Enquiry intake
New bookkeeping enquiries captured and qualified the same day.
Industries · Professional Services
Keep Every Monthly Close Moving Without the Manual Chasing
Bookkeeping runs on a monthly rhythm, and the rhythm breaks when documents and reconciliation questions wait on email. The AI runs the cadence so your team can do the work.
4.9/5 rating
1,200+ reviews
8+ years experience
500+ clients
A monthly close, on rails
- Day 1Close reminder and document checklist sent to every client
- Day 3Missing receipts and statements chased automatically
- Day 5New-client enquiry captured and qualified
- Day 10Reconciliation questions sent as one clear list
- Day 15Clients updated on progress without a phone call
- MonthlyRecurring service reminder and upsell surfaced
How bookkeeping firms get clients
Recurring revenue lives on a monthly clock
Bookkeeping is sold on reliability, so a missed close or a slow reply costs more trust than a lower price elsewhere.
Where the work comes from
- Referrals from accountants, tax preparers and existing clients.
- Local search for ‘bookkeeper near me’ and niche terms per industry.
- Partnerships with tax firms who pass recurring work on.
- Web forms from small businesses at month and quarter end.
Illustrative: a frozen monthly close
- Day 1Statement request sent by hand
- Day 4No reply — nobody has time to chase
- Day 9Client emails ‘are we up to date?’
- Day 14Close finally starts, behind schedule
- ResultSame work, later — and a client losing confidence
Monthly-close leaks
Where bookkeeping firms quietly lose margin
Manual chasing eats the margin on every recurring engagement.
Common leaks
- The same document requests sent by hand every single month.
- Reconciliation questions spread across five email threads.
- New enquiries answered days late while the team is closing.
- Clients who never hear progress and start shopping for someone cheaper.
- Add-on services (payroll, advisory) never offered because no one remembers to.
- Disengaged clients who drift away without a structured check-in.
Illustrative: where the month goes
- AdminChasing documents and answering ‘what do you still need?’
- ReworkLate or missing items that force a second pass
- OpportunityExisting clients who would buy payroll or advisory
- Follow-upPast enquiries never revisited for the next month
- ResultHours spent on coordination, not on the books
The exact AI system
A monthly operating rhythm, automated
The system runs the cadence; your bookkeepers run the accounts.
What the system handles
- Captures and qualifies new bookkeeping enquiries promptly.
- Sends the monthly close reminder and document checklist.
- Chases missing statements and receipts on a polite cadence.
- Sends reconciliation questions as one consolidated list.
- Updates clients on progress so they stop chasing you.
- Surfaces payroll, advisory and catch-up upsells to the right clients.
Close cycle, connected
- Day 1Reminder + checklist delivered to the whole client list
- Day 3Automated chases for anything outstanding
- Day 5New enquiry captured, qualified and booked
- Day 10Reconciliation list sent; flags unusual items to staff
- Day 15Progress update sent; upsell surfaced where relevant
- Month endRecurring-service reminder queued for next cycle
What the AI handles end-to-end
The recurring admin, handled every month
Reliable monthly coordination — the reason clients stay.
Close reminders
Monthly cadence run automatically for every client.
Document chasing
Missing statements, receipts and records nudged until received.
Reconciliation follow-up
One clear list of questions, chased until answered.
Client updates
Progress notes that replace ‘any news?’ phone calls.
Onboarding
New-client details and access steps collected cleanly.
Upsell prompts
Payroll, advisory and catch-up work surfaced to fit clients.
Retention check-ins
Quarterly touchpoints that keep quiet clients engaged.
CRM updates
Every client interaction logged with next action.
Reporting
Close completion, chase rounds and source of new clients.
Sample follow-up sequence
A receipt chase that actually closes
A cadence for the thing that delays every close.
Missing receipts — Day 0 to Day 10
- Day 0Itemised list of exactly what is missing, with categories.
- Day 2Offer a secure upload link or a quick call to gather items.
- Day 4Close-date context: what the delay affects, information only.
- Day 7Last easy request, with a one-tap upload link.
- Day 10Flagged to the bookkeeper; client offered a 10-minute call.
Chases are polite, itemised and stop the moment the client responds.
Human in control
What stays with your bookkeepers
The agent coordinates; your team reconciles and advises.
- All accounting judgements and reconciliation decisions.
- Final sign-off before anything is filed or submitted.
- Fees, scope and engagement terms.
- Client communication that goes out in your name.
- Any client who asks a person to handle their accounts.
Coordination only
The agent’s knowledge base holds your process, close calendar and document lists — not accounting rules it could misapply. Anything unusual is flagged to a person.
No fabricated numbers, deadlines or advice. Your team owns the accounts.
Owner visibility
Close status and client health at a glance
See which closes are on track and which clients are drifting.
Close tracker
Every client with document status, chase rounds and close progress.
Client health
Who is engaged, who has gone quiet, who is a fit for add-ons.
Source reporting
Which referral or channel produced new recurring clients.
The questions an owner asks
- Which closes are blocked and by what?
- How many chase rounds does the average client need?
- How much add-on revenue did the cadence surface?
Attribution on the client
- SourceReferral / tax firm partner / website form
- LeadNew recurring client — retail, monthly close
- Agent actionOnboarding checklist sent; first close reminder queued
- OutcomeSmooth close → payroll upsell offered
- ReportingRecurring clients and close outcomes by source
FAQ
Questions, answered
Will the AI do the bookkeeping?
No. It handles the coordination around the work: intake, the monthly document request, the reconciliation follow-ups and the client updates. The bookkeeping itself stays with your team.
How does the monthly close reminder work?
The agent runs your approved monthly cadence — requesting statements, chasing missing receipts and reminding clients of the close date — so your team is not the one sending every nudge.
Can it chase reconciliation questions?
Yes. It sends a clear, itemised list of what is outstanding and follows up until the client responds, then flags anything unusual to a human.
Does it work with QuickBooks or Xero?
We build around QuickBooks, Xero and common CRMs, and are honest where a native connection is not available.
Is client financial data safe?
Access is scoped to your approved systems, sensitive fields can be limited, and outbound communication is held for human approval.
Can it help win new bookkeeping clients?
Yes — new enquiries are captured and qualified promptly, and quotes or onboarding steps are staged for your approval, so nothing sits over a weekend.
Get your plan
Put this to work on your pipeline
Tell us how leads come in today. On the call we map the fastest fix — usually response time or follow-through.
- A free 30-minute AI strategy call — no obligation.
- A scoped blueprint: your biggest leak and the first automation to fix it.
- Honest fit check — if automation is not your fastest win, we say so.
The fastest way in: answer six short questions and we will map your lead journey, find the biggest leak and show the fastest automation win — before we ever get on a call.
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Ready to run every monthly close on schedule?
Book a free AI strategy call and we will map your close cadence and document chase against this system.