Cerebro User Manual

Getting started

Set up your account and make the app yours.

Steps

1. Sign in with the email you were approved with — email + password, Google, or Microsoft.
2. Open Settings and turn on Multi-Factor Authentication (MFA) for a second layer of security.
3. Use the language toggle to switch the entire app between English and Spanish.
4. Use the day/night toggle in the sidebar to pick light or dark mode — it's remembered on every page.
5. Your 30-day free trial starts the moment you sign in. No card required.

Connect your bank

This is what makes your books build themselves.

Steps

1. Go to the dashboard and choose Connect a bank (Plaid).
2. Select your bank and log in through Plaid's secure window — Cerebro only ever gets read-only access.
3. Pick the accounts to import; balances and transactions flow in automatically.
4. Every expense is auto-categorized by AI. Open Accounting to review.
5. To fix a category, click the category dropdown on any transaction — your manual choice is never overwritten by the AI.

Your books & dashboard

Real accounting, always current.

Steps

1. The dashboard shows live KPIs — revenue, expenses, net profit, margin, outstanding invoices — for the period you pick (3M / YTD / 1Y).
2. Open Accounting for a live Profit & Loss on every plan.
3. Platinum unlocks full financial statements (Cash Flow, Balance Sheet, Income Statement) and a real double-entry ledger.
4. In the ledger, open the Journal and pick an account to see its register with a running balance — or click any journal line to drill in.
5. Use Rebuild books anytime to re-derive your ledger from your transactions and invoices; it's safe and re-runnable.
6. Filter any view by year and export to CSV or print/PDF.

Invoicing

Bill customers and get paid — with a look that's yours.

Steps

1. Open Invoicing. The first tab is your invoices; the second is saved items & customers; the third is Design.
2. Create an invoice: add line items, a due date, notes, and currency. Numbering (INV-####) is automatic.
3. Add each tax as its own percentage line (e.g. “County sales tax” at 1%). It charges a percent of the subtotal and is tracked as sales tax you owe.
4. Save it as a draft, or set it to recur monthly/quarterly/annually (pause or resume anytime).
5. Search or filter by paid, overdue, recurring, draft, or date; export the filtered list to CSV.
6. In Design, customize colors, fonts, header style, logo, business details, payment terms, and footer.
7. Connect Stripe to turn on pay-links — customers pay online, money lands in your own Stripe account, and the payer gets a branded receipt.

Receipts

Never lose a receipt again.

Steps

1. Open Receipts and upload a photo or PDF, or text a photo to your Cerebro number (set up text-in first — see the SMS module).
2. The AI reads the amount, merchant, date, and category automatically.
3. Each receipt auto-matches to the bank transaction it belongs to.
4. Proxy files every receipt into DocVault under Receipts → Year → Month → Category, so tax time is already organized.
5. The view shows the current month by default; switch to any year with the period selector.
6. Diesel receipts are logged both as an expense and into your IFTA report, matched by date.

DocVault

One secure home for every business document.

Steps

1. Open DocVault and upload any file — it's stored securely (backed by Microsoft SharePoint).
2. Organize into nested folders using the collapsible tree, or download anything with one click.
3. Send a document to Proxy and it stores it for you; if it's unsure where it belongs, it asks you which folder instead of guessing.

Mileage & IFTA

Track every business mile automatically.

Steps

1. Open Mileage and start a live GPS trip, or add a trip manually.
2. Cerebro detects the states you drove through and shows the route on an interactive map.
3. Add your vehicles (unit, plate, fuel type).
4. Premium adds the IFTA quarterly worksheet — miles and taxable gallons per state, editable rates, CSV export — and diesel logging that feeds it.
5. Filter trips by year.

Inventory (Platinum)

Know what you have and what it's worth.

Steps

1. Open Inventory to track items, quantities, unit cost and price, low-stock alerts, and total stock value.
2. Add items from a photo: snap or upload a picture of products, a shelf, or a packing slip and Proxy reads the item, SKU, quantity, and cost — review, then save.
3. Export your inventory to CSV, and filter by the year items were added.

Payroll (Platinum)

Run payroll with PXC handling the tax remittance.

Steps

1. Open Payroll and add employees with pay type/rate and withholding.
2. Pick your work state — Cerebro auto-fills each employee's state withholding.
3. Cerebro estimates federal (Form 941), state, FICA, FUTA, net pay, and your true employer cost.
4. Submit the run to PXC. Your assigned specialist reviews and confirms the numbers and remits the taxes for you.
5. You pay employees their net wages; track each run's status (Draft → Submitted → Under review → Remitted) and see PXC's remittance confirmations. Export history to CSV.

Calendar & reminders

Never miss a deadline.

Steps

1. Tax, IFTA, and invoice due dates auto-populate; add your own custom dates too.
2. Set up to two advance alerts per date (e.g. 7 days and 1 day before) — delivered by in-app bell and email.
3. Subscribe your phone with a private calendar (ICS) link — Apple, Google, or Outlook — that refreshes automatically.
4. Create simple one-time or recurring reminders (daily / weekly / monthly).

Proxy — your AI assistant

Your assistant does real work, not just chat.

Steps

1. Open Proxy from the chat bubble anywhere, or the Proxy AI page for saved conversations and projects.
2. Ask how any feature works and where to find it — Proxy is your guide to the whole platform.
3. Upload documents or photos straight into the chat — Proxy stores them to DocVault when relevant.

Text-in setup & messaging

Send receipts by text.

Steps

1. Open Receipts and add your mobile number.
2. Check the box to agree to receive text messages (mobile carriers require this consent before we can text you).
3. Save. Now you can text receipt photos straight to your Cerebro number and they file automatically.
4. Reply STOP anytime to opt out, or HELP for help.

Plans, billing & settings

Manage your subscription and account.

Steps

1. Open Settings → Billing to upgrade, downgrade, or cancel through the self-serve Stripe portal.
2. Plans: Basic ($29); Premium ($75, adds IFTA + a human bookkeeper); Platinum ($250, adds full statements, ledger, payroll, inventory); Enterprise (custom, adds CRM and more).
3. Update your profile, phone/text-in, language, and privacy controls in Settings.

Support & security

Help when you need it, protection always.

Steps

1. File a support ticket anytime (or ask Proxy to file one) and track its status.
2. Your data is protected with encryption in transit, row-level security, role-based access, MFA, and audit logging on financial actions.
3. AI providers only receive what a task needs and don't train public models on your data without authorization.