◆ How to use PropFirmKeeper
← Back to the app
Finding your way around
Everything lives in the left sidebar.
- ◎ Today — your home / mission control (start here every day)
- 👥 Accounts — add/edit accounts, the rotation, the trade log, and CSV import
- 📅 Calendar — a month-at-a-glance P&L heatmap
- 🎯 AI Game Plan — your prioritized daily briefing
- 🧭 Market Bias — record your directional call for the day
- 📊 Pass-Rate Lab — what risk level actually survives an eval
- 🛡️ Compliance — every firm rule tracked to payout
- 💰 Money — fees vs payouts, and the tax planner
- 🗓️ Payout Planner — when each funded account actually pays
- 📄 Reports — all-time stats and your edge
- 🏷️ Strategies — your setup taxonomy and process grading
- 🧭 Coaching — what your own record says is working
- 📓 Journal — grade the day and write it up
- ⚙️ Settings — trade defaults, email alerts, theme
- Quick Actions (bottom of the sidebar) — Log Trade, Add Payout, Add Expense,
Import Trades from anywhere
Never used it before? On Today (or Reports) click ▶ Load sample
data to explore a full dashboard, then remove it when you add your own.
1 · Add your prop accounts
One per funded/eval account you're tracking or rotating.
- Go to the 👥 Accounts tab and click ＋ Add account
- Pick your Firm preset → Account type → Size — the profit target,
trailing drawdown, consistency %, min days, and rules auto-fill (16 firms built in)
- Set the Phase (Evaluation or Funded) and your account ID
- Payout goal ($) — how much you want to withdraw; the "to payout" number targets
this above the firm's safety net (default $1,000)
Drawdown floor override ($) — optional but powerful: paste the exact
"minimum balance / liquidation level" your prop dashboard shows and the app uses it
directly, so your cushion is always exact — even for intraday-trailing accounts we
can't reconstruct from end-of-day data.
Firms change their rules — every number stays editable (✎ on the account
row). Verify against your firm dashboard.
2 · Import your trades from Tradovate
No typing — export a CSV and drop it in (Accounts tab → Import, or Quick Actions → Import Trades). Two steps:
👉 Step 1 — Account Balance History (this alone is all most people need):
Tradovate → Reports → Account Balance History → all months the account was active → Download CSV
- Drop it into the Import Trades panel and click Import
- Your accounts are created automatically and every day's PnL loads — net of
commissions, so it matches your broker to the penny
- On your first real import, check Replace once to clear the demo/sample rows
👉 Step 2 — Performance (optional — only if you want individual trade stats):
Tradovate → Performance tab → pick the day/range → Go → Download CSV
- Pick the account it belongs to in the dropdown first (this file has no account ID in it)
- Do Step 1 first, then import Performance with Replace UNCHECKED —
commissions fold into your trades automatically so the day totals stay exact
Re-importing is always safe — duplicates are skipped. If a Performance file's
numbers don't line up with the account, the app warns you instead of importing bad data.
👉 On TopstepX instead? Topstep's own platform
exports differently:
TopstepX → Trades tab (not Orders) → Export → Download CSV
- Pick the account it belongs to first — the TopstepX file doesn't name one
- Each row is a completed round trip; P&L imports net of fees
The file names its own account, so if you already have an account with that
ID it's matched automatically — no need to pick one. Re-importing an overlapping range is
safe: duplicates are skipped on TopstepX's own trade ID.
Don't check Replace on a Performance file — it would wipe the whole
account and leave only that one file's trades. Replace is for Balance History resets only.
⭐ Your daily routine
Do this once after the close — about 30 seconds.
- After the 4:00 pm close (numbers are final):
Tradovate → Account Balance History → This Year → Download CSV
- Drop it into Import Trades, leave Replace UNCHECKED, click Import
- Open ◎ Today — it tells you what to trade, what needs attention, and your week
The app cross-references by account + date and adds only the new
day(s) — e.g. "Imported 1 day, skipped 46 duplicates." No double-counting.
Import after the close, not mid-session — the app won't re-update a day
it already has. Grabbing the number once it's final avoids any mismatch.
3 · Today — your mission control
The one screen that answers "what do I do today?"
- Funded PnL & payouts-ready, your account counts, and a This Week's
P&L strip up top
- ⚡ Action Center — prioritized cards: what to withdraw, what's at risk, what's
breached, what's close
- Today's Account to Trade — the account that's up, with cushion, a plain-English
plan, a suggested size (contracts + SL/TP), an equity sparkline, and Net P&L /
To-Pass / Loss-Room stats. Use the ‹ › arrows to flip through every account.
- High-Impact News — today's red-folder events (rolls to tomorrow after the close);
toggle 🇺🇸 USA / 🌐 All, or open the full week
- Accounts Overview + Quick Stats + a one-line AI Game Plan summary
4 · The rotation (Accounts tab)
One trade at a time, on the account that can best afford it.
- UP NOW — the account to trade next. After the trade, ＋ Log Trade & Advance
(or just re-import later)
- Protect (default) — most cushion first · Closest to pass — least left to
target · Most drawdown — grind up the tightest account · Round-robin — 1→2→3
- ⏸ Pause — takes an account out of rotation (or click its status pill:
active → paused → blown)
5 · Compliance & Portfolio Health
The 🛡️ Compliance tab — progress rings per account, so you never trip a rule at payout.
- Portfolio Health — a 0–100 score across your live accounts (tap
"How is this calculated?" for the exact formula + each account's contribution)
- Rings — Profit/Payout target and Trading days fill up to green;
Consistency stays green while you're under the cap and turns red only if you
go over; Cushion / DD-Locked shows your buffer or breakeven lock
- Payout checklist — buffer, minimum withdrawal, and the firm's prohibited rules to
tick off — ending in ✓ Ready to withdraw
6 · Money & the tax planner
The 💰 Money tab — are you actually making money, and what will you owe?
- Spent (fees) · Earned (payouts) · Net per account — the number most traders never
calculate
- Log a payout with an optional "kept after split" amount, so Net reflects
what actually hit your account
- Tax planner — Income − expenses = Net taxable, then a real set-aside split:
self-employment tax (15.3%, auto) + editable federal and state %.
Quarterly estimated payments show what to pay by each IRS due date. Log deductions
(home office, internet %, hardware, data, education, resets…) and Export CSV.
Payouts are usually 1099 self-employment income; eval fees & costs are
commonly deductible. These are planning estimates — not tax advice. Confirm with a pro.
7 · Payout Planner — when each account pays
The 🗓️ Payout Planner tab — the arithmetic nobody wants to do by hand.
- Available to withdraw now — totalled across every eligible funded account, with the
firm's safety net left in each one
- What to do today — a short list, not a dashboard: which payout to request, which
account is one qualifying day away and should be protected, which is the shortest run to
the next payout
- Every account, soonest first — the single thing blocking each one and the day it
clears
Dollar shortfalls become dates using that account's own average green
day, so those are estimates and are labelled as such. An account with no green days
yet gets no date rather than an invented one.
A consistency shortfall is cleared by earning more on other days,
never by earning less — a losing day makes the ratio worse, not better, because it shrinks the
total your best day is measured against.
8 · Plan & size your trades
- 🎯 AI Game Plan (its own tab) — a prioritized daily briefing: which account to
trade first, what to cash in, what's close to passing, what to protect, and today's
news windows
- 📊 Pass-Rate Lab — Monte Carlo odds of passing an eval at a given risk % and win
rate, so you pick a survivable risk level
- Suggested size — a dollar risk + contract count tuned to the account's drawdown
and your R:R, on the Today card and the Game Plan (set your R:R / instrument / stop in
⚙️ Settings — it syncs across devices)
9 · Market Bias — your call for the day
The 🧭 Market Bias tab — one deliberate directional decision, recorded before you trade.
- Review TradingView's daily technical rating for NQ, ES, YM, or RTY — the official
widget, live on the page
- Record your own Bullish / Neutral / Bearish call and click
Save as Morning Bias (the confirmation appears just below the button)
- Once saved it follows you: a Today's bias strip pinned under the header on every
screen, and the first card on your AI Game Plan
The strip only ever shows today's call — it will never quietly show you
yesterday's. If it says "Not recorded yet today", you haven't made the call yet.
TradingView's rating is context you read yourself — the app never copies it
into your bias. The saved bias is your decision, which is what makes it worth
measuring later in Coaching.
10 · Strategies, grading & Coaching
The loop that turns a trade log into feedback. Optional — but it's where the
app stops being a spreadsheet.
- 🏷️ Strategies — build your taxonomy. Categories describe an attribute
("Market condition") and values hold the choices ("Trending", "Chop"). Tag
your trades with them, then compare how each performs.
- Process Grading (same tab) — create a grading profile that scores
execution discipline, never P&L. Mark values as required, optional, or a
violation, give each a point weight, and every graded trade gets an A–F.
- 🧭 Coaching — the payoff. Your grade distribution, performance by grade, which
required rules you miss most, your most common violations, which setups actually earn, and
Morning Bias versus outcome — how days went when you called Bullish versus Bearish.
Coaching flags anything below your minimum sample as
"insufficient sample". Six trades prove nothing — let it build.
These are observed associations, not causes or predictions. A setup
that did well last month is a starting point for a question, not a signal.
11 · Journal, Calendar & Reports
- 📓 Journal — a daily trading journal. The day's P&L pulls in automatically;
you grade the day (A–F), tag your setups/mistakes, and write notes. It shows your
avg P&L on A/B days vs D/F days — proof that discipline pays.
- 📅 Calendar — a month-at-a-glance P&L heatmap with daily totals, trade counts,
win %, and week-by-week rollups. The fastest way to spot a bad streak.
- 📄 Reports — all-time KPIs (win rate, profit factor, expectancy), monthly P&L,
an equity curve, a per-account breakdown, and 🎯 Your Edge (win rate + P&L by
weekday, long vs short, and instrument). Export CSV for the year.
You can attach chart screenshots to any trade — open a trade from the
log and add images, with captions. They stay private to your account.
12 · Your account, alerts & extras
- 📧 Email alerts — opt in from ⚙️ Settings (or the sidebar widget). We email
you after each import when an account is near its drawdown, payout-ready, or off its
consistency rule
- My Account (your name, top-right) — your plan, renewal date, and display name
- 🙈 Privacy — masks all account numbers for screenshots · ☀️ / 🌙 light &
dark, top-right
Start over — at the bottom of My Account there's a red card that
erases every account, trade, screenshot, payout, expense, journal entry and saved bias, giving
you an empty journal. Your login and subscription are untouched. It asks for your password
and a typed confirmation, because it cannot be undone and there is no backup.
Questions?
Reach out through the Whop page you purchased from — we answer fast.