Expense Categorization & Monthly Close System
A done-for-you financial services automation built for the Bookkeeper, connecting QuickBooks and Google Sheets so the work below happens on its own.
What this automation does, step by step
Bank and credit card transactions sync automatically into the accounting system each night, and a categorization engine applies the correct chart of accounts code based on vendor name, amount, and memo, flagging only the exceptions that need a human decision.
At month end, the bookkeeper receives a pre-built close checklist with every reconciliation item already pre-populated, turning a two-day monthly close into a focused half-day review.
- QuickBooks Online or Xero
- Zapier or Make.com
- OpenAI API (smart categorization)
- Google Sheets (reconciliation checklist)
- Bank connection via Plaid
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without a system in place, a bookkeeper has to manually chase down updates, send reminders one by one, and hope nothing falls through the cracks. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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