Financial Data Upload

Upload and manage your financial data to unlock AI-powered insights and budget generation.

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📖 Table of Contents

1. Overview
2. Why Upload Financial Data?
3. Supported File Types
4. What Financial Data to Upload
5. Monthly Data Upload
6. Yearly Data Upload
7. Viewing Uploaded Data
8. Best Practices
9. Troubleshooting

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Overview

The Financial Data Upload feature allows you to:

• Upload financial reports (Balance Sheet, P&L, Cash Flow)
• Store both monthly and yearly data
• Enable AI analysis of your financial trends
• Power budget generation with historical data
• View uploaded data with parsed tables

Two Upload Types

Monthly Data:

• Upload financial reports for specific months
• Example: January 2024, February 2024, etc.
• Best for detailed tracking and trends

Yearly Data:

• Upload annual financial reports
• Example: FY2023, FY2024
• Best for high-level analysis and multi-year trends

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Why Upload Financial Data?

🔓 Unlocks Key Features

1. AI Assistant (Ask)

• Get answers specific to your business
• Analyze trends: "How is my revenue growing?"
• Insights: "What are my biggest cost drivers?"

2. Budget Generation

• AI uses your historical data for projections
• More data = more accurate budgets
• Understands your business patterns

3. Financial Analysis

• View trends over time
• Compare periods (month-over-month, year-over-year)
• Identify patterns and anomalies

📈 Better Results with More Data

Minimum Recommended:

• 6 months of monthly data for meaningful analysis

Optimal:

• 12+ months of monthly data for accurate budgets
• 2-3 years of yearly data for long-term trends

Why more is better:

• AI can identify seasonal patterns
• Better trend analysis
• More accurate projections
• Removes anomalies/outliers

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Supported File Types

File Formats

✅ Accepted:

• PDF - Most common for financial reports
• Excel - .xlsx, .xls
• CSV - Comma-separated values

File Size Limits

• Maximum: 10 MB per file
• Most financial reports are well under this limit

File Content

Must include:

• Clear financial data (numbers, line items)
• Proper formatting (tables, sections)
• Category labels (Revenue, Expenses, Assets, etc.)

AI can parse:

• Tables and rows
• Account names and values
• Sections and categories
• Subtotals and totals

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What Financial Data to Upload

Three Core Financial Statements

1. Balance Sheet

What it shows:

• Assets (what you own)
• Liabilities (what you owe)
• Equity (net worth)

As of a specific date (e.g., December 31, 2023)

Example line items:

Assets:
- Cash and Cash Equivalents
- Accounts Receivable
- Inventory
- Fixed Assets

Liabilities:
- Accounts Payable
- Accrued Expenses
- Loans Payable

Equity:
- Common Stock
- Retained Earnings

2. Profit & Loss (P&L) / Income Statement

What it shows:

• Revenue (income)
• Expenses (costs)
• Net Profit or Loss

For a time period (e.g., January 2024, Q1 2024, FY2023)

Example line items:

Revenue:
- Product Sales
- Service Revenue
- Other Income

Expenses:
- Cost of Goods Sold
- Salaries and Wages
- Marketing
- Rent
- Software & Subscriptions
- Professional Services

Net Profit = Revenue - Expenses

3. Cash Flow Statement

What it shows:

• Cash inflows (money coming in)
• Cash outflows (money going out)
• Net change in cash

For a time period (e.g., January 2024, Q1 2024, FY2023)

Example categories:

Operating Activities:
- Cash from customers
- Cash paid to suppliers
- Cash paid for salaries

Investing Activities:
- Purchase of equipment
- Sale of investments

Financing Activities:
- Loan proceeds
- Loan repayments
- Equity investments

What If I Don't Have All Three?

Best case: Upload all three for complete picture

Acceptable: Upload what you have

• P&L alone: Enables revenue and expense analysis
• Balance Sheet + P&L: Good for most features
• Just Balance Sheet: Limited but still useful

Most important: P&L statement

• Enables budget generation
• Powers revenue and expense analysis
• Shows profitability trends

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Monthly Data Upload

When to Use Monthly Upload

• You want detailed month-by-month tracking
• Need to analyze seasonal patterns
• Building budgets based on monthly trends
• Monitoring current performance closely

Step-by-Step: Upload Monthly Data

1. Navigate to Financial Data Page

1. Log in to AHQ Financials
2. Go to Financial Data (or Data Management)
3. Select Monthly tab

2. Locate the Upload Section

You'll see:

• "Monthly Financial Data Upload" heading
• Description: "Upload Balance Sheet, P&L, and Cash Flow reports"
• Upload interface

3. Select Month and Year

Choose the period:

• Select Month from dropdown (January, February, etc.)
• Select Year from dropdown (2023, 2024, etc.)

Important: This tells the system when this data is from

Example:

Month: January
Year: 2024

This data is for January 2024

4. Choose Category

Select what type of data you're uploading:

Balance Sheet:

• Select this for balance sheet documents
• Snapshot of assets, liabilities, equity

P&L (Profit & Loss):

• Select this for income statements
• Revenue and expenses for the month

Cash Flow:

• Select this for cash flow statements
• Cash inflows and outflows

You can upload all three for the same month - just repeat the process

5. Upload File

1. Click "Choose File" or drag-and-drop area
2. Select your file from your computer
3. Supported formats: PDF, Excel (.xlsx, .xls), CSV
4. Maximum size: 10 MB

6. Submit Upload

1. Review your selections:

   • Month: Correct?
   • Year: Correct?
   • Category: Correct type?
   • File: Correct file selected?

2. Click "Upload" button

3. Wait for processing:

   • File uploads (5-15 seconds depending on size)
   • AI parses the data (10-30 seconds)
   • You'll see "Upload successful!" message

7. Verify Upload

• Check the Financial Data Viewer section below
• Your uploaded data should appear
• Click to view parsed tables and confirm accuracy

Example Monthly Upload Flow

Scenario: Uploading January 2024 financial data

Step 1: Navigate to Financial Data → Monthly tab

Step 2: Upload P&L
- Month: January
- Year: 2024
- Category: P&L
- File: January_2024_PL.pdf
- Click Upload
- ✓ Success!

Step 3: Upload Balance Sheet
- Month: January
- Year: 2024
- Category: Balance Sheet
- File: January_2024_BS.pdf
- Click Upload
- ✓ Success!

Step 4: Upload Cash Flow
- Month: January
- Year: 2024
- Category: Cash Flow
- File: January_2024_CF.pdf
- Click Upload
- ✓ Success!

Step 5: Verify in viewer below
- All three files show in viewer
- Tables parsed correctly
- Ready for AI analysis!

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Yearly Data Upload

When to Use Yearly Upload

• You have annual financial statements
• Want high-level year-over-year comparisons
• Multi-year trends and analysis
• Complement to monthly data

Step-by-Step: Upload Yearly Data

1. Navigate to Yearly Tab

1. Financial Data page
2. Click Yearly tab

2. Locate the Upload Section

You'll see:

• "Yearly Financial Data Upload" heading
• Description: "Upload Balance Sheet, P&L, and Cash Flow reports by year"
• Upload interface

3. Select Year

Choose the fiscal year:

• Select Year from dropdown (2022, 2023, 2024, etc.)

Important: This should be the fiscal year the data represents

Example:

Year: 2023

This data is for FY2023 (full year)

4. Choose Category

Same as monthly:

• Balance Sheet - As of December 31 (or fiscal year-end)
• P&L - For the entire year
• Cash Flow - For the entire year

5. Upload File

1. Click "Choose File" or drag-and-drop
2. Select your annual financial report
3. Supported formats: PDF, Excel, CSV

6. Submit and Verify

1. Click "Upload"
2. Wait for processing
3. Check viewer below to confirm

Example Yearly Upload Flow

Scenario: Uploading FY2023 annual financial statements

Step 1: Navigate to Financial Data → Yearly tab

Step 2: Upload Annual P&L
- Year: 2023
- Category: P&L
- File: FY2023_Income_Statement.pdf
- Click Upload
- ✓ Success!

Step 3: Upload Year-End Balance Sheet
- Year: 2023
- Category: Balance Sheet
- File: FY2023_Balance_Sheet.pdf
- Click Upload
- ✓ Success!

Step 4: Upload Annual Cash Flow
- Year: 2023
- Category: Cash Flow
- File: FY2023_Cash_Flow.pdf
- Click Upload
- ✓ Success!

Step 5: Verify in yearly viewer
- FY2023 data complete
- Ready for year-over-year analysis

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Viewing Uploaded Data

Financial Data Viewer

After uploading, view your data in the viewer section:

Monthly Viewer

Shows:

• All uploaded monthly data
• Organized by month/year and category
• Parsed tables from your files

Features:

• Filter by month/year - Select specific periods
• View by category - Balance Sheet, P&L, Cash Flow
• See parsed tables - AI-extracted data in table format
• Download originals - Access your uploaded files

Yearly Viewer

Shows:

• All uploaded yearly data
• Organized by year and category
• Parsed annual statements

Features:

• Filter by year - Select specific years
• View by category - Balance Sheet, P&L, Cash Flow
• See parsed tables - Annual data in structured format
• Download originals - Access your uploaded files

Understanding Parsed Tables

What are parsed tables?

• AI extracts data from your documents
• Converts to structured table format
• Makes data accessible for analysis

Example:

Your PDF:

Revenue
Product A:      $50,000
Product B:      $30,000
Services:       $20,000
Total Revenue:  $100,000

Parsed Table:

Line Item	Amount
Product A	$50,000
Product B	$30,000
Services	$20,000
Total	$100,000

Why this matters:

• AI can analyze individual line items
• Enables trend analysis across months
• Powers intelligent budget generation

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Best Practices

1. Upload Data Regularly

✅ Recommended schedule:

• Monthly data: Upload within 10 days of month-end
• Yearly data: Upload annual statements when available

Benefits:

• Keep AI insights current
• Better trend analysis
• More accurate budget projections

2. Upload Complete Data Sets

✅ For each period, upload all three:

• Balance Sheet
• P&L (Profit & Loss)
• Cash Flow Statement

Why:

• Complete financial picture
• More comprehensive AI analysis
• Better insights and recommendations

3. Maintain Consistent Formatting

✅ Use similar formatting each month:

• Same categories/line items
• Same accounting method (cash vs. accrual)
• Same level of detail

Benefits:

• Better period-over-period comparisons
• AI can track specific line items
• More accurate trend detection

4. Double-Check Before Uploading

✅ Verify:

• Correct month/year selected
• Correct category chosen (BS, P&L, CF)
• File is the right document
• Numbers are final (not draft)

Avoid:

• Uploading wrong month's data
• Mixing up Balance Sheet and P&L
• Uploading draft vs. final numbers
• Duplicate uploads

5. Start with Most Recent Data

✅ If uploading historical data:

1. Start with most recent month
2. Work backward
3. Upload at least 6 months for meaningful analysis

Why:

• Get value immediately
• Most recent data is most important
• Can fill in historical data over time

6. Use High-Quality Files

✅ Best results with:

• Clear, legible PDFs
• Well-formatted Excel files
• Properly structured CSVs

❌ Avoid:

• Scanned images with poor quality
• Handwritten statements
• Overly complex or nested tables
• Password-protected files

7. Keep Original Files

✅ Maintain backups:

• Keep original files in secure location
• Don't rely solely on uploads
• Good for audits and reference

8. Review Parsed Data

✅ After each upload:

1. Check parsed tables in viewer
2. Verify key numbers extracted correctly
3. Ensure categories recognized properly

If parsing looks wrong:

• Try re-uploading with better formatted file
• Contact support for assistance
• Manual review may be needed

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Troubleshooting

Upload Fails or Shows Error

Issue: File won't upload or shows error message

Common causes & solutions:

File too large (>10 MB):

• Compress PDF or optimize Excel file
• Split into separate files by category
• Contact support if legitimate large file

Unsupported file type:

• Convert to PDF, Excel (.xlsx), or CSV
• Check file extension is correct
• Remove password protection

Network issue:

• Check internet connection
• Try again in a few minutes
• Use wired connection if on poor WiFi

Browser issue:

• Clear browser cache
• Try different browser (Chrome recommended)
• Disable browser extensions temporarily

Parsed Tables Look Wrong

Issue: AI didn't extract data correctly

Solutions:

1. Check file formatting:

• Is your data in clear tables?
• Are numbers clearly separated from text?
• Try uploading a better formatted version

2. Re-upload with improvements:

• Export from accounting software in standard format
• Use PDF with selectable text (not scanned image)
• Simplify complex nested tables

3. Contact support:

• Send example file
• We can help optimize parsing
• May need manual review for complex formats

Can't See Uploaded Data in Viewer

Issue: Uploaded successfully but don't see data in viewer

Solutions:

• Refresh the page - Data may need to reload
• Check filters - May be filtering out your data
• Verify upload date - Check if upload actually completed
• Contact support - If data truly missing

Wrong Month/Year Selected

Issue: Uploaded data with wrong period

Solutions:

• Currently, no direct way to edit period
• Workaround: Re-upload with correct period
• Contact support: Can help correct the period or remove incorrect upload

Duplicate Uploads

Issue: Accidentally uploaded same data twice

Solutions:

• System may allow duplicates
• Usually not a problem (AI uses latest)
• Contact support to remove duplicates if needed

File Parsing Takes Too Long

Issue: Upload processing for more than 2 minutes

Solutions:

• Large files can take longer
• Complex PDFs may need more processing
• Wait up to 5 minutes before considering it failed
• Refresh page and check if data appeared
• Try again if truly failed

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Frequently Asked Questions

Q: Do I need to upload all three financial statements?

A: Not required, but recommended. P&L is most important for budget generation. Upload what you have.

Q: Can I upload data for multiple months at once?

A: Currently, each upload is for one period. Upload each month/year separately.

Q: What if my financial statements are in a different format?

A: Try uploading anyway - AI can handle various formats. If parsing fails, contact support.

Q: Can I update already uploaded data?

A: Yes, you can re-upload for the same period. The system will use the latest upload.

Q: Is my financial data secure?

A: Yes! All data is encrypted and only accessible to your company team. See our security documentation for details.

Q: How far back should I upload?

A: Minimum 6 months recommended. 12+ months optimal for budgeting. More history = better insights.

Q: Can I delete uploaded data?

A: Contact support to remove specific uploads if needed.

Q: Do I need to upload monthly AND yearly data?

A: Not necessary. If you upload monthly data, the system can aggregate for yearly view. Upload yearly data if you don't have monthly breakdown.

Q: What if I use fiscal year instead of calendar year?

A: Fine! Just be consistent. Specify your fiscal year-end when relevant.

Q: Can the AI access my accounting software directly?

A: Currently, no. You need to export and upload files manually. Direct integrations may be added in future.

Q: What currency should my data be in?

A: Any currency is fine. Just be consistent. Specify currency in your data if relevant.

Q: Can I upload budget projections as financial data?

A: No, upload actual historical data only. Use Budget Generation for future projections.

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Example: Complete Data Upload Workflow

Scenario: New User - First Time Upload

Goal: Upload 12 months of historical data (January - December 2023)

Phase 1: Prepare Files (30 minutes)

1. Gather financial statements from accounting system
   - Export January - December 2023
   - All three statement types (BS, P&L, CF)
   - Save as PDFs in organized folder

2. Organize files with clear names:
   ├── 2023_01_January/
   │   ├── BS_Jan_2023.pdf
   │   ├── PL_Jan_2023.pdf
   │   └── CF_Jan_2023.pdf
   ├── 2023_02_February/
   │   ├── BS_Feb_2023.pdf
   │   ├── PL_Feb_2023.pdf
   │   └── CF_Feb_2023.pdf
   └── ... (continue for all months)

3. Quick quality check:
   - PDFs are readable
   - Numbers are correct
   - Clear table formatting

Phase 2: Upload Recent Data First (20 minutes)

Start with December 2023 (most recent):

1. Financial Data → Monthly tab

2. December 2023 P&L:
   - Month: December, Year: 2023, Category: P&L
   - Upload → Verify → ✓

3. December 2023 Balance Sheet:
   - Month: December, Year: 2023, Category: Balance Sheet
   - Upload → Verify → ✓

4. December 2023 Cash Flow:
   - Month: December, Year: 2023, Category: Cash Flow
   - Upload → Verify → ✓

5. Check viewer: All three showing correctly ✓

6. Repeat for November 2023
7. Repeat for October 2023
(Now have 3 most recent months → Can start using features!)

Phase 3: Complete Historical Upload (60 minutes)

Continue with remaining months (September → January 2023):
- Follow same process for each month
- Upload all three statements per month
- Verify in viewer as you go

Tip: Take breaks! Doesn't need to be done in one session.

Phase 4: Verify and Explore (15 minutes)

1. Go to Financial Data Viewer
2. Verify all 12 months present
3. Check parsed tables for accuracy
4. Test AI Assistant:
   - "What was my revenue in Q4 2023?"
   - "Show me my expense trends for 2023"
5. Generate a test budget

Scenario: Regular Monthly Update

Goal: Upload new month's data (Routine maintenance)

It's February 5, 2024.
January 2024 financial close is complete.

Time required: 5-10 minutes

1. Receive/export January 2024 statements from accounting

2. Go to Financial Data → Monthly tab

3. Upload January 2024 data:
   - P&L → ✓
   - Balance Sheet → ✓
   - Cash Flow → ✓

4. Quick verification in viewer

5. Done! AI now has current data.

6. Optional: Check AI insights
   - "How did January 2024 compare to December 2023?"
   - "What's my year-over-year growth (Jan 2024 vs Jan 2023)?"

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Getting More Help

Documentation

• AI Assistant Guide - Use your uploaded data
• Budget Generation - Generate budgets from your data
• Main Documentation - All guides

In-App Help

• Ask AI Assistant: "How do I upload financial data?"
• AI can guide you through the process

Support

• Email: info@ahqportal.com
• Include: Screenshots, error messages, example file (if possible)
• We're here to help!

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Pro Tip: Set a reminder on the 5th of each month to upload the previous month's financial data. Keeping your data current ensures you always have accurate AI insights!