Guide · AI and automation
Bookkeeping automation: a dozen recipes using tools you already have
Most of the routine work in a small bookkeeping firm can run on a schedule using features already inside QuickBooks Online, Xero and your email. Each recipe below says when it runs, how to set it up, who should own it and what to watch.
Before you automate anything
Automate a step only after it works the same way every time by hand. Write down the steps, run them for one client, then roll them out client by client. Every recipe here needs an owner who checks it still works.
Getting paid
Automatic overdue-invoice reminders
When it runs: before and after each invoice's due date.
Set it up: turn on automatic reminders in your sales or invoice settings, and write the wording once.
Owner: whoever runs billing.
Watch: in QuickBooks Online, reminders only go to invoices that were emailed from QuickBooks; check how your software handles invoices sent another way.
Recurring invoices for fixed monthly fees
When it runs: on the same day each month.
Set it up: save each client's monthly invoice as a recurring or repeating invoice.
Owner: billing.
Watch: QuickBooks Online saves each recurring invoice as a draft for you to review and send, so add that check to your monthly routine. Update the template when a client's fee or scope changes.
Online payment on every invoice
When it runs: whenever a client opens an invoice.
Set it up: connect the payment option your software offers so clients can pay from the invoice.
Owner: the firm owner.
Watch: check the processing fees before you switch it on.
Getting documents in
One checklist per client type
When it runs: at the start of each period.
Set it up: save a request email for each client type that lists every statement, receipt and form you need.
Owner: the client's bookkeeper.
Watch: remove items you can already get from a bank feed.
Scheduled document reminders
When it runs: shortly before and on the due date.
Set it up: schedule the follow-up emails when you send the first request, using your email's scheduled send.
Owner: the client's bookkeeper.
Watch: cancel the reminder when the documents arrive.
Receipts by email or photo
When it runs: whenever a client sends a receipt.
Set it up: give clients the receipt-forwarding address or app their software provides, so receipts arrive ready to match.
Owner: the client's bookkeeper.
Watch: someone still confirms the category and the match.
Keeping the books current
Bank feeds for every account
When it runs: every day.
Set it up: connect a bank feed for each of the client's bank and card accounts.
Owner: the client's bookkeeper.
Watch: feeds disconnect; check them every week.
Bank rules for routine transactions
When it runs: as transactions come in.
Set it up: create rules for transactions that are always coded the same way, such as rent, subscriptions and loan payments.
Owner: the client's bookkeeper.
Watch: review rules once a quarter so outdated ones don't miscode new transactions.
Recurring entries and bills
When it runs: on a schedule you set.
Set it up: save regular journal entries and bills as recurring transactions. In QuickBooks Online, scheduled ones other than invoices are recorded automatically.
Owner: the client's bookkeeper.
Watch: set an end date for anything that stops, such as a loan.
Keeping clients informed
A monthly status email
When it runs: on a fixed day each month.
Set it up: save one template: what's done, what's missing and when the books will close.
Owner: the client's bookkeeper.
Watch: send it even when nothing is missing; that is what stops "where are my books?" emails.
A reusable monthly report
When it runs: at each close.
Set it up: save one customized report layout and reuse it for every client.
Owner: the reviewer.
Watch: keep the first page to the numbers the owner actually reads.
A standard welcome email
When it runs: when a new client signs.
Set it up: save a welcome email with your document checklist, your due dates and how to reach you.
Owner: whoever onboards clients.
Watch: update it whenever your process changes.
When to get help
If a recipe would take your team longer to set up than it will save this quarter, or it needs connecting several tools, a fixed-price Fix Pack can set it up for you.
Find out which recipes would save your firm the most.
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