Invoices that go out on time and follow up on their own.
Bills that send before the due date instead of after it. Reminders that do not depend on anyone remembering. Payments that match themselves to the invoice they belong to. The month closes without somebody spending Friday afternoon in a spreadsheet.
Diagnosis
This is the work that sits between your accounting and everything else. Card payments that find the invoice they belong to. Vendor bills that get coded and sent to the right person. Past-due notices that go out on a schedule instead of when somebody remembers. The numbers a board asks about showing up without anyone rebuilding a spreadsheet the night before.
The people who hire us for this run lean. The bookkeeper is heroic. The finance help is part-time, or it is the director. Close takes longer than it should because three jobs are still done by hand and one of them is chasing the same customer every single month. We do not replace the bookkeeper. We delete the parts of the job that were never really theirs. Common signs:
What you get
A job closes, a registration comes in, a booking is confirmed — and the invoice is waiting in QuickBooks or Stripe with the right line items, the right tax treatment and the right name on it. It sits as a draft until somebody approves it. Nothing goes out on its own.
A written schedule for what is past due: a light nudge at day 3, a firmer one at day 14, a flag to whoever owns the relationship at day 30. Different rules for the customers who need handling differently. Every message is drafted for a person to read and send.
Every charge, refund, chargeback and payout from Stripe or Square lined up against the invoice it belongs to and recorded in your books. Anything that does not match lands on a short list with a plain sentence about why. That is the Friday ritual, gone.
Vendor bills that arrive by email get coded to the right account and the right vendor and queued for approval. A photo of a receipt from the field gets attached to the right job. Nothing is written into your books without somebody clicking approve.
Hours by job, revenue by source, who owes you what and for how long, margin by line — pulled out of your operating systems and your accounting into a single view that refreshes on its own. Everyone in the room arguing from the same numbers, including the numbers you would rather not discuss.
The sequence that pulls the bank statement, runs the match, flags what looks off, assembles the packet and emails it to whoever signs it. What used to be a week of scattered steps becomes a short list somebody works through.
Architecture
Your accounting sits in the middle — QuickBooks for most people, Xero for some. Around it sits everything that moves money: card payments, registrations and bookings, the inbox where vendor bills arrive, the receipts from the field. Each one drops what it knows into a holding area. A matching step lines it up against what is already recorded and puts anything it is unsure about in front of a person.
Being able to undo it is the deliverable. Nothing reaches your books until somebody approves the draft. Every entry is recorded with who approved it and where it came from. Anything we touch can be traced, explained, or unwound — which is the first thing your accountant will ask about.
Process
We sit with whoever does your books through one full close. Every manual step, every match, every chase gets written down. You get one page naming what is slowing it down and the order we would fix it in.
We pick what to automate first, decide where the drafts will sit, and agree with your bookkeeper on exactly where a person has to approve something. Signed off before we touch a live system.
Biggest payoff and lowest risk first. Invoicing and payment matching usually come online here. We test them against a year of activity that already happened, so you can see whether they get it right.
The reminder schedule gets written into the system. The rules for coding vendor bills get set and reviewed by your bookkeeper. Everything produces a draft. Nothing sends without approval.
Everything runs against live activity but produces drafts only. Your team approves by hand for a full week, and we compare what the system suggested against what they would have done.
Based on how the practice week went, we raise how much the system handles without a click. Short call every morning that week. We run the close-day checklist together the first time.
Optional. We watch the exceptions list, adjust the reminder schedule, and add new work as you grow. Or we hand over the written instructions and get out of your way.
FAQ
Engagement
Fixed fee for the build. Five to eight jobs, depending on the shape of your close.
We watch a full close in week zero. Everything is live by week six or seven.
We watch the exceptions list, adjust the reminder schedule, and add new work as you grow.
We don’t replace your finance people. We delete the parts that were never theirs.
Tell us how many days it took, where it stalled, and who chased what. We’ll tell you what we’d fix first, roughly what it takes, and whether it’s worth doing at all. If we’re not the right fit, we’ll tell you who is.