Built for firms, not single bookkeepers
A solo bookkeeper and an accounting firm both need receipts turned into transactions. The firm also needs to prove how it happened. Who coded this? Who checked it? Was the partner sign-off before or after it posted? When a client asks why a charge landed in the wrong class, the answer has to be on record, not in someone's memory.
ReceiptQBO's Firm plan is designed around that second need. It covers up to 100 QuickBooks Online client companies and 10,000 documents a month pooled across them. It adds a three step workflow with preparer, reviewer and approver roles, a confidence threshold set per client, practice-wide rule templates, an exportable audit log, a monthly reconciliation report and a monthly close checklist. Staff sign in with Google, roles can be granted per client, and the firm can pay by invoice.
If your practice is smaller, the Bookkeeper plan covers up to 25 clients with preparer and reviewer roles. Our page on the receipt scanner for bookkeepers describes that plan in detail.
Preparer, reviewer, approver
Most firms already split receipt work this way, often in a spreadsheet or by habit. ReceiptQBO turns the habit into a rule the software enforces.
- Preparer. Works the review queue, fixes vendor, date, total, tax and account where the AI model was unsure, and saves corrections as rules.
- Reviewer. Checks the preparer's work, especially edits to amounts and accounts, before anything moves on.
- Approver. Signs off before posting for clients where the firm wants a final check, for example clients with sales tax filings or a year end audit.
Owners and admins manage the practice: plans, clients, staff and rule templates. Because roles are granted per client, a senior can approve for the larger accounts while a junior prepares for the smaller ones, and staff only see the companies they are assigned to.
Every step is logged: received, read, rule applied, edited, approved and posted, with the person and the time. That record is what lets a partner answer a client question in a minute instead of an afternoon.
Fwd: Your Lowe's receipt
Forwarded email, 2 min ago
IMG_4471.HEIC
Client link, 9 min ago
Invoice #88213 from Sunbelt Rentals
Gmail filter, 22 min ago
38 files from October folder
Batch upload, 1 hr ago
Thresholds that match each client's risk
Not every client deserves the same level of attention. A coffee shop with steady vendors is not a construction company with job costing and retainage. A single firm wide setting either wastes reviewer time on the easy clients or lets risky items slip through on the hard ones.
ReceiptQBO gives every field a confidence score: vendor, date, total, tax and account. Each client has its own threshold. The default is 90 percent. A document whose scores meet the threshold is approved and posted automatically. Anything below it goes to the review queue, which runs across all clients and puts the lowest confidence items first.
On the Firm plan, you set that threshold per client. Raise it to 98 percent for a client in a sales tax audit, so almost everything gets human eyes. Lower it for a client whose vendors are fully covered by rules. The queue reflects the change at once.
Rules help in the same direction. A vendor rule overrides the AI, so a well covered client sends very little to review. Our guide to vendor rules shows how firms build them in the first month.
Practice-wide rule templates
A firm sees the same vendors across many clients: fuel stations, phone carriers, software subscriptions, office supply stores. Writing the same rule 60 times is the kind of work a firm should not do.
Practice-wide rule templates solve it. Build a template once, for example "fuel stations to Car and Truck, Fuel" or "software subscriptions to Dues and Subscriptions", and apply it to any client. Each client still keeps its own chart of accounts, classes and locations synced from its QuickBooks Online company, and the coding always lands in those lists.
Client specific rules still win. If one client codes fuel to a job cost account with a class for each crew, its own rule overrides the template. That layering keeps the defaults consistent across the firm while respecting each client's books.
New clients benefit most. Instead of starting with an empty rule set, they start with the firm's accumulated knowledge, and the first month needs far less review.
Expense, ready to post
96%- Vendor
- Sunbelt Rentals
- Account
- 6600 Equipment Rental
- Class
- Field Ops
- Location
- Round Rock
- Project
- Lakeview Deck Project
- Billable
- Yes, to customer
Month end with a checklist, not a chase
Month end is where receipt tools either save time or move the work around. ReceiptQBO aims at the part that usually hurts: missing receipts.
Every receipt is matched by amount within a short date window to bank and card transactions already in QuickBooks, and to imported CSV, OFX, QFX or QBO Web Connect statements. A matched receipt is attached to the existing transaction rather than creating a new expense. Bank lines without a receipt form each client's missing receipts list.
Each week, on a weekday you choose, the client contact receives an email listing those charges with a no-login upload link. Staff can also send it at once with the send now button. How that email reads is on the missing receipt reminders page.
The Firm plan adds a monthly close checklist and a reconciliation report per client. The checklist tracks what is done for the period. The report shows what was received, matched, posted and still missing. Together with the audit export, it gives the partner a single view of where each client stands before the books close. Our article on a monthly missing receipts workflow covers how firms schedule it.
Security and the way staff sign in
A firm with 100 client connections needs to treat them carefully. Each QuickBooks Online company connects through the Intuit sign-in, so ReceiptQBO never sees a QuickBooks password. Tokens and files are encrypted at rest and protected with TLS in transit. Disconnecting a company revokes its tokens.
Access follows roles, and on the Firm plan roles are set per client. A preparer assigned to ten clients sees those ten. When someone leaves, removing them ends their access to every client at once, and the audit trail keeps their past actions on record.
Staff can sign in with Google, which lets the firm manage access from its existing accounts. The firm can be billed by invoice rather than card, which suits most accounts payable processes.
Pricing for the Firm plan is $899 a month, or $449 a month billed yearly, which is $5,388 a year. If the firm passes its document allowance in a month, extra documents wait in the queue. Upgrading charges only the difference for the rest of the period. The full plan list is on the pricing page.
What the Firm plan adds over Bookkeeper
| Feature | Bookkeeper | Firm |
|---|---|---|
| Client companies | Up to 25 | Up to 100 |
| Documents per month, pooled | 2,500 | 10,000 |
| Roles | Preparer and reviewer | Preparer, reviewer and approver, set per client |
| Confidence threshold | Default per client | Set per client |
| Rules | Client vendor rules | Client rules plus practice-wide templates |
| Audit | Audit trail in the app | Audit log export and monthly reconciliation report |
| Close | Missing receipt reminders | Reminders plus monthly close checklist |
| Sign in and billing | Email sign in, card billing | Sign in with Google, invoice billing |