PrepaidPro 2.0 - Gaines Capital Books

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PrepaidPro 2.0
Your data is safe and private. All your data lives only in your browser — never on our servers. It is protected with a dual-layer backup: a primary store plus an automatic secondary backup that survives cookie clearing. A backup file also downloads automatically once per day on first save. You can also manually export anytime using the Export button above. Moving to a new computer or browser? Use Export on your old device, then Import on the new one to bring everything with you.
Recognized this month
$0.00
-
Prepaid asset balance
$0.00
unamortized, all items
Deferred revenue balance
$0.00
unearned, all items
Renewals in 60 days
0
click Renewals tab

What needs a journal entry this month

Nothing yet. Add an item or load the sample data to see it work.

Coming up for renewal

So nothing lapses and nothing gets double-booked.

Add an item

Two kinds of thing live here. A prepaid expense is money you paid upfront that covers a future stretch of time (annual software, insurance). Deferred revenue is money a customer paid you upfront for service you deliver over time (an annual subscription). Fill this in and PrepaidPro spreads it across the right months and writes the journal entries for you.

All items

Everything you're tracking. Click a row to see its full schedule and entries.

Renewal watch

Sorted by soonest. Urgent is within 14 days, soon is within 60. Lapsed means the coverage has already ended.

Journal entries

The exact debits and credits to post this month, ready to type into Xero or QuickBooks.

Upload & auto-fill

Two ways to get your data in fast, so you never start from a blank screen.
Bring your old spreadsheet. Have a list of prepaids or contracts in a spreadsheet already? Export it to CSV and drop it here. PrepaidPro reads the columns, matches them up, and builds every schedule in one shot. A template is one click away if you want the exact column names.
📄
Drop a CSV here, or click to choose
vendor/customer, amount, dates, and (optionally) accounts

Upload an invoice or bill

Drop in an invoice or a bill and PrepaidPro reads the vendor, amount, and dates, then does the work from there. You just confirm.
🧾
Drop an invoice (PDF or image), or click to choose
PDF, PNG, JPG
Automatic reading is on. Drop in an image of an invoice or bill and PrepaidPro reads the vendor, amount, and dates for you, then drops you into a pre-filled entry so you just confirm. Your files are read securely and are never stored.
Automatic reading is a convenience feature and can misread a document. Always check the vendor, amount, and dates before you post an entry. See Terms & Disclaimer below.
Advanced: use your own reading key (optional)
Most people never need this. If you prefer to use your own Google Gemini key instead of the built-in reader, paste it below. Your key stays in your browser only. Get a free key at Google AI Studio.

Chart of accounts

Upload or paste this client's actual chart of accounts once, and every account field on this client turns into a dropdown of their real accounts instead of a blank text box. Skip this and the account fields stay free-text, PrepaidPro still works fine either way.
No chart of accounts loaded for this client yet. Account fields will be free-text until you add one.
📋
Drop a CSV of your chart of accounts, or click to choose
Two columns: account name, and type (asset, liability, revenue, expense, equity)

Current accounts for this client

Terms & Disclaimer

PrepaidPro is a convenience tool to help you track prepaid expenses and organize invoices faster. It is not accounting, tax, or legal advice, and it does not replace your own bookkeeper, accountant, or professional judgment.

The automatic invoice reading feature can misread a vendor name, amount, date, or other detail on a document. You are responsible for reviewing every pre-filled entry before you save or post it. Do not rely on automatic reading alone.

Gaines Capital Books is not responsible for any loss, error, or misstatement resulting from entries that were posted without review, or from a document that was read incorrectly. This tool is provided "as is," with no guarantee that every reading will be accurate.

Your data stays in your browser, never on our servers. When you use automatic reading, the invoice image is sent securely to the reading service to extract the details and is not retained afterward. All sales are final; no refunds.

PrepaidPro 2.0 · a Gaines Capital Books tool · your data stays in your browser · gainescapitalbooks.com