Eliminate Manual Data Entry and Client Chase-Downs
Stop spending 30% of your billable hours on client communication. We build AI-powered document processing workflows that integrate directly with QuickBooks Online and Karbon.
Modern bookkeeping firms are often bottlenecked by the monthly close crunch, where staff spend hours chasing clients for missing receipts and bank statements. When a firm manages 50+ clients, the manual overhead of checking Hubdoc or Dext and then reconciling in Xero becomes a massive margin killer. Furthermore, scope creep often goes unnoticed because document volume isn't tracked effectively against fixed-fee agreements.
By implementing AI-driven document extraction, firms can move from reactive data entry to proactive financial advisory. Instead of manually typing invoice details, AI agents can extract line-items with 99% accuracy, flag GAAP inconsistencies, and automatically prompt clients for missing information via Slack or Email before the monthly deadline even hits. This shift allows a single bookkeeper to manage 25% more clients without increasing their workload.
Problems We Solve
The Monthly Close Bottleneck
Automate the collection of bank statements and merchant reports so your team isn't waiting until the 10th of the month to start work.
Manual Invoice Entry Fatigue
Eliminate the need for staff to manually type data from Dext or Hubdoc into QBO. Our AI handles complex line-item extraction automatically.
Unanswered Reconciliation Inquiries
AI-powered bots can identify uncategorized transactions and automatically email clients for clarification, logging responses directly in Karbon.
Onboarding Friction
Standardize the collection of tax IDs, prior year returns, and bank access during client onboarding with automated, logic-based checklists.
Undetected Scope Creep
Monitor the volume of documents processed per client to ensure their transaction count stays within their current service tier, protecting your firm's margins.
What You Get
Automated Document Requests
Scheduled, intelligent reminders that stop once the required file is uploaded to your portal.
Multi-Platform Integration
Direct API connections between Karbon, QuickBooks Online, Xero, and your document storage.
Line-Item AI Extraction
High-accuracy data capture for complex invoices with multiple GL accounts and tax rates.
Bank Feed Monitoring
Real-time alerts for disconnected bank feeds or missing statements before the close starts.
GAAP Compliance Scanning
Automated checks to ensure document metadata matches transaction records for audit-ready books.
What It Costs
Setup
$3,000 - $6,000
Monthly
$400 - $800
ROI Example
A firm with 4 bookkeepers saves 60 hours per week. At a $50/hr internal cost, that represents $12,000 in monthly labor savings.
Frequently Asked Questions
Does this replace tools like Dext or Hubdoc?
No, it enhances them. We use AI to bridge the gap between extraction tools and your practice management software like Karbon or Aero to ensure data flows without manual intervention.
Is the data extraction GAAP compliant?
Yes. Our systems are designed to maintain a clear audit trail, ensuring all extracted data maps correctly to your Chart of Accounts and matches original source documents.
How do you handle handwritten receipts?
Our advanced OCR models utilize Large Language Models to interpret handwritten notes and faded receipts that standard bookkeeping software often fails to read.
Can this integrate with my specific CRM?
We specialize in connecting bookkeeping stacks, including Karbon, Canopy, and Monday.com, via custom API integrations and automation platforms like Make.com.
How long does the implementation take?
A typical setup for a mid-sized firm takes 3-5 weeks, which includes workflow mapping, API testing, and staff training on the new AI-driven processes.
Will my clients find the automated requests annoying?
We design 'polite' automation. The AI recognizes when a client has provided info and stops reminders immediately, significantly improving the overall client experience.
Reclaim 15 Hours Per Week Per Bookkeeper
Book a free workflow audit with Jake to see how AI can streamline your firm's monthly close.
Serving Bookkeeping Firms businesses nationwide. Based in Westlake Village, CA.