Bookkeeping automation that codes, matches and flags for your review
For firms running monthly books for dozens of clients in QuickBooks Online and Xero. Transactions get coding suggestions from each client's history, receipts are matched, reconciliation breaks come with a likely cause and the close checklist tracks itself. Bookkeepers accept, fix or reject. Nothing posts on its own.
- Coding suggestions per client, with reasons
- Receipts matched to bank lines
- Close status for every client in one view
What slows a monthly close
Bank rules break on the second vendor
A rule built for one Amazon purchase codes every Amazon charge to office supplies, including the inventory and the owner's personal order.
The suspense account keeps growing
Uncategorized transactions sit in Ask My Accountant until month-end, when someone emails the client a long list of questions and waits a week.
Close status is tracked by hand
Which clients are reconciled, which are waiting on statements and which loan account has not tied out in three months lives in a spreadsheet.
What bookkeeping automation handles
It works in each client's ledger through the official QuickBooks Online and Xero APIs, and it suggests. Your bookkeepers decide.
Coding suggestions from history
Each bank line gets a suggested account, class or tracking category based on that client's past coding and the memo text, with the reason shown.
Receipt and bill matching
Receipts from Dext, Hubdoc or email are matched to bank lines by amount, date and vendor, with split and partial payments flagged.
Reconciliation exceptions
Unmatched items, duplicate deposits and transfers recorded on only one side are listed with a likely cause before reconciling starts.
Client question batches
Uncategorized items become a short plain-language question list, sent through your portal after review, with answers coded back.
Close checklists per client
Each client's month-end tasks, from bank and card recs to payroll liabilities and loan tie-outs, update as work finishes.
Variance flags
Month-over-month swings, negative balances and expenses landing in the wrong class are flagged before financials go to the client.
Ledgers and tools it works with
QuickBooks Online
Accounts, classes, posted transactions and attachments through Intuit's official API. The bank feed review queue is not exposed there, so new bank lines come from exports.
Xero
Bank transactions, tracking categories and attachments through Xero's official API, with final reconciliation done in Xero by your bookkeeper.
Karbon and close trackers
Close status written to Karbon through its API, with Financial Cents or Jetpack Workflow handled through the access each offers.
Accounts payable
Paid client bills feed bank matching and the close.
Agents for accounting firms
Add agents for 1099 prep and prior-year comparisons.
Document collection
Bank and card statements chased the same way as tax documents.
Bookkeeping controls a reviewer will accept
Suggestions, never postings
Every coding change waits for a bookkeeper to accept it, so the ledger only reflects decisions a person made.
Each client's books stay separate
Suggestions learn from one client's history at a time. One client's data never shapes another client's coding.
Access set up for your WISP
Ledger connections use per-client authorizations and multi-factor sign-in on firm accounts, documented for your written information security program.
Every change traced to a person
Each accepted, edited or rejected suggestion records who decided, so a manager can see why an account changed.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is bookkeeping automation?
Software that suggests coding, matches receipts, explains reconciliation breaks and tracks the close for each client ledger, with bookkeepers approving every change.
Is this different from QuickBooks or Xero bank rules?
Bank rules match on text and apply one answer. This looks at each client's coding history, amount patterns and memo detail, and explains its suggestion. Many firms keep their simple rules and use this for what the rules get wrong.
Can it work inside the QuickBooks Online For Review tab?
Not directly. Intuit's public API does not expose the bank feed review queue, so we work from bank exports or recently posted transactions and present suggestions for review. We walk through that trade-off client by client.
Will it post entries without a bookkeeper?
No. Suggestions wait for acceptance. Some firms later allow auto-acceptance for a few recurring vendors per client, and that is your call.
How does it handle owners who mix personal and business spending?
Charges that do not fit the client's pattern are flagged as possible owner draws or personal expenses and added to the client question list instead of being coded.
Can it track the close for 80 clients at once?
Yes. Each client has its own checklist, and the manager view shows who is reconciled, who is waiting on statements and whose loan account still does not tie out.
Get your bookkeepers out of the suspense account
Take the 2-minute AI audit to see which client ledgers would benefit first.
- Pull 12 months of coding history
We read a sample of client ledgers to learn how each is coded and where bookkeepers override bank rules.
- Start with your messiest feeds
Clients with the most uncategorized lines go first, with bookkeepers accepting or fixing every suggestion.
- Measure acceptance by client
We track how often suggestions are accepted, then add receipt matching and close checklists where accuracy holds.
- Retune after each close
Charts of accounts and vendors change. We update the logic monthly and whenever a client changes its chart.