—Finance
Keep the books current without the data entry
Automation that collects bills, receipts and bank activity, reads the details, suggests categories and matches transactions in your accounting software, then queues everything for your bookkeeper to review. A qualified person keeps the judgment, the tax decisions and the sign-off.
The problem
Bookkeeping falls behind because most of it is copying. A supplier emails a PDF bill. A card receipt sits in someone's wallet. A payout from your payment processor lands as one lump sum that covers dozens of sales, minus fees. Each one has to be found, read, typed in, categorized and matched to a bank line before the books mean anything.
None of that copying needs a qualified person, but it usually lands on one. Your bookkeeper or office manager spends the start of every month chasing receipts and keying in numbers. The review work, the part that needs their judgment, gets squeezed into whatever time is left.
The result is books that are always a few weeks behind. You make pricing, hiring and cash decisions from last month's numbers, or from your bank balance. At year end, your accountant spends time cleaning up categories instead of advising you.
What we build
We build bookkeeping automation on Maestro, Worcia's AI process automation, connected to the accounting software you already use. Where your bookkeeper needs a review screen your accounting software doesn't offer, we build it with Custom software, Worcia's software development for internal tools.
- Documents are collected in one place. Bills and receipts arrive through a dedicated email address, a phone photo or a shared folder. Bank and card activity comes in through your accounting software's bank feeds. Nobody has to forward things to a person.
- Details are read from each document. Supplier, date, amount, tax lines and invoice number are pulled from PDFs and photos. This is intelligent document processing: it reads layouts it hasn't seen before, and it reports how sure it is about each field.
- Categories are suggested, not decided. Each item gets a suggested account, based on the rules your bookkeeper or accountant sets and on how similar items were posted before.
- Transactions are matched. Bills are matched to payments and receipts to card lines. Lump-sum payouts are split into sales, refunds and processor fees, so they reconcile to the bank.
- Anything uncertain goes to a person. New suppliers, unusual amounts, missing receipts, possible duplicates and unclear readings land in a review queue with the source document attached. The automation does not guess.
- Your bookkeeper approves, then it posts. Reviewed items post to your accounting software in a batch. Every entry keeps a link to its source document and a record of who approved it.
- Missing paperwork is chased. If a card line still has no receipt after a set number of days, the person who spent the money gets a reminder with a link to upload a photo.
- Month end starts from a clean list. Your bookkeeper sees what's reconciled, what's waiting and what's missing, instead of starting from a stack of paper.
A qualified person keeps the judgment, the tax decisions and the sign-off. The automation applies the rules they set and prepares the work. It does not file returns, decide tax treatment or give tax or accounting advice. Your bookkeeper or accountant reviews what it prepares and stays responsible for the books.
How it connects
Bookkeeping sits downstream of almost everything else a business does, so it draws on the rest of the system.
- Invoicing and payments. When Maestro sends invoices on job completion and chases late payments, those records reach the books already matched to the customer and the job.
- Quotes and deals. Accepted quotes from quote follow-up, run by Cadenza, Worcia's sales follow-up automation, can carry the amount and the service through to the invoice, so revenue is categorized by service from the start.
- Older systems. If part of your finance work lives in a system with no API, such as an older desktop accounting package or a supplier portal, see legacy system data entry.
- Reporting. Once the books are current, Maestro can prepare the monthly figures you review, from the same reconciled data.
For what AI can and can't do in bookkeeping, read how to automate bookkeeping. To estimate whether it's worth it at your volume, read how to calculate the ROI of AI automation.
What we measure
During the Growth Blueprint, we take a baseline from a recent month of your books with your bookkeeper. After launch, we report against the agreed targets.
- Days from month end to reconciled books. The number of days after a month closes until every bank and card account is reconciled. Measured from reconciliation dates in your accounting software.
- Transactions matched and categorized without manual entry. The share of transactions where the suggested match and category were approved unchanged. Measured from the review log.
- Items flagged for review, and the reasons. The count of items sent to a person, grouped by reason: new supplier, unclear reading, possible duplicate, missing receipt. Measured from the review queue and used to refine the rules.
- Staff hours spent on bookkeeping data entry. Measured from before-and-after time logs your team keeps for a sample month.