the list refunds the source and removes the amount from the destination, undoing the movement entirely.
Tips
- Use a transfer, not an expense + revenue — transfers keep your income and expense figures clean; two separate entries would double-count the same money.
- Sweep cash daily — recording a cash-to-bank sweep each day keeps your till balance realistic and your bank account current.
- Keep both accounts in the same currency — a transfer moves the identical amount into the destination, so it's meant for accounts that hold the same currency.
- Note the reason — a short description turns a bare figure on the statement into something you can recognise later.
Frequently asked
- Does a transfer count as revenue or expense? No. It's an internal movement between your own accounts, so it never affects your income or spending totals.
- Can I move money between branches? Yes — as long as both branch accounts exist, a transfer between them works exactly like any other.
- What if I picked the wrong account? Edit the transfer; Nkapio unwinds the old movement and re-applies the corrected one so no balance is left skewed.