Casharchy User and Admin Guide

Casharchy is a professional cash tracking and forecasting application designed to provide a high density view of financial health. It focuses on liquidity management, allowing users to track current balances and project future cash positions based on anticipated income and expenses.

What is Casharchy

Casharchy is an enterprise grade ledger system that replaces simple spreadsheets with a reactive, multi device platform. It provides real time calculations for running balances and high level metrics such as the 90 Day Liquidity Floor and monthly Net Flow.

The system operates on a “Ledger First” philosophy where every transaction directly impacts a future balance, enabling precise planning for individuals and businesses.

How it Works

The core of Casharchy is a calculation engine that processes three primary data points:

  1. Beginning Balance: The actual cash on hand at a specific starting date.
  2. Recorded Transactions: Past income and expenses that have already occurred.
  3. Forecasted Transactions: Future income and expenses, including one time and recurring items.

The engine sorts these by date and order to produce a running balance for every row in the ledger. This balance tells you exactly how much cash you will have on any given day in the future.

Core Concepts

The Ledger

The main interface is a high density table showing Date, Description, Category, Amount, and Running Balance. Each row represents a single change in cash position.

Beginning Balance (BB)

This is the starting point for all calculations. You must set a date and an amount for your beginning balance. No transactions should be dated prior to this BB date.

Categories

Transactions are organized into categories like Housing, Food, Transport, and Income. Categories come with distinct icons and colors for rapid visual scanning. You can also create custom categories to suit your specific needs.

Forecast vs. Past

Transactions dated before or on the current date are considered “Past”. Transactions with a future date are “Forecasted”. The system uses distinct styling to help you differentiate what has happened from what is expected.

Getting Started

  1. Sign In: Access the platform using Google OAuth for secure data persistence.
  2. Set Beginning Balance: Click on the Ledger Settings or the Beginning Balance row at the top of the ledger. Enter your current bank balance and today’s date.
  3. Add Transactions: Click the “Add Transaction” button to enter your regular bills and expected income.
  4. Configure Categories: Use the category picker to tag items. Add custom categories via the “Add New” option in the picker.

Transaction Management

Adding Transactions

Use the primary “Add” button to open the entry modal. Select the date, enter a description, choose a category, and specify the amount. Toggle between Income and Expense types to ensure the math is applied correctly.

Inline Editing

For rapid updates, double click any field in the ledger (Description, Date, or Amount). You can edit the value directly and press Enter to save or Esc to cancel.

Bulk Actions

You can select multiple rows by clicking the checkbox at the start of each row. Once selected, you can:

  • Delete: Remove multiple records at once.
  • Reconcile: Mark multiple past items as reconciled.
  • Update: Edit the category or date for a group of transactions simultaneously.

Reconciliation

Marking an item as reconciled (indicated by a checkmark) signifies that the transaction has been cleared by your bank. This helps you track which items are “pending” versus “finalized”.

Drag and Drop

You can reorder transactions within the same date or move them to different dates by dragging the handle on the left side of the row. This is useful for adjusting the sequence of payments to see how it affects your daily low point.

Recurring Transactions

Casharchy simplifies long term planning with robust recurring transaction support. When adding a transaction, you can enable the “Recurring” toggle.

  • Frequency: Choose from Weekly, Bi-weekly, Monthly, or Yearly.
  • End Date: Specify when the series should stop. The system supports projections up to 5 years into the future.
  • Instances: Once saved, the system generates individual ledger entries for every occurrence. These can be edited or deleted independently if a specific month deviates from the norm.

Forecasting and Analytics

90 Day Liquidity Floor

This is the most critical metric in Casharchy. It identifies the lowest projected balance across the next three months. This helps you identify potential “cash crunches” before they happen.

Net Flow (30d)

Shows the total income minus total expenses for the last 30 days. A positive number indicates you are adding to your cash reserves.

Analysis Windows

Use the window selector to filter the ledger. You can view 30, 60, or 90 days of history and future projections. You can also jump to specific months or years.

Data Visualization

Toggle the “View Graph” feature to see a visual line chart of your cash balance over time. The graph updates dynamically based on your filters and the transactions currently visible in your ledger.

Module: Brokerage

The Brokerage module allows you to track investment accounts separately from your primary cash flow.

  • Net Worth Tracking: Monitor the total value of your brokerage accounts.
  • Performance Metrics: Track gains and losses over time.
  • Integration: While separate, you can record transfers between your cash ledger and brokerage accounts to maintain a complete financial picture.

Admin and Settings

Ledger Settings

Accessed via the gear icon or the Beginning Balance row. This allows you to reset your starting point without deleting your history.

User Preferences

Customize your workspace by managing your category list and default analysis windows. These settings are synced to your account and persist across devices.

Security

Casharchy uses Supabase and Row Level Security (RLS). This ensures that your financial data is only accessible to you. All database queries are scoped to your unique user ID.

Best Practices

  • Daily Check: Spend 2 minutes a day reconciling cleared items to keep your balance accurate.
  • Conservative Forecasting: When in doubt, date your income slightly later and your expenses slightly earlier to ensure your Liquidity Floor is realistic.
  • Use Specific Descriptions: Instead of “Bill”, use “Electric Bill April” to make searching easier.
  • Regular BB Updates: Every month or two, update your Beginning Balance to match your actual bank statement to clear out any small discrepancies.