Account Management
Master the complete lifecycle of managing your bank accounts in WhatsCash AI. This comprehensive guide covers editing, organizing, maintaining, and optimizing your accounts for maximum efficiency.
Management Focus: This guide assumes you’ve already created accounts and focuses on day-to-day management, organization, and maintenance tasks.
Account Editing & Updates
Learn how to modify account details and keep your account data current.
Editing Process
Step 1: Access Edit Mode
- Go to Bank Accounts Dashboard
- Click the edit icon (pencil) on any account card
- Edit modal opens with current details pre-filled
Step 2: Update Fields
Edit any field that needs updating:
- Basic Info: Name, bank, account type, currency
- Financial Details: Balance, account number, date opened
- Banking Codes: Routing, IBAN, SWIFT, location
- Notes: Purpose, context for AI enhancement
Step 3: Save Changes
- Review changes for accuracy
- Click “Update Account”
- Verify updates appear correctly
What Can Be Edited
✅ Editable Fields
- Account holder name, bank name, account type
- Current balance, account number, date opened
- Routing number, IBAN, SWIFT/BIC codes, bank location
- Account notes and status
🔒 Protected Fields
- Account ID (system-generated)
- Creation date (historical record)
- Transaction count (system-calculated)
⚠️ Restrictions
- Currency: Only changeable if no transactions exist
- Account Type: Warning shown if significant transaction history
- Balance: Creates audit trail when manually adjusted
AI Tip: Detailed account notes help AI provide better responses to WhatsApp queries.
Account Organization & Search
Efficiently organize and find your accounts using smart organization strategies and powerful search features.
Organization Strategies
Group by Purpose
- Daily Use: Primary checking, main credit card
- Savings Goals: Emergency fund, vacation savings
- Debt Management: Credit cards, loans
- Investments: Brokerage, retirement accounts
Group by Bank
- Organize accounts by financial institution
- Helpful for bank-specific statements and consolidation planning
Group by Activity
- High Activity: Daily checking, primary credit
- Medium Activity: Savings, secondary cards
- Low Activity: Investment accounts, closed accounts
Search & Filtering
Search Techniques
- Multi-word: “Chase Freedom Card” finds specific accounts
- Partial: “Wells” finds all Wells Fargo accounts
- Notes Search: Find by purpose or description
Filtering Options
- Account type (checking, savings, credit, etc.)
- Currency, balance range, bank name
- Status (active, inactive, closed)
Display Features
- Balance visibility toggle for privacy
- Favorites system to pin important accounts
- Custom sorting (balance, activity, date, name)
Search Tip: Use quotation marks for exact phrases, or combine multiple filters for precision.
Balance Management & Reconciliation
Maintain accurate balances using WhatsCash AI’s transaction-based system. Balances are automatically calculated from your transaction history.
How Balances Work
Formula: Current Balance = Initial Balance + Income - Expenses ± Transfers
Why No Direct Balance Editing:
- Maintains data integrity and complete audit trail
- Ensures AI insights are based on complete transaction data
- Makes reconciliation easier by highlighting missing transactions
Reconciliation Process
When WhatsCash balance doesn’t match your bank balance:
Step 1: Compare Balances
- Check your real bank balance
- Note the difference with WhatsCash
- Identify potential missing items
Step 2: Add Missing Transactions
Don’t edit balance directly - instead add missing transactions:
- Bank Fees: Add as expense transactions
- Interest: Add as income transactions
- Automatic Payments: Add missed recurring payments
- Forgotten Purchases: Add any missed transactions
Step 3: Verify Match
- Check that balances now match
- Repeat if discrepancies remain
Common Reconciliation Issues
- Missing Bank Fees: WhatsCash higher than bank → Add fee transactions
- Unrecorded Interest: Bank higher than WhatsCash → Add interest income
- Forgotten Transactions: Review bank statement line by line
- Automatic Payments: Add missed subscription/utility payments
Important: Never manually adjust balances. Always add the missing transactions to maintain data integrity.
Best Practices
- Weekly: Quick balance checks and recent transaction review
- Monthly: Deep reconciliation with bank statements
- Timely Entry: Record transactions as soon as possible
- Regular Schedule: Prevents large reconciliation tasks
Account Security & Maintenance
Security Features
- Balance Privacy Toggle: Hide balances when needed
- Account Status Management: Active, inactive, closed, archived
- Audit Trails: Track all account changes
Data Management
Coming Soon: Data export and backup features are in development.
Current Access: View account details and transaction history through dashboard
Planned Features: Individual/bulk account export, financial reports, tax preparation data
Advanced Operations
Account Merging: Combine duplicate accounts by transferring transactions to primary account, then deleting duplicate
Account Splitting: Create new account, transfer relevant transactions, update historical records
Complex Operations: Review data carefully before merging/splitting accounts. Export features coming soon for backup.
Account Deletion & Recovery
Safe Deletion Process
Pre-Deletion Checklist:
- Review account data and transaction history
- Verify no transaction dependencies
- Check transfer relationships
- Confirm deletion is necessary
Step 1: Check Dependencies
Verify account has no associated transactions or transfers
Step 2: Handle Dependencies
- With Transactions: Must transfer or delete transactions first
- In Transfers: Update or remove transfer records
Step 3: Final Review
Review account information one last time, take screenshots if needed
Step 4: Confirm Deletion
Type account name to confirm - deletion is permanent after 30 days
Recovery Options
- 30-day recovery window for recently deleted accounts
- Contact support with account details for restoration
- Prevention: Multiple confirmations required, suggests archiving as alternative
Warning: Account deletion is permanent after recovery window. Consider archiving instead.
Multi-Account Management & Troubleshooting
Cross-Account Operations
- Transfers: Record money movement between accounts with automatic balance updates
- Account Relationships: Map connections between primary, secondary, and linked accounts
- Consolidated Reporting: View total net worth, account type summaries, and cross-account analytics
Common Issues & Solutions
Balance Discrepancies: Add missing transactions instead of editing balances directly
Search Problems: Clear filters, check spelling, search archived accounts
Transaction Entry Issues: Verify account is active, check categories, remove duplicates
Performance Tips
- Large Account Lists: Use favorites, archive old accounts, effective search
- Data Management: Regular cleanup, consistent naming, meaningful notes
Best Practices
Organization Strategy
- Start with 3-5 core accounts, add gradually
- Use clear, descriptive account names
- Organize by purpose rather than just bank
- Monthly reviews and quarterly cleanup
Data Quality
- Regular reconciliation with real accounts
- Complete information in all fields
- Detailed notes for AI enhancement
- Timely transaction entry
Maintenance Routine
- Weekly: Balance checks and transaction review
- Monthly: Bank statement reconciliation
- Quarterly: Account cleanup and organization review
- Annual: Comprehensive account strategy evaluation
Mastery Tip: Consistent organization and regular maintenance make managing dozens of accounts effortless.
Continue Learning: Explore WhatsApp Integration to learn voice commands for account management, or dive into Advanced Features for power-user capabilities.