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AI systems, in practice · Bookkeeping
Automated bookkeepingand month-end close
Receipts, bank lines, invoices and bills used to pile up until someone had days to match them. We built a system that reads each receipt as it arrives and proposes a match for every bank line. A person approves the batch, and the books stay current through yesterday.
How the books fell behind
Receipts sat in inboxes and wallets. Bank lines stacked up in a long column. Once a month, or once a quarter, someone spent days matching each line to an invoice, a bill or a slip of paper in the accounting software. Until they finished, the books said June while the business was in October, and every decision ran on old numbers.
Receipts in wallets. Bank lines piling up. The books say June.
How the system works
Receipts are read when they arrive.
Forward a receipt to an inbox or photograph it. The system reads the vendor, date, total and tax, and lines it up for review. Nobody types a number.
Every bank line gets a proposed match.
Statement lines are compared with open invoices, bills and receipts. Each proposal shows its evidence beside it: the amount, the name and the dates.
It won't post a payment twice.
Before anything is written, the system checks Xero. If a payment already exists for that invoice, the match is refused and nothing is written. A match someone dismissed doesn't come back on the next run.
A checklist for closing the month.
Statements in, receipts reviewed, matches cleared, nothing left in draft. Anything the system can't confirm shows as unknown, and closing over a gap needs a written note. The result is one date: the day the books are current through. It never skips past an open month.
Try approving a batch
Three proposed matches from a made-up month. Approve the ones you trust and dismiss the ones you don't. The system already refused one on its own.
Client payment +2,400.00
Bank line
Invoice 104
Same amount, same client name, two days after the invoice date.
Courier -31.50
Bank line
Bill from Courier, with receipt
Receipt read on arrival: Courier, Oct 1, 31.50, tax 1.50.
Client payment +1,150.00
Bank line
Invoice 107
Refused: Xero already holds a payment against this invoice. Nothing was written, and this pairing won't be proposed again.
Refused
0 written to Xero · 2 waiting · 1 refused
Example entries. In your books, every proposal arrives with its own evidence.
What the bookkeeper approves
A bookkeeper approves each match in batches, with the evidence beside it, and only then is anything written to Xero. The accountant still files the taxes. The bookkeeper spends their time approving instead of matching.
Results
- receipts are read the day they come in
- On arrival
- approved by a person before anything reaches Xero
- Every match
- is a checklist to clear, with no backlog to catch up on
- Month-end
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