Bookkeeping prep
We read receipts and bills from anyone on your team and enter them in QuickBooks Online or Xero. Anything unclear waits for you or your accountant.
Free process analysis, with your solution design within 2 business days.
From a photo of a receipt to your accountant's list.
- 1
Receipts and bills come in from anyone on the team.
Your crew texts a photo of a receipt, the office forwards bills from email, and anyone you add can upload from a phone page. Nobody needs a login to QuickBooks or Xero to send one.
- 2
Each one is read and entered your accountant's way.
We read the vendor, date, amount, tax and card, check that it adds up, then apply your accountant's category and the job. It goes into your books with the receipt attached. In QuickBooks Online, the card charge can then be matched to it, and someone on your side confirms the match there. If you use Xero, your solution design says how card charges get matched. In the first month, nothing posts until you approve it.
- 3
Anything unsure waits for a person.
Possible duplicates, new vendors, charges that look personal and anything with a tax question are held instead of entered. Each week we also check lines already posted in your books. Clear fixes wait for your OK, and anything your software won't let us change is flagged with the rest.
- 4
Your accountant gets one list of questions.
Each question is written out with its receipt, along with card charges still missing one. Once a card charge is posted in your books with no receipt, whoever made it is asked for it by email, or by text if they agreed to texts. Texts say to reply STOP to opt out, and we register your texting number for A2P 10DLC as US carriers require.
What changes for you.
Receipts come in while they're fresh.
Your team sends a photo or forwards a bill the day they buy something, without a login to your books.
Entries go in through the month.
Each receipt is entered as it comes in, with the photo attached, instead of being saved up for month end.
Each receipt carries its job.
Each receipt is tied to the job your team names, if you track jobs.
Your accountant gets questions, not a shoebox.
Every unclear item comes with its receipt and the question written out.
How we build yours.
- Explain.
Tell us how receipts and bills reach your books today, by voice or text.
- Map.
We map who buys things, which cards they use, where bills arrive and how your accountant sorts expenses.
- Design.
We design how your team sends receipts, the rules for each category and job, and the list your accountant gets.
- Build.
Approve the design, and we build it, connected to QuickBooks Online or Xero. In the first month, nothing posts until you approve it. After that, you choose which rules run on their own.
Questions.
Doesn't my accounting software already do this?
Partly, and for some businesses that's enough. Accounting software can read receipts you send it and sort bank lines with rules. If you're the only one buying things, you have a login, you don't track jobs and your accountant is happy with what it does, your solution design says to turn those features on. We build when receipts come from people without a login, costs need to land on the right job, your accountant has rules of their own, or bills arrive in a shared inbox, and every question goes on one list for your accountant.
Do you categorize my bank feed?
Not directly. QuickBooks Online and Xero don't let outside software work on bank lines still waiting for review, so we enter each expense first, with the receipt attached, and in QuickBooks Online someone on your side confirms the match when the card charge comes in. If you use Xero, your solution design says how card charges get matched. For regular charges that never have a receipt, we set up bank rules with you. Once lines are posted, we check them against your accountant's rules, make clear fixes after you approve them, and flag any line your software won't let us change.
Do you give tax advice?
No. We prepare the records, and questions such as equipment or supplies, business or personal, or whether a vendor needs a 1099 go on your accountant's list with the receipt. We don't file taxes, reconcile accounts or close the month. Each receipt is kept as a digital copy attached to its entry, and whether to keep the paper is your accountant's call.
Who can send receipts?
Anyone you approve, without a login to your books. They text a photo to your receipts number, forward an email, or upload from a phone page with their own sign-in link, and we ask for a new photo if one can't be read. When a card charge posted in your books has no receipt, the person who made it gets an email, or a text if they agreed to texts, with a way to opt out by replying STOP. US carriers require businesses that send texts from software over ordinary 10-digit numbers to register, which is called A2P 10DLC, and we handle the registration as part of the setup.
What do I need to have?
QuickBooks Online or Xero, and someone with admin access to approve our connection. Your accountant's categories and rules, or one call with your accountant to agree them, plus a list of the cards you use, who holds each one and who will send receipts. The inbox your bills arrive in, and where your jobs live if you track them, such as your job software or a simple list. Your solution design checks that your QuickBooks Online or Xero plan covers bills and job tracking.
Where is my data kept?
Your information is kept in a database set up only for your business, never shared with another client's.
What does bookkeeping prep cost?
The price depends on what we build, and your solution design includes a fixed price for the build. Nothing starts until you decide to go ahead, and the process analysis and solution design are free. Running costs such as texting, AI usage and hosting are covered by a monthly plan sized to your business and expected usage. Optional support is separate, and your solution design lays out both before you decide.
Get a free solution design for one process.
Tell us how you handle receipts and bills today, and get your solution design within 2 business days.
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