One Book per Entity
The default and simplest way to use Bkper is with one book per entity. An entity can refer to a company, department, individual, or any unit that operates within its own financial scope.
If you don’t have a clear need for multiple units or operational segmentation, keeping one book per entity is always preferable—it simplifies reconciliation and reduces overhead.
Still, the question often arises: when should you use more than one book, or a collection of books?
When to Use More Than One Book?
You need multiple books when your entity operates with more than one unit of measurement or when your internal structure requires segmentation.
When you work with Multiple Units
Use a separate book when the same entity tracks different units, for example :
Currencies (USD, EUR, JPY), Quantities and. Values (inventory, stock, bonds and monetary value)
Examples:
A company operating in USD, EUR, and JPY would use three books—one per currency.
An entity tracking both inventory quantities and their financial value would use one book for quantities and another for monetary value.
This separation ensures transaction consistency within each unit and enables accurate calculations, such as gains/losses or value changes.
When you need internal Segmentation
You may also split books for organizational or managerial purposes, such as:
Functional separation: payables, receivables, HR, etc.
Access control: giving different teams access only to relevant data (e.g., Department A and Department B)
Each part can be represented as a separate book, each with its own permissions and scope. As operations scale, separating books by department with tailored access becomes essential to maintain control and clarity.
When to Use a Collection?
A collection is a container for multiple books that are logically related, typically belonging to the same entity or operational structure.
Collections help:
Simplify navigation across related books
Enable orchestrated automations using Bkper Agents (bots)
Collections are used in a wide range of real-world scenarios—from small startups operating in just two currencies, to large investment funds managing portfolios across 27 currencies—all under the same entity, organized through books and collections.
Orchestrating Automations with Bkper Agents
Bkper Agents operate in a Collection of books to automate and synchronize operations.
Portfolio Agent
Used to track financial instruments such as stocks or bonds:
Tracks both quantities and values
Computes:
Unrealized results (market price changes)
Realized results (gains/losses from operations)
Works across books—typically one for quantities and others for values.
Exchange Bot
Synchronizes balances and transactions between books in different currencies.
Tracks unrealized forex gains/losses
Computes realized results on currency conversions
Ideal for entities managing finances in multiple currencies under a unified structure.
Inventory Bot
Coordinates books that track:
Inventory quantities
Inventory values (e.g., COGS, adjustments)
Supports real-time inventory valuation and accurate COGS tracking.
Subledger Bot
Consolidates separate books (e.g., payables, receivables, departments) into a central general ledger book.
Each subledger operates independently
The general ledger provides a consolidated view
Keeps operations modular while unifying reporting