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Cashing Up with Apocha in 10 Minutes

A Step-by-Step Guide​

Now that you understand why cashing up matters, let's walk through how to do it in Apocha. The app's hierarchical account structure makes this process intuitive and powerful.

In This Guide​

Step 1: Sign Up and Log In​

Head to the Apocha login page. If you're new, click "Sign up here" (it's free and quick). Enter your email and password, or use "Sign in with Google" for ease. Once in, you'll see a clean empty dashboard showing $0.00 across assets, liabilities, and net worth. This is your blank canvas for financial control.

Step 2: Access the Accounts Section​

Open Apocha and navigate to the Accounts section from the left sidebar. This is your financial command center where you'll set up your entire account hierarchy.

Step 3: Start Creating Your Accounts​

Click the blue "New..." button at the bottom right to begin adding accounts. You'll be presented with a dialog to configure each account.

Screenshot shows the dialog for creating a new account in Apocha with fields for account name, account type, currency, and opening balance Screenshot shows the dialog for creating a new account in Apocha with fields for account name, account type, currency, and opening balance

Step 4: Set Up Individual Accounts First​

For each real account you have, you'll need to fill in several fields:

  • Parent account: This is optional for now. We'll cover hierarchies in a moment. For individual accounts, you can leave this blank or select a category you've already created.

  • Account name: Give it a clear, recognizable name like "Joint Account", "Marcus", "Sarah", or "Washing machine" (for tracking a financed purchase).

  • Account type: Choose from options like Bank Account, Consumer Loan, Precious Metal, Credit Card, etc. This determines how the account behaves in calculations.

  • Currency: Select the appropriate currency (USD, EUR, XAU for gold, BTC for Bitcoin, etc.). Apocha supports multiple currencies, which is perfect if you hold international accounts or assets like precious metals.

  • Opening balance: This is your cashing up moment. Enter the exact current balance of this account. For bank accounts, this is straightforward. For a consumer loan, enter the negative amount you owe (like -$350.00 for the washing machine loan). For precious metals, enter the quantity you own (like 1 for 1 ounce of gold). For other valuable items, you may need to estimate the value. This is especially true for illiquid assets like cars, condos, or art objects.

  • Opening date: You can specify when this balance is effective, useful for backdating if needed.

  • Special options:

    • Check "This is an illiquid value" for assets that can't or shall not quickly be converted to cash (like real estate or vehicles).
    • Check "This is an account group without an initial stock and transactions" for parent/category accounts that will only contain sub-accounts.

Step 5: Create Your Account Hierarchy​

Here's where Apocha's unique power comes into play. Instead of a flat list of accounts, you can create a hierarchy that reflects how you think about money.

Screenshot shows the hierarchical account structure in Apocha with main categories like Bank Accounts and Liabilities along with their sub-accounts Screenshot shows the hierarchical account structure in Apocha with main categories like Bank Accounts and Liabilities along with their sub-accounts

For basic net worth tracking, create parent categories like:

  • Bank Accounts containing Joint Account, Marcus, Sarah as children
  • Real Estate to group the estimated value of your home and your mortgage together
  • Liabilities containing Washing machine or other consumer loans as a child
  • Investments containing Maple Leaf - Gold or Bitcoin as a child

When creating a parent account group, set the account name (like "Bank Accounts"), choose the appropriate account type, select your base currency, and importantly, check the box for "This is an account group without an initial stock and transactions." This prevents you from accidentally assigning transactions to this account. Apocha will automatically aggregate the balances of all child accounts.

Of course, you can also set up virtual accounts. For envelope budgeting, you could create the following groups:

  • Monthly Budget containing Week 1, Week 2, Week 3, Week 4 as children
  • Spending Categories for Groceries, Transportation, Entertainment
  • Sinking Funds, as virtual sub-accounts of your real bank account, to save for a new phone or vacation, or filling an emergency fund

Step 6: Verify Your Total Net Worth​

After entering all your accounts, look at the dashboard. Apocha automatically calculates your:

  • Liquid assets: Cash and equivalents that can be quickly accessed
  • Liabilities: What you owe
  • Illiquid assets: Assets that take time to convert to cash
  • Liquid net worth: Liquid assets minus liabilities
  • Net worth: Liquid assets plus illiquid assets minus liabilities

This dashboard view is your financial baseline—your starting point for all future tracking.

Screenshot shows the Apocha dashboard with detailed net worth overview including liquid assets, liabilities, illiquid assets, and total net worth Screenshot shows the Apocha dashboard with detailed net worth overview including liquid assets, liabilities, illiquid assets, and total net worth

Step 7: Double-Check for Accuracy​

Before moving forward, verify:

  • All accounts are entered in the list. Don't forget your wallets, your piggy bank, the banknote in your smartphone case, ....
  • All account balances match your actual statements
  • Debts are entered as negative amounts
  • Currency selections are correct (especially important for precious metals in XAU)
  • The aggregated totals make sense based on what you know about your finances
  • Parent accounts show the sum of their children correctly

You're Ready to Track​

By cashing up in Apocha, you're not just listing numbers. You're building a robust budgeting system with hierarchical financial accounts. This sets you up for smarter expense tracking and money management.

Now that you've completed cashing up in Apocha, every transaction you record will automatically update these balances, keeping your net worth calculation accurate. The hierarchical structure you've created will help you see both the big picture and the details whenever you need them. Remember to estimate the value of your cars, art objects and other valuables at least once every quarter to keep these numbers up to date. For that you can e.g. book transactions for increase or loss in value.

Your financial journey doesn't start when you make your next purchase or deposit. It has started right now, with an honest accounting of where you stand today. Congratulations.

Frequently Asked Questions About Practical Implementation​

How long does setting up cashing up in Apocha take?​

With our step-by-step guide, you'll need about 10 minutes for the initial setup in Apocha. The time varies by complexity: A simple structure with 3-5 accounts takes about 5 minutes. With virtual accounts for envelope budgeting and multiple currencies, you'll need 15-20 minutes. The big advantage: After initial setup, Apocha automatically updates your balances with every transaction.

What mistakes should I avoid when cashing up in Apocha?​

Common mistakes in Apocha include: not marking account groups as "without initial balance", choosing the wrong currency for precious metals (EUR instead of XAU), entering debts as positive amounts, and making the account hierarchy too complex. Start simple and build gradually. Use the drag&drop feature to reorganize accounts later.

Can I change my account hierarchy later?​

Yes, the account hierarchy in Apocha is completely flexible. You can at any time:

  • Add new accounts or delete existing ones
  • Reorganize accounts via drag & drop
  • Create or modify parent categories
  • Adjust account types and currencies

What currencies does Apocha support?​

Apocha supports over 150 currencies, including:

  • Fiat currencies: USD, EUR, GBP, CHF, and many more
  • Cryptocurrencies: Bitcoin (BTC), Ethereum (ETH), and others
  • Precious metals: Gold (XAU), Silver (XAG), Platinum (XPT)
  • Automatic currency conversion for multi-currency portfolios

Do I have to enter all my accounts at once?​

No, you can proceed step by step. Start with your most important accounts (checking account, main credit card) and add more accounts as you become familiar with the system. However, it's helpful to set up all accounts to get a complete picture of your finances.

What's the difference between liquid and illiquid assets?​

Liquid assets can be quickly converted to cash without loss of value:

  • Bank accounts
  • Cash
  • Money market accounts
  • Publicly traded stocks
  • Cryptocurrencies

Illiquid assets take time to convert or are subject to value fluctuations:

  • Real estate
  • Vehicles
  • Art objects
  • Long-term investments

How accurately do I need to estimate illiquid asset values?​

An estimate within ±10% is perfectly adequate. More important than absolute accuracy is consistent valuation methodology. Update values quarterly or during major market changes. For real estate, you can use online valuation portals; for vehicles, use used car marketplaces as reference.

Can I create virtual accounts for envelope budgeting?​

Yes, Apocha is excellent for envelope budgeting. The Apocha app supports virtual sub-accounts that you can use as digital envelopes, meaning you can use the envelope method even with card payments, because you don't need to use physical envelopes. Cash stuffing without stuffing cash.

You can create virtual sub-accounts for various spending categories:

  • Weekly or monthly budgets
  • Sinking funds for larger purchases
  • Emergency fund
  • Vacation fund

These virtual accounts help you mentally divide your money while it physically remains in one bank account.

Do I really need to track every small amount in Apocha?​

For a meaningful cash-up, you should be as complete as possible. In Apocha, you can combine small cash amounts under $50 in a "Loose change" account. The app allows you to add more details later if needed. The important thing is to start – 95% captured is better than nothing. You can improve accuracy over time.

Can I use Apocha for business finances too?​

Yes, Apocha works for both personal and business finances. You can create separate account hierarchies for:

  • Personal and business assets
  • Different business divisions
  • Project-based budgets
  • Cost centers

And evaluate them separately or consolidated.

Is there a mobile app for entering data on the go?​

Apocha is a Progressive Web App (PWA) that works on all devices. You can start cashing up on desktop and continue on your smartphone. The app syncs automatically across all devices. Simply install it via your browser on your home screen – no app store downloads needed. Especially convenient: You can photograph receipts directly with the camera and attach them.

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