Security & audit
Your books are only worth something if you can prove they have not been quietly changed. SBB is built so every change has a name and a time attached.
The audit trail
Every write is recorded — what changed, who changed it, and when. Creating a transaction, editing an amount, approving a payroll run, closing a period, changing someone's role. Actions taken by Kiongozi are recorded too, attributed to the AI and to whoever approved them.
The trail is not editable. That is the point: a log anyone can rewrite proves nothing.
Why it matters
Disputes end quickly. "This invoice was for 400,000, not 200,000" is settled by looking, not arguing.
Mistakes become findable. When a balance goes wrong, the trail shows what happened and when it started.
Auditors and lenders can rely on you. The first question a serious reviewer asks is whether the records could have been altered. A real audit trail is the answer.
Fraud gets harder. Most small-business theft depends on being able to change a record without leaving evidence.
Access control
Access is by role: owner, accountant, reviewer, auditor, and the narrower employee workspace.
Principles worth following:
- Least access that lets someone work. A cashier needs the till, not payroll.
- One account per person. Shared logins destroy the audit trail's value — "the shop account did it" identifies nobody.
- Remove access the day someone leaves, not at the end of the month.
- Few owners. Owner rights include subscription and permanent deletion.
- Review quarterly. Access accumulates silently.
Deletion
Deleting sends things to the recycle bin with a reason, where they can be restored. Permanent deletion is an owner action and is itself recorded.
A missing entry with no explanation is one of the hardest things to defend in an audit. Recycling with a reason turns a hole into a documented decision.
Protecting closed periods
Closing a period and locking it prevents entries being posted into finished months. The latest protected accounting boundary shows how far back your books are frozen. Reopening requires authorisation and a reason.
Your account
- Use a password you use nowhere else
- Keep your recovery contact current — an out-of-date number locks you out
- Sign out on shared devices, especially a shop-floor machine
- Treat share links as public once sent
Your data
Data is transmitted over HTTPS and backed up server-side. You can export everything at any time — your records are yours, and not being able to leave is not a feature we want to rely on.