Practical workflow guides
Stop sorting receipts. Start approving them.
AI employees read your receipts, match each one to its bank transaction, suggest the category, and queue it for QuickBooks. They chase missing documents and answer “where's my return?” Your team approves every one.
The work is the numbers. The chasing eats the week.
- Receipts arrive every way at once.
Email, texts, photos, a folder of paper. Someone matches each one to a transaction by hand.
- Month-end starts with a cleanup.
The bank feed fills up with uncategorized transactions, and sorting them eats the first days of every month.
- The same missing documents, every season.
W-2s, 1099s, statements. The reminder emails barely change from year to year, and someone still writes each one.
- “Where's my return?”
In season, replies slow down right when clients are most anxious.
- Seven tools and seven logins.
Portal, e-signature, practice management, QuickBooks, payroll, email, and spreadsheets. None of them agree on where the truth lives.
- Onboarding depends on who takes the client.
Engagement letters, intake forms, and first documents run on email, so status lives in someone's head.
Four jobs an assistant can draft
- Receipt & Categorization Assistant
The vendor, category, and memo for each transaction, matched to its receipt and queued for QuickBooks. Anything it isn't sure about goes to a person, and nothing posts until someone approves it. Never posts to a closed period or changes a reconciled transaction. Reviewer: The bookkeeper on the account. Measure: Uncategorized transactions at month-end.
- Document Chaser
A reminder that lists exactly what's missing and how to send it. Never judges a document. It only asks for what's missing. Reviewer: The person preparing the work. Measure: Days from request to every document received.
- Client Update Assistant
A plain-English status update from your notes. Never gives tax advice; a preparer approves anything substantive. Never promises a filing date. Reviewer: The preparer on the return. Measure: Client “where does my return stand?” calls in season.
- Intake Assistant
The welcome, the intake checklist, and the kickoff plan. Never promises scope or dates beyond what was signed. Reviewer: Whoever owns new clients. Measure: Time from signed to kickoff.
Receipts read, matched, and categorized. Your team approves every one.
It works client by client, from each client's chart of accounts and how your team booked their past entries. Anything it isn't sure about is flagged, so your reviewer looks twice.
- Receipt in
Emailed, photographed, or dropped in the portal.
- Read
Vendor, date, amount, and tax pulled from the receipt.
- Matched
Paired with the bank or card transaction it belongs to.
- Categorized
A category and memo suggested from that client's chart of accounts and past entries.
- Approved, then posted
Your bookkeeper approves it in a review queue, then it posts to QuickBooks.
The apps your firm already runs on.
QuickBooks, Xero, FreshBooks, Zoho Books, NetSuite, Gusto, Ramp, Brex, Mercury, Chaser, Veryfi OCR, TaxJar, Better Proposals, DocuSign, SuiteDash, Outlook, Excel, OneDrive, SharePoint, Microsoft Teams, Harvest.
These are picks from the October 21, 2026 catalog snapshot. We verify the required actions, permissions and your subscription before promising a connection.
Browse the full integrations catalog →A tax and accounting practice we've built for.
Explore the workflow
Client onboarding
How do you onboard a new client? The steps, a checklist and the questions to ask first, and how an AI employee drafts each step for you to approve.
Explore →Data insights
Can AI answer questions about your QuickBooks and spreadsheets, and can you trust it? Get plain-English answers, with a named person checking the numbers.
Explore →Team training
How do you train new staff and stop answering the same questions? Keep one playbook, draft guides from recordings, and let an AI assistant answer from it.
Explore →Map the work before implementing it.
The free Snapshot helps choose one workflow. The paid Diagnostic documents the current process, baseline, ownership, decisions and proposed scope. Nothing is built during the Diagnostic. Implementation requires a separate written scope.
AI Operations Snapshot: Free. AI Operations Diagnostic: $1,000 once for 1 week, documents only; no implementation is included. Partnership Tiers: Direct Advisory at $2,500/month with 4 engineering hours a month; Strategic Partner at $4,500/month with 8 engineering hours a month; Fractional Product Lead at $7,500/month with 15 engineering hours a month. Each tier has a 3-month commitment and no onboarding fee. Sprint Add-Ons cost extra and require an active Partnership Tier.
It renews for another 3 months at the same price unless you give 30 days' notice before it ends. Renewal reminders and written notice follow the agreement. Licenses, hosting and AI usage are billed separately by the relevant vendors.
Questions owners ask first
- Does it post to QuickBooks on its own?
No. It suggests the category and memo, and a person approves before anything posts. It never posts to a closed period or changes a reconciled transaction.
- Is client data safe?
Each AI employee sees only what its job needs, and every step is logged. Accounts are held in your firm's name. We test the AI on your real examples with private details removed.
- Will AI train on my clients' files?
Use approved business tools with the access, retention and model-training settings checked for your engagement. Give each assistant only the records its job needs. A person reviews every generated output before it leaves the review queue.
- Will it give tax advice?
No. The Client Update Assistant writes status updates from your notes, and a preparer approves anything substantive. It never promises a filing date.
- We already have a portal. Do we need a new one?
Usually not. We start with the tools you already pay for, and the Diagnostic checks what they can connect to. If consolidation is justified, it needs a separate implementation scope and the appropriate engineering capacity. See current Partnership Tiers and Sprint Add-Ons at /plans.
- We already use bank rules or a receipt app. What's different?
Keep them for the easy, repeatable transactions. The assistant works the rest: receipts that arrive by email or text, matched to their transaction, with a category from that client's past entries. Anything unsure is flagged for a person.
- What happens first?
The Diagnostic documents one workflow, its baseline, responsibilities and proposed scope. Nothing is implemented during the Diagnostic. Implementation is scoped separately through current Partnership Tier capacity and Sprint Add-Ons.