Veridbooks

Feature

Receipt and invoice data extraction for bookkeeping firms

Manual data entry is the part of a bookkeeping engagement that scales worst. Every new client adds another pile of receipts that somebody has to key in before any real work begins. Veridbooks handles that first pass: it reads what the client sent and produces draft ledger lines, coded and totalled, for your staff to check.

What a run actually does

You point Veridbooks at a folder of client documents and start a run. The service walks the folder, records an inventory of every file it found, and processes them one by one. Mixed formats are normal in this work, so scanned images, photographed receipts, and PDF invoices are all handled in the same pass.

Each document becomes one or more draft lines in that client's expense ledger. Nothing is posted anywhere and nothing is filed. A run produces a draft, and the ledger records which source file each line came from so a reviewer can open the original without hunting through a shared drive.

  • Vendor name, transaction date, and invoice number where the document shows them
  • Pre-tax amount, tax amount, and gross total, kept as separate fields
  • A suggested expense category, which your vendor rules can override
  • A link back to the source file the line was read from

Where the documents come from

Most firms already have a document channel with each client, so Veridbooks connects to the ones in common use rather than asking everyone to change habits. You can link a Google Drive folder, a OneDrive or SharePoint folder, or simply upload a month of files by hand. Nested folders are walked, so a client who organises by month or by card does not break the sync.

Clients who send nothing until you ask can be handled from the portal instead. A magic link lets them upload documents themselves without you creating an account for them or teaching them a new tool.

Fixing the first pass quickly

Extraction is a first pass, not a verdict, and the review tools assume you will change things. The ledger grid edits in place across date, vendor, category, notes, pre-tax, tax, gross, business-use allocation, and tax-exempt status.

Two document shapes cause most of the manual cleanup in this kind of work, so both have direct handling. A single invoice covering several expense categories can be split into separate lines. Several documents that represent one transaction, such as a receipt and its matching card slip, can be combined.

When a client always miscodes the same supplier, a vendor rule fixes it permanently. Rules can be set for one client or across the whole firm, so a correction one bookkeeper makes in March does not have to be rediscovered by a colleague in April.

What stays with your staff

Extraction gets figures onto the page. Deciding whether an expense is deductible, what business-use percentage applies, and whether the coding survives review is professional judgment, and Veridbooks does not attempt it. Lines stay in draft until a person approves them, and the firm remains responsible for every number that leaves the office.

Common questions

What document formats can Veridbooks read?
PDFs and common image formats, including photographed and scanned receipts. Legibility still governs the result: a blurred or cropped photo produces a line that needs more correction than a clean scan.
Does extraction post anything to the accounting file?
No. A run only creates draft ledger lines inside Veridbooks. Nothing reaches QuickBooks Online until a staff member approves the line and chooses to push it.
What happens to documents the service cannot read?
They stay in the run's file inventory so you can see exactly what was received and what produced a line. Nothing is silently dropped.

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See whether it fits your practice

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