Books that close themselves. Almost.
We automate the workflows that keep your money straight — invoicing, collections, reconciliation, expense capture, ops reporting — so finance closes faster, gets cleaner numbers, and stops chasing the same thing every month.
Financial and operational automation is the layer between your accounting system and the rest of the business. Stripe charges that find their invoice. Vendor bills that get coded and routed. Past-due invoices that escalate without somebody remembering to send them. Ops metrics that show up in finance’s reporting without a copy-paste. We deploy this on QuickBooks, Stripe, Make.com, and the email platform you already use.
Our clients here are usually founder-led companies between $2M and $50M revenue. The bookkeeper is heroic. The CFO is part-time or fractional. Close takes a week longer than it should because three workflows are still manual and one of them is chasing a single client every month. We do not replace the bookkeeper. We delete the parts of the job that shouldn’t have been theirs in the first place. Common signs:
Triggered by your CRM stage, your project tracker, or your scheduling tool — invoices generated in QuickBooks or Stripe with the right line items, the right tax codes, and the right contact. Drafts route to finance for one-click approval. Nothing autosends.
Past-due invoices escalate on a written cadence — reminder at day 3, second notice at day 14, escalation to the account owner at day 30, and so on. Customizable per customer. Drafts go to a human. Sends are explicit.
Every Stripe charge, refund, dispute, and payout matched to the corresponding invoice and journal entry. Exceptions land in a queue with a human-readable explanation. We close the gap that took a person every Friday.
Inbound vendor bills auto-coded against your chart of accounts, attached to the right vendor record, and queued for approval. Receipts photographed in the field tagged to the right job. We do not write back to the GL without an explicit approval click.
Hours by job, utilization, revenue by source, AR aging, gross margin by line — pulled from your operational systems and your accounting system into one view. Refreshes every hour. Same numbers everybody else is looking at.
A scripted sequence that pulls the bank statement, runs the reconciliation, flags variances, generates the close packet, and emails it to whoever signs off. Close goes from a week to a day. Often less.
The accounting system at the center — QuickBooks for most of our clients, Xero for a few — with a row of feeder workflows: Stripe, the CRM, the scheduling tool, the bill-capture inbox, the expense app. Each feeder lands data in a staging table in Supabase. A reconciliation step matches it against existing records and queues anything ambiguous for human review.
Reversibility is the deliverable. Every write to QuickBooks is preceded by a draft in Supabase that finance approves. Every write is logged. Anything we touch can be unwound, traced, and explained.
We shadow finance through a full close cycle. We log every manual step, every reconciliation, every chase. We come back with a single page that names the bottlenecks and the proposed automation order.
We pick the priority workflows, design the staging schema, and agree on approval points with finance and the controller. Sign-off before any system gets touched.
Highest-impact, lowest-risk first. Invoices and Stripe reconciliation typically come online here. Internal evals run on backfilled data.
Cadence rules written into the system, vendor coding rules trained and reviewed. Drafts route to finance. Nothing sends without approval.
All flows run against live data but produce drafts only. Finance approves manually for one full week. We compare to what they would have done.
Approval thresholds get raised based on the shadow week's accuracy. Daily standups during cutover. Close-day checklist gets run together for the first time.
Optional retainer. We monitor the reconciliation queue, tune the collections cadence, add new workflows as the business grows. Or we hand over the runbook and disappear.
Fixed-fee build. Five to eight workflows depending on close shape.
Diagnose in week zero, full cutover by week six or seven.
Reconciliation queue oversight, cadence tuning, new workflow additions.
We don’t replace finance. We delete the parts that shouldn’t be theirs.
Tell us how many days it took, where it got stuck, who chased what. We’ll tell you what we’d automate first and what it would cost. If we’re not the right fit, we’ll tell you who is.