source
Whatever the suppliers send
PDFs, scans, photographs and office files, arriving at a dedicated email address or by upload.
Supplier invoices, read and coded
A batch of supplier invoices, returned as finished entries.
For independent bookkeepers who key in accounts payable every month, and for small companies that keep their own books.
Send a batch See what comes back
The first batch costs nothing.
01The situation
The part of the month nobody looks forward to.
A month of supplier invoices arrives as a folder of PDFs, a handful of photographs taken on a job site, and something a supplier still sends by fax.
Whoever does the keying opens each one in turn, reads off the supplier, the invoice number, the dates and the total, types all of it into the books, then chooses an account for every line. Forty invoices, or three hundred. At month end the whole lot gets checked against the supplier statements.
The work is painstaking rather than difficult. It takes hours, and one mistyped figure costs far longer to find than it took to make.
02How it fits
Between the inbox and the ledger.
Nothing changes at either end. Suppliers send what they always sent, and the books stay yours. What changes is the middle: the keying is handled for you, and those hours go back into the work only you can do.
checked
Read, checked, coded
Every field read off the document, every line given an account from your own chart, and every invoice checked by a person before the batch leaves.
book
Your books, unchanged
A CSV formatted for import, or the bills posted straight into QuickBooks Online. Your chart, your rules, your approvals.
03In and out
What you send, and what comes back.
You send
- A batch of invoices — PDFs, scans, phone photos, office files
- To a dedicated email address set up for you, or by upload
- Your chart of accounts, as a CSV export from whatever system you keep the books in
You get back
- One row per line item, not one row per invoice
- Supplier, invoice number, invoice date, due date, terms, totals
- A description and an amount on every line
- A suggested GL account beside each line, drawn from your own chart
- A CSV formatted for import, or bills posted straight into QuickBooks Online
04Every line
Every line, not just the total.
A supplier invoice usually holds several different kinds of cost. Read only the total and you lose that, and someone has to open the document again to split it. So each line is read separately and given its own account.
Building materials supplier
INV-40119 03/04/2026
Framing lumber, 40 pcs412.00
Delivery to site85.00
Waste removal fee36.50
Total checked533.50
Framing lumber, 40 pcs6410 Repairs & Maint.412.00
Delivery to site6415 Freight85.00
Waste removal fee6350 Waste Removal36.50
05If you want them
Two things you can switch on.
Splitting a cost across buildings or job codes
Set the percentages in advance — evenly, by square footage, by unit count, or figures you choose yourself — and shared costs come back already split, reconciling to the cent. If you've provided a split rule, it's applied. If not, the line comes back whole.
Posting straight into the book
Instead of a file to import, bills can appear in QuickBooks Online with their lines and accounts in place. A supplier that doesn't exist yet is created. If the same supplier and invoice number come up twice, it's flagged before anything is posted.
06Plainly
What this does not do.
- It doesn't work out which building an invoice belongs to.If you've provided a split rule, it's applied. Without one, the line comes back unallocated for you to place.
- It doesn't decide whether something is an expense or an asset.That judgement is yours, and it should be.
- It doesn't pay anyone.No bank connection, no payment run, no card details.
- It doesn't fill in what isn't printed on the page.A missing due date comes back missing, not estimated.
- It isn't software you log into and run yourself.It's finished work handed back to you, checked by a person first, not a tool you have to learn and operate.
07Pricing
Priced by the page.
from $0.15per page, billed monthly
A page is one side of an invoice. A single-sheet invoice is one page; an invoice running to three sheets is three. Nothing is priced by the client, by the seat, or by how busy the month happens to be.
Every batch is counted when it arrives, and the count comes back with the finished work, so the bill is arithmetic you can check against the file rather than an estimate you have to trust.
08Questions
Questions I get asked.
How long does a batch take?
A batch of up to 100 invoices comes back within 24 hours. Anything larger gets a delivery date before the work starts, so you are never waiting on an answer you didn't ask for.
Do you need access to my QuickBooks?
No. The file route needs nothing but the invoices and a chart of accounts export. Direct posting needs a connection, and that's a choice to make later, once you've seen the work.
What if the photos are bad?
Crooked, shadowed and creased is normal and usually fine. What can't be read reliably isn't guessed at — it comes back named, so you know exactly which invoice needs a second look.
What happens to my clients' documents?
They're used to do your work and nothing else — never shared beyond what doing the work requires, never resold, never used to train a public model. Reading a document does involve a commercial document-processing service working under a business agreement, not a free consumer tool. They're kept only as long as the work requires, and deleted whenever you ask — including straight after a batch is settled. The privacy notice sets out exactly what is held, where, and for how long.
What if a line comes back on the wrong account?
Send the correction back with the file. It's kept as a rule, so when that supplier sends that line again it comes back coded your way. Lines worded differently are still read rather than assumed.
Which systems does this work with?
QuickBooks Online, either as an import file or posted directly. For anything else, the CSV carries supplier, dates, terms, line items and accounts, which is what an import needs.
Do I have to commit to anything?
No. The first batch costs nothing and there's no agreement to sign. If the work isn't good enough, that's the end of it.
Send one batch. Decide afterwards.
Send a batch of up to 30 invoices along with a CSV export of your chart of accounts. It'll be done at no cost and sent back within 24 hours, so the accuracy can be judged on your own documents rather than on a description. Nothing to install, nothing to sign.
kerop@yourownjunior.com