Early accessFor QuickBooks Online
Bookkeeping, prepared for your approval.
Bookkounts reads bank statements, receipts, bills and invoices, checks what QuickBooks Online already has, and prepares each entry with its evidence attached. Nothing is written to your books until a person on your team approves that exact entry.
During early access, accounts are opened by invitation.
New connections are read-only until you turn on posting.
invoice-20931.pdfemailed by billing@baysidepaper.example
BAYSIDE PAPER CO.
Janitorial and facility paper supply
INVOICE
Bill toLakeside Facility Services
Accounts payable
| Description | Qty | Unit | Amount |
|---|---|---|---|
| Paper towels, multifold, 16-pack case | 12 | 38.50 | 462.00 |
| Toilet tissue, 2-ply, 80-roll case | 8 | 64.50 | 516.00 |
| Trash liners, 45 gal, 250 count | 8 | 25.25 | 202.00 |
| Subtotal | 1,180.00 |
|---|---|
| Sales tax 8.25% | 97.35 |
| TOTAL DUE | $1,277.35 |
Terms: net 30. Questions about this invoice: billing@baysidepaper.example
Read from the document
- From
- Bayside Paper Co.
- Number
- 20931Read from: “INVOICE NO. 20931”
- Dates
- Oct 30, 2026 · due Nov 29, 2026
- Total
- 1,277.35Read from: “TOTAL DUE $1,277.35”
Checked before it was proposed
- Addressed to this company, Lakeside Facility Services
- Vendor found in QuickBooks
- No bill 20931 from this vendor in QuickBooks yet
- 1,180.00 + 97.35 tax = 1,277.35
- Dated after the books-closed date, Sep 30, 2026
To be written to QuickBooks
- Record
- New bill, unpaid
- Account
- Supplies & MaterialsFrom history: the last 6 bills from this vendor were approved to this account
- Amount
- 1,277.35
Prepared by Bookkounts on Nov 3 at 9:12 AM. Waiting for a person to approve it.
How it works
One path for every bank line and document
Statement lines, receipts, vendor bills, sales invoices and customer remittances go through the same four steps.
- 01
Collect
Import bank and card statements as CSV, upload PDFs and photos, or have documents emailed to the company's own address. Scans and phone photos are read with OCR.
invoice-20931.pdf, emailed by billing@baysidepaper.example
- 02
Match before create
Bookkounts first looks for the transaction in QuickBooks: bills, invoices, expenses, payments, deposits, transfers, card payments and refunds. Anything already recorded is linked, not entered again.
−1,277.35 on Nov 28 → payment of Bill 1047, already in QuickBooks
- 03
Prepare
When the books don't have it yet, Bookkounts prepares the entry: type, vendor or customer, account, amount, dates and the bank or card account. Your rules and earlier approvals choose the account first.
Expense · Automobile › Fuel · Visa ••4421 · 62.18
- 04
Approve and post
A person approves the entry exactly as shown, then posts it. Bookkounts writes it to QuickBooks and compares the total QuickBooks recorded with the approval.
Bill 1047 · recorded 1,277.35 = approved 1,277.35
Controls
A person approves every write to QuickBooks
Each entry can be traced from the bank line or document to the person who approved it and the record QuickBooks created.
- Read-only by default
- A new QuickBooks connection only reads. Posting is a separate switch for each connection, and every post still needs an approved entry.
- Approval of the exact entry
- An approval covers the entry as it was shown. If anyone changes it afterwards, the approval is cleared and the entry waits for a new one.
- Duplicate check at posting time
- Right before posting, QuickBooks is read again for a matching record. A likely duplicate is refused, and so is the post when that check can't be completed.
- Totals compared after posting
- The total QuickBooks records is compared with the approved amount. A difference is flagged on the entry and in its history.
- Closed periods stay closed
- Set a books-closed date for a company and nothing is posted on or before it.
- Reasons on record
- Rejecting an entry or revoking an approval takes a written reason. An approval can be revoked until posting starts.
- Model suggestions are marked
- When your rules and history don't settle the account, a language model may suggest one. Those entries are marked high risk and need a firm admin's approval with a note.
- Append-only history
- Corrections, approvals, rejections and posting attempts are recorded with who and when. The history is added to, never edited.
Email intake
Each company gets its own address for documents
Forward receipts, vendor bills and remittance advice, or give the address to vendors and customers. An email is evidence, never an instruction: nothing is posted because a message arrived.
- Messages that fail SPF, DKIM or DMARC are held for review as possible spoofing.
- New or changed bank details on a document are flagged. Confirm them with the vendor by phone before paying.
- Text in a document that tries to give instructions to software is ignored and flagged.
- The same file sent twice is recognized as a duplicate.
- An address can be rotated or revoked at any time.
- billing@baysidepaper.exampleInvoice 20931Ready for approvalNov 3, 9:12 AM
- ap@northgatepm.exampleRemittance advice: invoices 1182, 1187, 1190Ready for approvalNov 2, 4:40 PM
- accounts@baysidepaper-billing.exampleUpdated bank details for future paymentsNeeds reviewNov 2, 8:03 AMSender failed SPF/DKIM/DMARCChanged bank details
- receipts@harborfuel.exampleYour receiptDuplicateOct 31, 7:55 AMSame file received Oct 30
For firms
Every client company in one workspace
Built for bookkeepers who look after many companies. It works the same way for a single in-house team.
- Switch companies from the sidebar, or open All companies to compare proposed, approved and posted work across clients.
- Two roles: firm admins manage the team and the companies; bookkeepers see only the companies assigned to them.
- Invite people with a single-use link that expires after seven days.
- Each company keeps its own QuickBooks connection, statement accounts, category rules and email address.
| Company | Proposed | Posted |
|---|---|---|
| Lakeside Facility Services | 64 | 52 |
| Harbor Veterinary Clinic | 47 | 38 |
| Maple Street Bakery | 31 | 29 |
| Ridge Line Builders | 18 | 12 |
- Priya ShahAll companiesFirm admin
- Dana Ruiz3 companiesBookkeeper
- Sam Okafor2 companiesBookkeeper
Getting started
Start with one company
The setup checklist in the app follows these steps. Nothing is written to QuickBooks until you approve an entry and turn on posting.
During early access, accounts are opened by invitation.
- 1
Create your firm's account
Use email and a password, or Continue with QuickBooks: one Intuit approval creates the account and the firm and connects the company you pick. You become the firm admin.
- 2
Connect QuickBooks Online
The first sync reads the chart of accounts, vendors, customers, products and services, and existing transactions. Nothing is written.
- 3
Bring in a month of work
Import a bank or card statement as CSV and choose its account, upload documents, or start forwarding email to the company's address. Then run matching.
- 4
Review, approve, then post
Work through Review & approval. Set the books-closed date, and turn on posting for the connection when you're ready to write approved entries.
Scope
What works today
Bookkounts is in early access. This is what it covers now, and what it doesn't do yet.
Supported
- QuickBooks Online, in each company's home currency
- Bank and credit card statements imported as CSV
- PDF, PNG and JPEG documents up to 15 MB and 30 pages
- Bills, expenses, sales invoices, customer payments, deposits, bank deposits and transfers, prepared for approval
- Matching against bills, invoices, expenses, bill payments, customer payments, deposits, sales receipts, transfers, card payments and refunds
Not yet
- Xero, Wave and other accounting software
- Live bank feeds
- Reconciliation inside QuickBooks, which Intuit's API doesn't offer to apps
- Splitting one document across several accounts
- Foreign-currency transactions; they go to review instead
FAQ
Common questions
Does Bookkounts post to QuickBooks on its own?
No. It prepares entries; a person on your team approves each one and then posts it. A new connection is read-only until posting is turned on for it.
Does it replace QuickBooks?
No. QuickBooks stays your books. Bookkounts reads from it to match and check, and writes only the entries a person approved.
Can it reconcile my accounts in QuickBooks?
Not inside QuickBooks. Intuit's API doesn't give apps the reconciliation screen or the bank feed's For Review list. Bookkounts matches each statement line to a recorded transaction and keeps the evidence; the reconciliation itself is still done in QuickBooks.
What if someone changes something directly in QuickBooks?
Each sync reads QuickBooks' change feed, including edits, voids and deletions. Lines that relied on a changed record are marked for attention and matched again.
Where is AI used?
OCR reads scans and photos. A rule-based reader extracts document fields first; a language model fills in fields it couldn't read and may suggest an account when your rules and history don't decide. Its output is validated and labeled, model-suggested accounts need a firm admin's approval, and the model never calls QuickBooks.
Who can see a company's documents?
Members of your firm who have access to that company. Bookkeepers see only the companies assigned to them, and every request is checked against the company it belongs to.
Which accounting software does it work with?
QuickBooks Online. Other accounting software isn't supported yet.
See what Bookkounts prepares for one of your companies
Connect it read-only, import last month's statement and review the suggestions before anything is written.
During early access, accounts are opened by invitation.