Get receipts and expenses into QuickBooks without the shoebox
For a lot of founders, the worst part of the month is the night before the bookkeeper's deadline, digging through emails for receipts and guessing what each charge was for. An AI helper (the industry calls it an agent) can do that through the month instead. It reads receipts and bills as they land in your inbox, drafts the entry in QuickBooks with a suggested category, and puts anything unclear on a short list for you. Your bookkeeper checks and approves, and the end-of-month scramble gets much smaller.
Get your AI Starter Plan
What we set up for you in QuickBooks
Receipts picked up from your inbox
The AI helper finds receipts and bills in your email as they arrive, so they don't get buried.
Draft entries with a category
Each receipt becomes a draft in QuickBooks with the supplier, amount, GST, and a suggested category, ready to check.
Your categories, written down
We write down how your bookkeeper codes common suppliers, so the suggestions match their way.
A short list of questions
Charges the AI helper can't place, like a one-off purchase or a personal expense, go on a list for you to answer once a week.
Nothing approved on its own
The AI helper drafts. Your bookkeeper approves, reconciles, and lodges.
Your receipts live in fifty different emails
Software subscriptions, supplier bills, courier charges, and that one coffee meeting. The receipts come by email all month, and they stay there. Then your bookkeeper asks for them, and you spend an evening searching your inbox, forwarding PDFs, and trying to remember what a charge from three weeks ago was for.
Why QuickBooks on its own doesn’t do the job
QuickBooks is where the entries belong, and it has its own tools for capturing receipts and matching them to your bank feed. If you forward every receipt as it comes in, those tools do a good job.
The trouble is the forwarding. Receipts sit in your inbox because you’re busy, and the matching only works once they’re in. QuickBooks also can’t ask you a question. When a charge could be a business expense or a personal one, someone has to decide, and that decision usually waits until the deadline.
How we set it up in QuickBooks
We start by mapping how you work (the industry calls it process mapping) with you and your bookkeeper. We write down which suppliers you use, how each one is categorised, and which kinds of charges always need a question.
Then we set up an AI helper that watches your inbox for receipts and bills. For each one, it drafts the entry in QuickBooks with the supplier, amount, GST, and a suggested category, using your bookkeeper’s rules. Anything it can’t place goes on a short weekly list, and you answer them in a few minutes instead of a few hours at month end.
Your bookkeeper checks every draft and approves it. When they change a category, we update the rules, so the drafts get closer to right over time.
When automating QuickBooks is the right call, and when it isn’t
It pays off when you have lots of small receipts from lots of suppliers, and they arrive by email. That’s most online stores, coaches, and agencies.
If you only have a few bills a month, QuickBooks’s own receipt capture and a monthly forwarding habit will do the job. And anything with a tax judgement, like whether something is a business expense, stays with you and your bookkeeper. The AI helper asks the question. It doesn’t decide the answer.
Where to go next
See the wider automating repeat work service, or read about QuickBooks. If you use Xero, see automating repeat work in Xero. See how we work with coaching and online education and e-commerce. When you’re ready, get your AI Starter Plan.
Read about our Automating repeat work service, and how we use QuickBooks.
Small teams we work with
How an animal rescue builds its 45-volunteer roster in an hour instead of an evening
How a five-person online homewares store stopped typing 60 supplier invoices a month into Xero
How a solo property manager with 140 rentals logs every repair request the same day
Common questions
Doesn't QuickBooks already capture receipts?
Will it lodge my BAS?
What if it puts something in the wrong category?
Do I need to change software?
What does it cost?
Get rid of the end-of-month receipt hunt
Get your AI Starter Plan. Tell the AI about your business, your goals, and where your week goes, and get a plan for where to start.
Get your AI Starter Plan