QuickBooks or Xero after hours, receipts in a shoebox, and the bank feed three weeks behind.
Twenty to five hundred people, a close that takes two weeks and a CFO asking why.
You key in bills, chase receipts and categorise the same vendors every month.
Dozens of clients, each with their own inbox, bank and chart of accounts.
Numbers from Parseur’s manual data entry report, Ardent Partners’ AP benchmarks and APQC’s close data. Almost all of the gap between an average and a fast finance team is retyping and waiting.
Average cost to process one supplier invoice; the best-in-class teams get it down to $2.78.
per week spent moving data between documents and systems, costing about $28,500 per employee per year.
Parseur manual data entry report, 2025 ↗from invoice receipt to approval at most companies, against 3.1 days at the best.
median month-end close; top performers close in 4.8 days, the slowest in 10 and small companies take about 14.
of professionals admit manual data entry has led to costly errors, delays or missed opportunities.
Parseur manual data entry report, 2025 ↗of invoices become exceptions — mismatched amounts, missing POs — at most companies, against 9% at the best.
Put your monthly volume into the calculator and see hours and dollars.
Accounting automation replaces the manual path every financial document takes — receive the bill or receipt, retype it into QuickBooks or Xero, get it approved by email, categorise the bank transaction, chase the missing receipt, reconcile at month end — with a workflow that does the routine steps on its own. In most small finance teams the time is not spent on accounting judgement; it goes to moving the same numbers from a PDF into a system and from the bank feed into a category.
We build automation of accounting as a set of workflows around the tools you already use rather than a new platform. Documents arriving by email, Dext or a Slack photo are read with OCR and a language model, validated and posted to the ledger with the right account and the file attached. Bank transactions are pulled daily, categorised by your rules and matched to bills, invoices and receipts. Staff are reminded about missing receipts, customers about overdue invoices, and on the first of the month a close checklist and a draft P&L with a written note on the variances are ready for the controller.
Bills are in the books the day they arrive, the bank feed is reconciled daily instead of at month end, and the close shrinks to the items that genuinely need a decision. Payments, exceptions, tax questions and the sign-off on the numbers stay with people — automating accounting takes the retyping away, not the control.
The run path of a typical bookkeeping workflow. Each document travels it on its own; anything the flow cannot prove waits for a person.
A bill in the finance inbox, a receipt photographed into Slack, a file in the Dext or Hubdoc folder — each one starts its own run.
OCR plus a language model read vendor, date, amount, tax, currency and line items into a strict schema, whatever the layout.
Totals must add up, the vendor must exist and the same number, amount and date must not already be in the books.
Amounts above your threshold or outside budget get a Slack or Teams card for the budget owner; the answer is written back to the record.
Creates the bill or expense in QuickBooks Online or Xero with the account and class learned from the vendor’s history and the PDF attached.
Fetches new transactions daily through Plaid or the bank feed, for every account and card.
Your rules first; a language model handles the unclear ones and marks low-confidence cases for review instead of guessing.
Matches transactions to bills, invoices and receipts; unmatched or duplicate items are flagged with the reason.
Card spend without a receipt gets a Slack or SMS reminder to the employee until the photo arrives and is attached.
A deal marked won in HubSpot or Pipedrive becomes an invoice in QuickBooks or Stripe and is sent to the customer.
Checks receivables daily, sends personalised reminders on your schedule and escalates to the account owner.
On the first of the month: bank balances reconciled, open items listed, owners reminded, status in Google Sheets.
Pulls the reports through the API and writes a short note on the variances for the owner or CFO — marked as a draft.
Typical minutes per bill, receipt or invoice in a small finance team. Your own numbers go into the calculator below.
Based on 11 min by hand and 48 sec with the flow per item, from the table above.
The flow reads, posts, matches and chases. People keep every decision that moves money or signs off the numbers.
Approved by the budget owner; the flow prepares, never pays.
Amount mismatches, duplicates and suspicious bills are reviewed by a person.
Low-confidence coding waits for the bookkeeper.
The controller signs off the month; the flow only prepares it.
Tax decisions and the auditor relationship stay with people.
Verified by phone on a known number, never from an email.
Flip a switch to hand a step to the flow or take it back.
Benchmarks from Ardent Partners’ 2025 AP study, APQC’s close data via Numeric and QuickBooks’ small-business survey: the best teams book a bill in about three days, touch half of them not at all and close the month in under a week.
We map the process as it runs today, count the minutes and agree what the flow must never do on its own.
A working flow on your real data, in a sandbox. You see every run and every exception.
Edge cases, approvals and alerts, then the switch-over — with the old way kept as a fallback.
Monitoring, fixes when a vendor changes a format, and a monthly report of hours saved.
Yes. The flow writes bills, expenses, invoices and bank categorisations through the QuickBooks Online and Xero APIs; NetSuite and Sage Intacct are supported too. Your chart of accounts, classes and approval rules stay exactly as they are.
Fields are read into a strict schema and then checked by code: totals must add up, the vendor must exist, duplicates are rejected. Anything uncertain is held for the bookkeeper with the field highlighted, so a misread amount never reaches the ledger on its own.
Yes. Bills above your threshold go to the right budget owner as a card with the PDF and Approve / Reject buttons, with reminders and escalation. The decision and timestamp are written back to the bill.
Bank data comes through Plaid or read-only feeds; accounting access uses OAuth with the minimum scopes, stored in n8n’s credential vault on your own server. The flow never initiates a payment.
It removes the parts that wait on people: retyping, chasing receipts and reconciling by hand. Teams starting from a two-week close usually see the biggest change; we track your close length from the first month rather than promising a figure.
Put your document count into the calculator above. A few hundred bills, receipts and invoices a month is usually where the saved hours become obvious; below that, a tool like Dext may be enough on its own.
Every run is logged and every failure alerts a person, so a changed API shows up as a clear error, not a missing entry. We keep the connectors current as part of support.
Describe it in two sentences — we reply within a day with a workflow sketch.
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