Getting the most out of Grubless

Getting started

An entity is whoever is taxed: you, your company, your trust or your self-managed super fund. Each one has its own jurisdiction, financial year and entity type, and those decide how its tax is worked out. Create one entity per taxpayer; you can add as many as you need under one login.

Then add a source for each place the entity holds crypto or money: a wallet, an exchange account or a statement. Grubless reads each source's history, prices it, matches transfers between your own sources, and works out the tax.

Connecting your sources

• Wallets are added by their public address. Grubless never asks for a seed phrase or private key, and never needs one. Add an Ethereum-style (0x…) address once and Grubless finds every network it has been used on.
• Exchanges connect with a read-only API key. Create the key with read permission only — never trading or withdrawal permission. Keys are encrypted before they are stored.
• Wise connects with a read-only API token. Log in to Wise in a browser (the mobile app doesn't have the option), go to your account, Settings, Accounting Integrations, the Custom Integrations tab, then API Tokens, and create a Read only token. One token covers your personal and business profiles. Statements can be read by token for accounts in Australia, the US, Canada, New Zealand, Singapore and Malaysia; elsewhere, upload Wise statements instead.
• Up connects with a personal access token from the Up app (Up tab → Data sharing → Personal Access Token; set the expiry to never, or a date you're happy with). Up has no read-only token, so it could also change categories and tags and create webhooks — Grubless only reads with it. It cannot move money.
• CSV files cover exchanges without an API connection, and a generic format for anything else.
• Bank and card statements import as CSV. They put the money side of your trades beside the crypto, and for a company or trust they bring its revenue and deductible expenses into the same tax figure.

The first sync of a large wallet or exchange can take a few minutes. The Sources page shows progress, and each source is checked against the balance the chain or exchange itself reports.

Crypto cards

Spending crypto on a card is a disposal of the coin you spent. Self-custodial cards pay for each purchase from your own wallet, so adding that wallet is enough: purchases from Gnosis Pay, MetaMask Card, Exa and ether.fi Cash are recognised from the chain. Purchases made on credit are recorded as borrowing, and the disposal happens when the debt is repaid. KAST and other cards with their own balance import from the card's statement.

Clearing the warnings

The Warnings page lists everything that could make a figure wrong: transfers Grubless can't classify, assets without a price, and sales with no record of how the coins were acquired. Each warning says what it affects and how to fix it.

• Recategorise a transaction from its row on the Transactions page.
• For a pattern that repeats, save a rule so matching transactions — past and future — are categorised automatically.
• If a send went to a wallet you own, add that wallet as a source and the transfer is matched as internal, not taxed.

Reports and Xero

The Reports page has the tax summary for each financial year and the schedules behind it — capital gains, income, expenses, fees, holdings — as CSV or PDF, plus your country's own forms where Grubless produces them.

Xero manual journals give your accountant one journal per month in Xero's import format. Before importing, create six accounts in Xero with these codes, or change the codes in the file to accounts the business already uses:

• CRYPTOAST — crypto assets (held at cost)
• CRYPTOCLR — crypto clearing (cash moving to and from exchanges, reconciled against the bank feed)
• CRYPTOINC — crypto income
• CRYPTOGL — realised gains and losses on crypto
• CRYPTOFEE — fees paid in crypto
• CRYPTOEXP — expenses paid in crypto

Several entities, and your accountant

Every entity sits under one login and one subscription. To give your accountant access, invite them to the entity as a preparer (can review and fix) or a viewer (can see and download). Owners keep control of settings and who has access.

Your data

Everything Grubless computes can be exported — transaction history, every report and the complete tax bundle. You can delete an entity, or your whole account, from settings. The privacy policy and security page say exactly what is stored and who else it reaches.

Getting help

Email hello@grubless.io or ask in our Discord. If a figure looks wrong, the transaction's link or the warning's text is the fastest thing to send — it lets us look at exactly what you're seeing.