An AI bookkeeper that keeps the books current every week
Transactions are categorized as they come in, receipts are matched, and the month-end close starts with a short list of questions.
The month goes by categorizing transactions.
Receipts are missing, the same vendor lands in three different accounts, and questions to the client or the team wait for the last week of the month. The close is always late.
- Accounting firms that want AI agents for accounting firms' monthly routines
- In-house finance teams on QuickBooks, Xero or Sage
- Owners who do their own books and fall behind every month
The agents
Categorizes transactions using your chart of accounts and past decisions, matches receipts from Gmail and Google Drive, and prepares adjusting entries for review.
Checks unusual entries, missing documents and items with tax impact, and marks what needs the accountant's decision.
Runs the close checklist, collects missing receipts from the right people and shows what is still open.
How it works
- Transactions flow in from QuickBooks, Xero or Sage, and receipts arrive by e-mail or in a Drive folder.
- Darwin categorizes each transaction and attaches the matching receipt.
- Uncertain items and anything with tax impact go to Henry, who prepares a question for the accountant.
- Nina asks the team or client for missing receipts by e-mail or Slack and tracks replies.
- The accountant reviews and approves the entries and the close in one list.
Example of what you get
Month-end close file
- Transactions categorized, with the rule or reason used
- Missing receipts and who has been asked for each
- Questions for the accountant, with the options and their effect
- Close checklist status per account
What changes
- Books stay current during the month, not just at the end
- Categorization is consistent from one month to the next
- Accountants spend time on review and advice, not on data entry
Where a person is still needed. The team does not file tax returns, sign financial statements or give tax advice. Every adjusting entry and the final close are approved by an accountant.
Works with what you already use
These are examples. Connect the tool your company already uses for the same job, or your own system through MCP or API.
Bookkeeping team
Can an AI accountant replace my accountant?
No. It does the bookkeeping work: categorizing, matching and preparing. An accountant reviews, decides on the hard items and signs. AI for accounting gives them a cleaner file to start from.
How does AI for bookkeeping learn our categories?
It starts from your chart of accounts and past transactions, and learns from every correction. When it is unsure, it asks instead of guessing.
Is client financial data safe with an AI agent for accounting?
Data stays in your accounting system, Gmail and Google Drive, read through official integrations. Nothing is posted without approval, and every action is logged with its cost.
How long before an AI bookkeeper is useful?
Connect QuickBooks, Xero or Sage and the receipts inbox, and review the first batch of categories together. Plan one working session for that. Opening the team costs nothing, and later work is billed in credits you can see per action.
Can AI agents for accounting firms handle several clients at once?
Yes. Each client gets its own chart of accounts, rules and receipts folder, and each agent only sees the clients it is granted. Darwin keeps categorization decisions per client, so a rule learned for one company does not leak into another.
Which accounting software does the AI bookkeeper connect to?
It works with QuickBooks, Xero and Sage for transactions and entries, Gmail and Google Drive for receipts, and Slack or e-mail to ask for missing documents. It uses the official integrations of each tool, so the books stay in your system.
What happens when the AI bookkeeper is not sure how to categorize a transaction?
It does not guess. The transaction goes to Henry with the likely options and what each one would mean, and he turns it into a question for the accountant. The answer becomes a rule for the next similar transaction.
What is the difference between an AI bookkeeper and bank rules in QuickBooks or Xero?
Bank rules match a fixed text and always apply the same account. Darwin reads the context, such as the receipt, the vendor's history and the amount, and explains the reason for each category. It also finds the missing receipts and runs the close checklist, which rules do not do.
Can I set our own rules for receipts and approvals?
Yes. You decide which accounts need a receipt, from what amount, who approves adjusting entries and how Nina should ask clients for missing documents. You can change these rules at any time, and the team follows the new version from the next transaction.
How do we know if the AI bookkeeper is actually helping?
Look at the month-end close file: how many transactions were categorized without correction, how many receipts are still missing and how many days the close took. Compare those with the months before the team started. Every action is also logged with its credit cost, so you can see what the work used.