FAQ
Frequently asked questions
What Veridbooks does, what it deliberately does not do, and the limitations worth knowing before you onboard a practice.
What Veridbooks is
- What is Veridbooks?
- Veridbooks is AI bookkeeping software for Canadian accounting and bookkeeping firms. It reads a client's receipts, invoices, and statements into draft ledger lines, applies province-aware GST/HST treatment, and pushes approved lines to QuickBooks Online after your staff review them.
- Who is it for?
- Accounting and bookkeeping practices that keep books for multiple clients. The workspace is organised around firm staff, client separation, and review controls. Firms can start a Client admin workspace at /signup; additional staff join by invitation.
- Is it a replacement for QuickBooks Online or Xero?
- No. It sits in front of the ledger your client already uses. Document intake, extraction, and review happen in Veridbooks, and approved lines are pushed into the client's QuickBooks Online company or exported as CSV.
- Is Veridbooks a bookkeeping service?
- No. It is software your firm operates. We do not keep books for your clients or place staff on your engagements.
What it automates, and what it does not
- What does the automation actually do?
- It reads documents and produces draft ledger lines with vendor, date, invoice number, pre-tax amount, tax, gross, and a suggested category, each linked to its source file. It also applies your vendor rules and the client's provincial tax treatment.
- What is left for staff to do?
- Judgment. Whether an expense is deductible, what business-use percentage is defensible, whether a charge is personal, how an unusual transaction should be treated, and whether the coding survives review. Lines stay in draft until a person approves them.
- Can it file tax returns?
- No. It prepares workpapers and totals that support a return. Filing happens in your own process and your staff remain responsible for the figures.
- How accurate is the extraction?
- It depends on document quality, and we would treat a single headline accuracy figure with suspicion from any vendor. A clean scan produces a line needing little correction, while a dark photograph of a crumpled receipt does not. The point that matters is that a wrong line looks exactly like a right one, which is why review is a required step rather than a suggested one.
Canadian tax handling
- How are GST, HST, PST, and QST handled?
- Tax settings follow each client's province rather than a firm-wide default, so a firm in one province can serve clients in another without changing a global setting. Provinces that charge PST or QST on top of GST are handled separately from harmonised provinces because the components behave differently on a return.
- Is Quebec supported?
- Yes. Quebec customer files use GST 5% + QST 9.975% for draft tax assist. Staff still review every figure, and filing with CRA and Revenu Quebec remains your firm's process.
- Where is business-use percentage set?
- On the ledger line, after a run. You cannot sensibly decide that vehicle costs are seventy percent business before you can see which lines are vehicle costs, so the field lives on each row and is editable during review.
- Does it keep the tax component separate from the total?
- Yes. Tax is stored as its own field rather than folded into the gross, which is what makes an input tax credit total meaningful and traceable later.
Documents and integrations
- How do client documents reach Veridbooks?
- Link a Google Drive, OneDrive, or SharePoint folder, upload files directly, or send the client a magic link to upload their own. Nested subfolders are walked, so a client's own filing habits do not break the sync.
- Do clients need an account?
- No. The portal works by magic link, so there is no password to reset and nothing for your staff to provision.
- Do Canadian banks work with the Plaid connection?
- Coverage varies by institution and is generally stronger for United States banks. For many Canadian clients a linked Drive folder or direct statement upload is more dependable, and both feed the same ledger.
- What if a client will not connect QuickBooks?
- Use the exports: a QuickBooks-shaped CSV, a category matrix, a summary report, a bookkeeper report, or a CRA GIFI CSV (partial income statement for TaxCycle / T2 after review). Map categories to GIFI codes under GIFI category maps on the customer page. The review workflow is unchanged.
Access, security, and control
- How do staff get access?
- By invitation only. Firm staff authenticate with Google and are assigned to specific clients. There is no public registration, and access is refused rather than reduced for anyone without an invitation.
- Can a bookkeeper see every client?
- Only the clients they are assigned to. The membership filter is applied when data is loaded rather than by hiding interface elements.
- What stops a runaway automated process?
- Per-client monthly run caps and a global suspend control. A misconfigured folder produces a stopped run rather than an open-ended cost.
- Can firms choose what happens when document or page limits are exceeded?
- Yes. Firms can choose overage behavior on Firm → Billing: stop agent runs when a customer hits the included document and page allowance, or keep running and invoice extras on the next subscription invoice.
- Is there an audit trail?
- Yes. Ledger edits are versioned at field level with the previous value retained, and platform activity is written to an audit log with the acting user, action, entity, and timestamp.
Getting started
- How does a firm start using Veridbooks?
- Start a Client admin workspace at https://veridbooks.com/signup, or email [email protected] / use the contact form for a guided pilot. Tell us about your practice: how many clients, which provinces, and how documents reach you today.
- What does it cost?
- Subscriptions are billed in CAD per active customer with a firm minimum of CAD $1,000 per month. Firm signup shows the minimum; contact us for enterprise or larger books of business.
- How should we evaluate it?
- Run a real month for a demanding client rather than a prepared demo. Demo files are clean; the clients that matter photograph receipts badly and send them late, and that is the case worth testing.
- What languages does the staff interface support?
- English, French, and Spanish.
Question not answered here?
Ask us directly. We would rather tell you Veridbooks is a poor fit for your practice than find out three months into an onboarding.