Drafted for QuickBooksSome of what we build on QuickBooks
Bills from email
We read bills from email and enter them as drafts for your team to approve.
Invoices from work
We draft invoices from finished jobs or time entries for your team to send.
Payment matching
We match payments to invoices and flag any that differ for your bookkeeper.
Month end reports
We draft month end reports from your ledger for your accountant to review.
Expense coding
We read receipts and suggest an account for each one, and your bookkeeper approves the coding.
Vendor questions
We draft answers to vendor payment questions from your records, and your team sends them.
QuickBooks is often the second system in a firm’s day, sitting next to the practice or property management software where the work happens, which is why so much copying lands on it. Job postings from law firms describe billing clerks who prepare bills in the practice management system and then keep billing records across that system, QuickBooks and a document system, and bookkeepers who reconcile bank, card and client trust accounts by hand each month. Sastre builds AI workflows that carry that information between QuickBooks and the rest of your tools, with your bookkeeper approving anything that posts to the books.
QuickBooks Online has an official API from Intuit, and a business connects an app to its company file by signing in to QuickBooks and approving the connection, and that is where we start. Through it, workflows can read and draft customers, invoices, bills and payments, and nothing is posted until a person on your team approves it. If your firm runs QuickBooks Desktop, we confirm the options during the workflow map.
Some work stays with your bookkeeper by design. Bank reconciliation, the close and anything that touches a client trust account are reviewed by the people responsible for them, and our workflows prepare the drafts, matches and reports that make that review faster.
Workflows we build on QuickBooks include these examples:
Bills that arrive by email are read, coded to the vendor and account your rules name, and drafted in QuickBooks for approval.
Overdue invoices get reminders in your tone that stop as soon as the payment is recorded.
Payments that come in through a portal or processor are matched to the right invoice and proposed for your bookkeeper to apply.
Invoices drafted in your practice or property software are checked against QuickBooks so the two systems agree.
A monthly summary for owners or partners is drafted from QuickBooks reports and approved before it is shared.
Your company administrator stays in control of the connection. The app appears among your connected apps in QuickBooks, ownership can be transferred by an administrator, and the connection can be removed whenever you choose. Your company keeps the action log, which lists each draft, who approved it and what posted to QuickBooks, and the monthly report sums it up.
For a services company, we built a renewals engine whose overdue reminders stop as soon as a payment lands, and it returned 25 hours a week of manual follow up. With QuickBooks, the same logic runs on your open invoices.
Some tools we connect to QuickBooks
Questions about QuickBooks and AI
Does this work with QuickBooks Online and QuickBooks Desktop?
QuickBooks Online has an official API that your company connects by signing in and approving the app, and that is where we start. For QuickBooks Desktop, we confirm the available options during the workflow map.
Can AI reconcile our bank accounts?
Reconciliation stays with your bookkeeper, who reviews and completes it in QuickBooks. Our workflows prepare the matches beforehand and flag anything that does not tie out.
What about client trust accounts?
Anything that touches a client trust account is reviewed and approved by the bookkeeper and the attorney responsible for it. Our workflows can prepare reports and flag differences, and they never move trust funds.
How is our financial data protected?
Each workflow gets only the access it needs, and your administrator can remove the connection at any time. Your books stay out of model training under our providers’ business terms, every posting and approval is logged, and we delete the client data we hold 30 days after the engagement ends.
What does a QuickBooks project cost?
It starts with a free working session of about an hour on one QuickBooks workflow, such as bill entry or overdue invoices. After that, a workflow map ends in a fixed quote for the QuickBooks build, and its fee is credited to that build.