Someone's typing invoices into QuickBooks. Again.

// The problem

The paperwork always gets done. A person does it, slowly.

Every invoice, receipt, and delivery docket that comes into your business gets read by a human and retyped into QuickBooks. It's nobody's favorite job, so it piles up. Then someone burns a Friday afternoon clearing the stack, tired and rushing, copying numbers by hand.

Retyping isn't neutral either. Every keystroke is a chance to transpose a digit or book a cost to the wrong job, and the mistakes don't announce themselves. They surface weeks later, when a margin doesn't add up or a supplier statement won't reconcile.

// What it's costing you

Fifteen hours a week of admin time works out to roughly $1,680 a month in labor, before you count a single wrong number. And the person doing it is usually the same person who should be chasing receivables or returning calls.

// What we build

A pipeline that reads the document, checks the numbers, and posts the result.

Documents go in one end. Verified accounting entries come out the other. Here's what happens in between.

1. Documents arrive however they already do: email, phone photo, scan, upload.
2. The system reads each one: vendor, dates, line items, quantities, totals, tax.
3. Every number is validated in code: line items re-added, totals recomputed, tax checked. The model reads; it never does the arithmetic.
4. Entries are matched to your chart of accounts, jobs, and vendors.
5. Clean data posts straight into QuickBooks or Xero.
6. Anything that doesn't reconcile is held and flagged to a human with the document attached.
7. Every posting is logged with a link back to the source document, so any number is traceable in one click.

// The numbers

// Questions

What if it misreads a number?

Every extracted number is validated in code: line items are re-added, totals recomputed, tax checked against the subtotal. The model reads the document; it doesn't do the arithmetic. Anything that doesn't reconcile is flagged to a human, and nothing posts unverified.

Which systems does it write to?

QuickBooks and Xero are the usual targets. If your numbers live somewhere else, like a job-management platform, a spreadsheet, or an industry-specific tool with an API, we wire it there instead. Where the data lands gets scoped in the diagnosis.

What kinds of documents can it read?

Supplier invoices, receipts, purchase orders, delivery dockets, timesheets. They can arrive as PDFs, phone photos, or email attachments. Clean scans and crumpled truck-cab photos both work; a low-confidence read routes to review instead of guessing.

How long does it take to launch?

Two to three weeks. We map your document types and your chart of accounts, wire it to your accounting system, and run it against a stack of your real paperwork before it posts a single live entry.

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// How we work

Diagnose, build, run.

Diagnose. We map where your time and money leak and put a number on each one. You get that written assessment whether or not you hire us to fix any of it.

Build. One-time fee, scoped and priced before anything starts. Two to four weeks for most systems.

Run. Monthly. It lives on our infrastructure. We own uptime, absorb changes as your business changes, ship an improvement every month, and send a report showing what it produced.