Automated Bookkeeping & Accounting
Cut the bookkeeping busywork — without losing your bookkeeper.
AI reads the invoices and receipts, sorts them against your own chart of accounts, reconciles what it can, and flags the rest for a human. Your bookkeeper still runs your books. They just stop retyping them.
For owner-operators and small back offices buried in paperwork: trades, retail, clinics, restaurants, e-commerce. It kills manual entry, month-end dread, miscategorized expenses, and finding out about a cash-flow problem a month too late.
Read this first
Two things we won’t do.
We do not replace your bookkeeper.
We take the busywork off them — the retyping, the receipt-chasing, the line-by-line matching — and in the work we have done that can reduce bookkeeping hours by up to 90%. Read that as "up to", because it is: your number depends entirely on how your books look today, and we will not pretend otherwise. The person who knows your business still runs your books. They just stop doing data entry at 10pm.
We do not file, and we never take the accountant’s role.
We automate accounting workflows — reading, sorting, reconciling, preparing. We do not file returns of any kind, we do not certify financials, and we do not give accounting or tax advice. A human signs off on everything before it counts, and your accountant remains the professional of record. That is the line, and we do not cross it.
In plain English
What you get.
Paperwork that files itself
Invoices, receipts and statements read and sorted against your own chart of accounts. Email one in, or photograph it on the job.
Month-end that starts before month-end
Reconciling and close prep happen as the month runs, so the books stop being a two-week archaeology dig in the second week of the next one.
Nothing posts unchecked
Anything the system isn’t confident about waits in a review queue for a human OK. Nothing sneaks into your books.
A monthly rundown you’ll actually read
Plain English: what is up, what is down, what to ask about — while the numbers still matter.
The short version on money: builds start at $3,500, plus a Care Plan from $299/mo to keep it running. Fixed-quoted before we start — full numbers further down, or on the pricing page.
Go-live in 2–5 weeks
How it works — from shoebox to a monthly rundown.
Week 1
Discovery.
We map your document types, your chart of accounts, and your categorization rules — your bookkeeper's input early saves rework.
Weeks 1–3
Build.
We build the parsing pipeline, tune the categorization to your books, wire the reconciling, and connect QuickBooks or Xero.
Weeks 3–4
Testing.
We reconcile against a known period and check category accuracy, with low-confidence items routed to human review.
Weeks 4–5
Go-live.
Walkthrough, correction-workflow guide, accountant handoff notes — then the Care Plan keeps the rules current as your business changes.
Client effort: Your effort: medium during rule-setting and the reconciliation check; light after. Your bookkeeper's input early saves rework.
What's included
What it does — and what's included.
| Phase / item | What you get |
|---|---|
| Discovery | Map your document types, your chart of accounts, and your categorization rules and quirks — with whoever currently knows your books. |
| Build | Document-parsing pipeline (invoices, receipts, statements → structured data) and a categorization engine tuned to your books. |
| Reconciling | Bank, card, POS and supplier records matched as the month runs, with breaks surfaced while they are still small. |
| Integrations | QuickBooks Online or Xero sync; bank/CSV import; receipt capture via email/photo. |
| Close prep | A month-end pack assembled and ready for review: reconciliations done, oddities flagged, open questions written down. |
| Reporting | Automated monthly plain-English report: revenue, expenses by category, trends, anomalies, questions to ask. |
| Review workflow | Low-confidence items flagged for a human OK before they post — nothing sneaks into your books. |
| Testing | Reconciliation against a known period, category-accuracy check. |
| Training & docs | Walkthrough, correction workflow guide, accountant handoff notes. |
Not included: filing returns of any kind, being your accountant, professional accounting or tax advice, payroll. Compliance note: outputs are decision-support, not certified financials — a human reviews and signs off before anything is official. Common add-ons: cash-flow forecasting, budget-vs-actual dashboards, multi-entity consolidation, a one-time historic cleanup, AR/AP chasing (pairs with Workflow Automation).
Under the hood
What "automated bookkeeping" actually covers.
Not a receipt scanner with a subscription. These are the categories of work we take on, named plainly — and every one of them still ends at a human signature.
- Categorization tuned to your books. Not generic categories: your chart of accounts, your quirks, the supplier invoice that has to be split three ways every month. The rules are set with whoever knows your books, and they keep being tuned as the business changes.
- Reconciling, continuously. Bank, card, POS and supplier records matched against each other as the month runs — so a break surfaces while it is still small and somebody still remembers what happened.
- Fixing accounts that have drifted. Duplicated vendors, transactions sitting in the wrong account, an opening balance nobody can explain. We find the drift, list it, and clean it up with your bookkeeper’s sign-off — never silently.
- Deep dives when a number looks wrong. When a category jumps or a margin slips, somebody has to actually go and look. We trace it back through the underlying documents and tell you what happened, in a sentence you can act on.
- Remediation of historic messes. A backlog of uncategorized months, a year of receipts in a shoebox, books that three different people have each half-sorted. Scoped as a one-time cleanup with a defined finish line, not an open meter.
- Monthly close prep. The close pack assembled and waiting: reconciliations done, oddities flagged, questions written down. Your accountant’s job starts at review instead of at data entry — which is the whole point of the exercise.
- A review queue built for a human. Every uncertain item queued with the document, the reasoning and a suggested treatment attached, so approving it takes seconds rather than an investigation.
Named as categories on purpose. Which of these your business actually needs, in what order, and what it would save is the deliverable of the paid AI Opportunity Audit — or the free 20-minute assessment call. We publish the shapes, not the recipes.
Works with what you've got
It plugs into your books, not around them.
We build on top of your existing stack — no rip-and-replace.
- Accounting: QuickBooks Online or Xero (your subscription — we build on top of it).
- Documents in: email and photo receipt capture, PDF invoices, bank/CSV import.
- Reconciling against: bank and card feeds, POS and supplier records.
- Review: low-confidence items flagged for a human OK before they post.
- Reporting out: an automated monthly plain-English report, plus a close pack and handoff notes for your accountant.
Prerequisites: an active QuickBooks Online or Xero subscription, admin access to connect, a defined (even if messy) chart of accounts, and sample documents for a training period.
The honest part
What this isn’t — and when it’s not worth it.
Every build has edges. Here are ours — better read now than discovered in week three.
- We don’t file anything. No tax returns, no GST/PST filings, no year-end. That is your accountant’s work and it stays theirs.
- We’re not accountants, and we don’t advise. Outputs are decision-support, not certified financials. If you need an opinion on how something should be treated, that is a question for a professional — and we will say so every single time you ask us.
- Payroll is out of scope. So is anything that turns on professional judgement about your financial position.
- It doesn’t run without a human. By design. Every flagged item waits for a person, and the person is yours.
- When it’s not worth it yet: if you post twenty transactions a month, a spreadsheet is genuinely fine and we’ll tell you so. This earns its keep on volume, variety and mess — not on principle.
What it looks like in practice
An example engagement (illustrative).
A fictional-but-realistic engagement to show the shape of a build — not a case study, and not a guarantee. Real proof arrives with our founding clients.
Millrace Brewing Co. taproom & retail, Revelstoke Illustrative
The owner reconciles POS, supplier invoices and receipts by hand every month, always two weeks behind. RevyTech AI builds a pipeline that reads supplier invoices, categorizes against their chart of accounts, matches the POS and bank records as the month runs, syncs to QuickBooks, and emails a monthly rundown flagging that keg-cost creep. Setup $6,200, Core care. Books close in days, not weeks — and their bookkeeper reviews instead of retyping.
Transparent pricing
Starting at $3,500 to build. From $299/mo to keep it sharp.
Moves up with: document volume and variety; number of accounts/entities; custom reporting; approval-workflow complexity; how clean the existing books are. A single-entity receipt-and-invoice flow sits near $3,500; multi-entity with custom dashboards approaches $10,000.
- Automated Bookkeeping & Accounting — build
- Starting at $3,500. Typical range $3,500–$10,000, fixed-quoted to your setup.
- Care Plan — keep it running
- Requires a Care Plan, from $299/mo (Core).
- Payment terms
- 50% to start, 50% at go-live under $10,000; 50/25/25 at $10,000 and up.
- Usage
- AI usage (and SMS where the build sends messages) passes through with a monthly allowance included, itemized on every invoice — never marked up in secret.
Questions
Automated Bookkeeping & Accounting FAQ.
Does this replace my bookkeeper or accountant?
No — and it isn't meant to. We cut the busywork, which in the work we've done can reduce bookkeeping hours by up to 90% ("up to", not a promise — it depends on how your books look today). Your bookkeeper still runs your books, your accountant is still the professional of record, we never file anything, and a human signs off before any of it counts.
If you're not accountants, what does "& Accounting" mean?
It means we automate accounting workflows — reading documents, categorizing, reconciling, fixing drifted accounts, preparing the month-end close. It does not mean we take the accountant's role. No filing, no certified financials, no advice. The name describes the work we take off the desk, not the professional responsibility, which stays exactly where it is.
What if the AI miscategorizes something?
Low-confidence items are flagged for a human OK before they post — nothing sneaks into your books. We also test by reconciling against a known period before go-live, and the Care Plan keeps the categorization rules tuned as your business changes.
Can you clean up books that are already a mess?
Often, yes — uncategorized months, duplicated vendors, transactions in the wrong account. We scope it as a one-time remediation with a defined finish line, we list what we found before we touch anything, and your bookkeeper signs off on the corrections. If the books are beyond a tidy-up, we'll say so rather than bill you to find out.
What does it work with?
QuickBooks Online or Xero (your own subscription), bank and card feeds, bank/CSV imports, and receipts captured by email or photo. POS and e-commerce feeds can be connected too — that pairs with Custom Integration.
What does it cost?
Builds start at $3,500 and are fixed-quoted before we begin (typical range $3,500–$10,000 by document volume and entities). Every AI build includes a Care Plan from $299/mo. Full detail on the pricing page.
Pairs well with
Most builds don't stay solo.
Every system you add sits under the same single Care Plan — the tier grows only when your setup does.
Is it worth it for your business? Let's find out — free.
Book a free 20-minute AI assessment. We'll tell you what this build would do for you, what it'd cost — and if it's not worth it yet, we'll say so.
Prefer to talk now? Call (236) 837-3550 — our own AI receptionist picks up, 24/7. Yes, the same one we sell: consider the call a live demo. It books, answers, or takes a message — and a real BC-based human follows up within one business day, usually faster.