If you are trying to gain real, practical bookkeeping and accounting experience, this is where you should start.
This page supports our YouTube video “Start Here – YAPBooks Accounting Software”, which is the first episode in our practical bookkeeping and accounting case study series using YAPBooks FREE accounting software.
Important: This series is designed to be watched in order. Each episode builds on the previous one. Skipping this first step will make later lessons confusing.
Watch the Video First
Why This Case Study Series Exists (The Real Problem)
If you’re being honest, one of these probably describes you:
- You understand accounting theory, but can’t apply it confidently in real life
- You learned accounting with Excel, but formulas break and don’t reflect real workflows
- You tried using an accounting software, but it felt overwhelming and confusing
- You’ve never seen a full accounting cycle from setup to reports
This is the gap holding many learners back from getting jobs, internships, promotions, or real confidence.
That’s exactly why this practical bookkeeping and accounting case study series was created.
What You’ll Learn With YAPBooks
With this series, you will:
- Work with real business transactions
- Follow a complete accounting cycle
- Practice repeatedly using the same case study
- Understand how accounting software actually works, not just theory
YAPBooks is a bookkeeping and accounting software designed for:
- Learning
- Practice
- Real small business use
It is not trying to replace big enterprise software. It is intentionally built to teach accounting properly.
How to Access YAPBooks (Free)
You can access YAPBooks for FREE here: https://yapbooks-demo.netlify.app/
(Link is also in the video description)
- No installation
- Works on mobile and computer
- No complicated setup
- Practice immediately
Trial & Practice Setup (Very Important)
YAPBooks gives you:
- 30-day trial access
- Ability to set up one company
- Freedom to reuse the same company repeatedly
- Option to create a new company anytime
This is intentional.
It allows you to:
- Replay the case study videos
- Practice again and again
- Learn by repetition (the fastest way to master accounting)
Privacy note:
- All transactions are stored on your own device.
- Nothing syncs to the cloud.
- No one sees your data, password, or practice records except you.
Mobile vs Computer – Does It Matter?
You can follow this entire case study using:
- A mobile phone, or
- A computer
The:
- Layout
- Logic
- Accounting flow
are exactly the same. The videos use a computer screen, but everything applies on mobile too.
Setting Up YAPBooks (First-Time Setup)
Accounting software follows how accounting works in real life:
Transactions → Accounts → Reports
Step 1: Register
- Open the YAPBooks link
- Click Register
- Enter your name, email, and password
- Use details you can remember (this is for practice)
Step 2: Login
- Use the same email and password you registered with
Step 3: Create or Select a Company
- First-time users should create a new company
- Enter: Company name, Address, Company email, Tax Identification Number (you can use any number for practice, e.g. 12345), All details can be edited later in Settings
Step 4: Chart of Accounts Setup
- Choose: A pre-loaded template, or Import from CSV
- For this case study, a Retail template is used
Once completed, the software opens to real transaction posting and reporting.
At this point, your screen should look exactly like the one shown in the video.
If not, pause the video and double-check your setup.
Understanding Core YAPBooks Modules (Simple Explanation)
Dashboard
Your summary page showing:
- Money coming in
- Money going out
- Who owes you
- Who you owe
It gives a quick picture of the business without opening many pages.
Budget Module
- Create monthly, quarterly, or annual budgets
- Compare budgets with actual performance
Customers Module
Used to manage people or businesses that buy from you:
- Set up customers
- Create invoices and credit notes
- Track what customers owe
- View receivables in AR reports
Vendors Module
Used for people or businesses you buy from:
- Set up vendors
- Record bills and debit notes
- Track payables
- Monitor AP aging and due dates
Employees Module
- Set up employees
- Manage payroll
- Edit payroll settings
- Currently configured for Nigeria Payroll system (2025), with updates coming.
The Accounting Module (The Powerhouse)
This is where real accounting happens:
- Chart of Accounts – the foundation of all accounting
- Beginning Balances – opening balances for new businesses
- Journal Entries – adjustments, accruals, corrections, month-end and year-end entries
- Bank Reconciliation – match books with bank statements
- Assets Manager – manage assets and depreciation
- Year End – close the financial year and roll balances forward
Products Module
- Track inventory
- Manage product movement and balances
Banking (Receiving & Paying Money)
- Record money received from customers
- Record payments to vendors
- Keeps cash and bank balances accurate
Transactions & Audit Trail
- Records every transaction
- Tracks edits and corrections
- Shows who did what and when
- This ensures transparency and control.
Reports Module
Reports answer the big questions:
- Am I making profit?
- Where is my money going?
- What do I still owe or expect to receive?
Includes:
- General Ledger
- Trial Balance
- Income Statement
- Balance Sheet
- Cash Flow Statement
Settings Module
Used to:
- Edit company details
- Update VAT rate
- Change currency symbol
- Upload company logo
- Switch to dark mode
- Log out
What Comes Next (Episode 2)
Now that you understand how YAPBooks is structured, the next step is recording real transactions.
In Episode 2, we will begin posting actual business transactions using this setup.
That step only makes sense if this setup is done correctly.
Make sure you watch the next video in the playlist in the order provided.
Final Reminder
This is not just a software tutorial. It is a complete practical bookkeeping and accounting training using real case studies.
If your screen ever looks different:
- Pause the video
- Go back to the previous episode
- Fix it before moving forward
That’s how you gain real accounting confidence.
Frequently Asked Questions (FAQ)
What is YAPBooks accounting software?
YAPBooks is a free bookkeeping and accounting software designed for learning and real business use. It helps users understand accounting practically by recording real transactions and generating reports.
Is YAPBooks free to use?
Yes. YAPBooks provides a free 30-day trial that allows learners to set up a company, record transactions, and practice bookkeeping and accounting without any installation.
Who should use YAPBooks?
YAPBooks is ideal for accounting students, bookkeeping trainees, interns, entry-level accountants, small business owners, and anyone looking to gain real-world accounting experience.
Can I use YAPBooks on my phone?
Yes. YAPBooks works on both mobile phones and computers. The layout, features, and accounting logic are the same across all devices.
Does YAPBooks store my data online?
No. All transactions recorded in YAPBooks are stored locally on your device. The data does not sync to the cloud, ensuring privacy while you practice.
Do I need accounting knowledge before using YAPBooks?
Basic accounting knowledge is helpful, but YAPBooks is structured to teach accounting step by step through practical case studies, making it suitable for beginners as well.
What will I learn in the YAPBooks case study series?
You will learn how to set up an accounting system, record real business transactions, manage customers and vendors, post journal entries, reconcile bank accounts, and generate financial reports.
Is this the first video I should watch in the series?
Yes. This is the first video in the YAPBooks practical bookkeeping and accounting case study series. All other episodes build on this setup, so it is important to start here.