Welcome to the PrepaidPro documentation. PrepaidPro tracks prepaid expenses and deferred (unearned) revenue, builds the month-by-month schedule, and writes the journal entries for you, so nothing lapses and nothing gets booked twice.
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You will be asked for the access code from your purchase confirmation email.
PrepaidPro handles two kinds of items:
You enter the item once. PrepaidPro spreads it across the right months and produces the journal entries for each month.
| Tab | What it does |
|---|---|
| Dashboard | Shows what was recognized this month, the prepaid asset balance, the deferred revenue balance, renewals coming in the next 60 days, what needs a journal entry this month, and what is coming up for renewal. |
| Add item | Enter one prepaid expense or one deferred revenue item. |
| All items | Everything you are tracking. Click a row to see its full schedule and entries. |
| Renewals | A renewal watch sorted by soonest date. |
| This month's journal | The exact debits and credits to post for the month you choose, with a Copy all button. |
| Upload & auto-fill | Bring in a CSV spreadsheet or an invoice or bill instead of typing. |
| Chart of accounts | Load a client's real accounts so the account fields become dropdowns. |
On the Add item tab, choose Prepaid expense or Deferred revenue, then fill in:
Use Preview the schedule first to see the month-by-month breakdown before you commit, then Save item.
You never have to start from a blank screen. The Upload & auto-fill tab gives you two ways to get many items in at once.
If you already have a list of prepaids or contracts in a spreadsheet, export it as a CSV and drop it onto the upload box. PrepaidPro reads the columns, matches them up, and builds every schedule in one pass. The columns it looks for are vendor or customer, amount, dates, and (optionally) accounts. Use Download the CSV template if you want the exact column names.
Drop in an invoice or bill (PDF, PNG or JPG). PrepaidPro reads the vendor, amount and dates and drops you into a pre-filled entry so you just confirm.
Most people never need this. If you prefer to use your own Google Gemini key instead of the built-in reader, paste it in the Advanced section. Choices are Google Gemini, OpenAI-compatible, or a custom endpoint, with Save, Test and Clear buttons. The key stays in your browser only.
Upload or paste a client's actual chart of accounts once, and every account field for that client becomes a dropdown of their real accounts. Provide two columns: account name, and type (asset, liability, revenue, expense, equity). You can also load a standard SaaS starter chart. If you skip this, the account fields stay free-text and PrepaidPro works fine either way.
The Renewals tab lists items by soonest renewal. Choose a window of 30 days, 60 days, 90 days or 1 year. Urgent means within 14 days, Soon means within 60 days, and Lapsed means the coverage has already ended.
On This month's journal, choose the month and you get the exact debits and credits to post, ready to type or paste into Xero or QuickBooks. Copy all copies the whole set at once. The Dashboard also shows what still needs a journal entry this month.
Current version: PrepaidPro 2.0. PrepaidPro 2.0 includes multi-client support, prepaid expense and deferred revenue schedules (exact-days or even-monthly), renewal tracking, monthly journal entries, CSV import, automatic invoice reading, a per-client chart of accounts, and export/import with automatic daily backup.
Can't find what you're looking for? Email [email protected] and we will get back to you.
PrepaidPro is a convenience tool. It is not accounting, tax or legal advice and does not replace your own judgment. Please see the Terms of Service for details.