Core concepts

This page defines the terms used throughout KOPA. Getting these right early saves rework later.

Workspace#

A workspace is the top-level container. One workspace holds many companies and many users. A multi-entity business needs only one workspace; an outsourced accounting firm creates one workspace per client.

Company#

A company is a legal entity with its own books. Each has:

• Tax code (MST), trade name, address.
• Form (LLC, JSC, sole proprietor, household).
• Chart of accounts (Vietnamese accounting standard by default; customizable).
• Period (month/quarter/year) and start date.
• Reporting currency (default VND).
• Branches (optional).

Period#

A period is the bookkeeping unit (default: month). States:

• Open — editable; AI keeps proposing.
• Locking — checklist run, awaiting final confirmation.
• Locked — read-only unless reopened (logged).

Users & roles#

Default roles: Owner, Admin, Accountant, Reviewer, Viewer, Operator. Custom roles available at Permissions & roles.

Connector (data source)#

A connector bridges KOPA and an external source: banks, e-invoice, POS, warehousing, Excel/Google Sheets. Each has type, status (connected/needs_auth/error), and a sync schedule (real-time / 15m / 1h / manual).

Read Connectors.

Workflow#

A workflow is a sequence of actions the AI runs by template. KOPA ships 15+ templates (daily bank recon, monthly VAT, payroll, board report, cash risk scan, …). Workflows can be one-shot, scheduled (cron), or event-driven.

Proposal#

When the AI wants to change the books (post entries, file returns, send mail), it creates a proposal with: type, inputs, legal basis, suggested approver. Proposals sit in the approval queue until signed, rejected, or expired.

Audit trail#

Every action — human or AI — lands in the audit trail: who, when, on what data, before/after, justification. The trail can't be deleted via the standard UI; this is the foundation for tax inspections and external audit.

MCP & Skills#

KOPA publishes accounting tools via MCP at https://mcp.getkopa.com/mcp. Connect Claude, ChatGPT, Cursor or your own agents for read-only access. See API & MCP.