Bookkeeping Automation

Keep the bookkeeper. Cut the busywork.

Automate receipt capture, data entry and matching so your bookkeeper spends less time preparing the records and more time reviewing them. Keep human sign-off and give the team time back for billing, margins and customer work.

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Less spent on repeat work. More room to grow.

See what the work is costing you.

Routine calls, paperwork and admin use time you could put into quotes, customers and billable work. Compare that cost with a one-time build and monthly management.

Illustrative examples in CAD. These are planning inputs, not market averages or measured client results. Your scope, costs and savings are agreed before a build.

Bookkeeping Automation

$2,000–$3,000/mo bookkeeping comparison

Potential monthly value after ongoing costs$1,601$6,106 ahead at month 6, after the full build cost.

This example starts with a $2,500/month bookkeeping bill. It keeps $500/month for professional review and exceptions. That review budget is an assumption to check with your bookkeeper.

Current work / month: $2,500
Remaining human work / month: $500
Management / month: $299
Usage & software / month: $100
New ongoing total / month: $899
One-time build in this example: $3,500

Spend less time collecting receipts and entering records, and more time reviewing margins, collecting invoices and serving customers.

From $3,500. Core Care: $299/mo in this example. Human review and usage figures are example budgets, not included allowances.

Keep the bookkeeper. Reduce the handling. If you spend $2,000–$3,000/month today, test how much can move to document capture, data entry and matching. The example keeps $500/month for a bookkeeper’s review; your review workload and fee must be quoted.

Adjust the numbers for your business

Your estimate

Monthly value after all entered ongoing costs $1,601

After month 3, including setup: $1,303
After month 6, including setup: $6,106
After year 1, including setup: $15,712
Estimated payback: 2.2 months

$2,500 current cost − $899 ongoing costs = $1,601/month before the one-time build.

This assumes the entered workload and benefit from the first full month after go-live. Setup is counted in full. A slower ramp delays payback. Estimates keep management fees unchanged and do not assume a fee waiver. The three-month view does not remove the six-month Care commitment.

Turn freed hours into useful work. More quotes sent. Faster follow-up. More billable work completed. Extra sales are not counted in these examples. Reusing paid staff time creates capacity; payroll falls only if paid hours or outside bills actually fall.

Find my savings opportunity

One Care Plan covers your AI portfolio. These are separate examples: do not add their fees or count the same saved hour twice. CAD, before applicable tax. Actual build, Care and usage costs depend on scope.

Our six-month payback guarantee

The goal is payback.
We stay accountable for it.

We scope qualifying projects for payback within 3–6 months. If agreed savings have not covered our setup and management fees by month 6, we waive management fees and keep improving the system until they do.

We agree the baseline, the work being automated and the way to measure it before you commit. The clock starts at the agreed go-live date.

Build my payback plan

How the guarantee works

Agree the numbers first.

Your written proposal sets the scope, current workload, labour rate, outside costs and measurement plan. Qualification is based on your workflow and quote, not the examples on this page.

Count real work saved.

We compare the baseline cost with the remaining human work, outside bills and added software or usage costs. Each hour and cost is counted once. Time is valued at the agreed labour rate; extra sales are not assumed.

Review progress together.

We review the figures monthly and check cumulative value at months 3 and 6. Payback means that measured value covers the setup and management fees paid. Freed staff time counts as capacity value, not an automatic payroll cut.

Our fees pause if we fall short.

If the target is not met by month 6, management fees stop from month 7. We continue improvements within the agreed scope at no extra service charge until payback. Third-party software, usage and applicable tax remain payable; new scope is quoted separately.

The guarantee applies to projects with an agreed baseline and measurement plan in the written proposal. Keep the agreed workflow in use and make the records available so progress can be checked. This is a fee-waiver commitment, not a promise of a fixed cash saving or a refund.

A person reviewing paperwork beside an open laptop. — Illustrative photograph

Less gathering. Clearer review.

Give the numbers a clear path to your desk.

Bring documents and exceptions together so your bookkeeper can spend more time reviewing and less time tracking things down.

What the work should improve

A practical difference
to the working day.

Less manual entry

Read information from agreed document types and prepare it against your own chart of accounts.

Exceptions with context

Bring uncertain categories, unmatched records and missing details to a human, with the source document close at hand.

A clearer month-end handoff

Gather the reconciliations, open questions and supporting documents into a reviewable close pack.

Built around your business

The process matters
as much as the technology.

A defined scope

We agree the rules with whoever knows your books, connect the supported QuickBooks Online or Xero workflow, and test against a known accounting period. Human sign-off stays part of the process.

Clear responsibilities

Your bookkeeper runs your books and your accountant remains the professional of record. We automate preparation and review workflows; we do not file tax returns, run payroll, certify financials or give accounting or tax advice.

Inside the scope

What goes into the build.

Your documents and rules

Map invoices, receipts and statements with the person who knows your books. Agree the chart of accounts, coding rules and treatment of uncertain items.

Document preparation

Extract agreed fields from supported documents and prepare categories for review. Email, photo and bank or CSV inputs are selected during scoping.

Matching and exceptions

Prepare matches between bank, card, POS and supplier records. Put unmatched or questionable items in a review queue with the supporting document.

Accounting connections

Work with your existing QuickBooks Online or Xero account where the required access is available. Additional POS or e-commerce connections may need integration work.

Month-end preparation

Assemble reconciliations, unresolved questions and supporting records into a close pack. Optional reports can show agreed trends and items worth reviewing.

Checks and handover

Compare results against a known period, check categories with your bookkeeper and document how to correct mistakes. Human review and sign-off remain part of the process.

From discovery to everyday use

How we get there.

These are planning steps. Your proposal confirms timing, access and the people needed for review.

01
Agree the rules
Our planning estimate is 2–5 weeks for a scoped build. Your bookkeeper helps map documents, categories and review responsibilities; access and the condition of the records affect the schedule.
02
Prepare the workflow
Configure document reading, proposed categories, matches and the agreed accounting connection.
03
Check a known period
Review actual samples with your bookkeeper, reconcile against known records and confirm how exceptions are handled.
04
Handover and support
Walk through corrections and month-end preparation, then introduce the workflow with the agreed human sign-off and Care arrangements.

The practical questions

Before you get started.

Does this replace our bookkeeper or accountant?

No. Your bookkeeper runs the books and your accountant remains the professional of record. We automate preparation and repetitive handling; a human reviews and signs off before the work becomes official.

What does accounting automation cover?

Reading documents, preparing categories and matches, flagging unusual records and assembling month-end work. It does not mean tax filing, payroll, certified financial statements or accounting and tax advice.

What if a document is categorised incorrectly?

Uncertain items go to review with their source material, and the correction process is agreed with your bookkeeper. Testing against a known period helps find problems before launch, but review remains necessary after launch too.

Can you help with an existing backlog?

A defined cleanup can be scoped separately for issues such as uncategorised records, duplicate vendors or mismatched accounts. We identify the proposed corrections for your bookkeeper’s approval. Work requiring professional accounting judgement stays with your accountant.

What does it connect to?

QuickBooks Online or Xero are the starting accounting options, using your own subscription and approved access. Bank or CSV imports, emailed documents and photos can be scoped. POS, e-commerce and other connections are confirmed separately.

How is it priced?

The fixed quote depends on document types and volume, the state of the books, the number of accounts or entities, integrations and review requirements. Ongoing tuning is covered by the agreed Care Plan; historical cleanup is a separate defined scope.

A clear starting point

Bookkeeping Automation From $3,500

Scoped by document volume and entities, with human review retained. Requires a Care Plan from $299/mo.

All prices are CAD, excluding GST/PST where applicable. Your written quote defines the scope.

See pricing & Care plans →

Let’s see where it fits.

Bring your process and the tools you use. We’ll talk through the starting point.

Book a call