How it works
From a folder of receipts to a closed month
Eight steps, in the order a firm actually performs them. The short version: software drafts, your staff decide, and the file records how every figure was reached.
Your firm is set up as a tenant
Start as Client admin via firm signup, or ask the platform to create your firm and its first admin. Firm leads then invite bookkeepers and assign each person to specific clients. Additional staff authenticate with Google by invitation and see only the clients they are assigned to.
Each client gets a profile and a document channel
Create a client profile with its province, currency, and tax settings, then attach a source. That can be a Google Drive, OneDrive, or SharePoint folder, direct uploads from your staff, or a magic link the client uses to upload documents themselves. Nested subfolders are walked, so a client's own filing habits do not break the sync.
You start a run
A run takes an inventory of every file in the source, then reads each document. Receipts, invoices, and statements become draft ledger lines carrying vendor, date, invoice number, pre-tax amount, tax, gross, and a suggested category, each linked back to the file it came from. Per-client monthly caps mean a misconfigured folder stops rather than loops.
Bank transactions arrive in the same ledger
If the client connects a bank account through Plaid, imported transactions land as drafts alongside the extracted documents. Keeping both in one ledger is the point: matching a charge to its receipt is difficult when the two live in separate systems.
Your staff review
This is the step that cannot be skipped. A bookkeeper works the draft queue, correcting vendor, category, tax, and business-use allocation in place. A single invoice covering several categories can be split; a receipt and its card slip can be combined. Recurring suppliers get vendor rules so the same correction is not made every month. Every edit is recorded per field with its previous value.
Unclear charges go back to the client
When nobody can tell what a charge was for, the bookkeeper raises a question against that line. The client answers it in the portal, and the answer stays attached to the transaction rather than sitting in an inbox.
Approved lines are pushed or exported
Approval is a human action, and only approved lines are eligible to move. They push to that client's QuickBooks Online company with Canadian tax codes and your firm's category mapping, each line recording its sync state. Clients without an integration are served by CSV and report exports instead.
The period is closed
A month-end checklist combines items the platform determines itself with items your firm adds by hand. When the work is done the period closes, and it can be reopened when a late document arrives.
Common questions
- How long does a run take?
- It depends on how many documents are in the folder. A run reports its file inventory as it goes, so you can see what was found and what has been processed rather than waiting on an opaque progress bar.
- Can we use Veridbooks without connecting anything?
- Yes. Staff can upload a month of documents directly, review the drafted lines, and take the output as a CSV or report. Drive, OneDrive, Plaid, and QuickBooks connections are each optional.
- What happens if a run gets something wrong?
- It is a draft, so a reviewer corrects it in the ledger and the change is recorded with the previous value. If the same supplier is wrong every month, a vendor rule fixes it permanently for that client or across the firm.
- Who is responsible for the numbers?
- Your firm. Drafts are assistive only, and nothing is filed by Veridbooks. Staff review and approve every figure that leaves your office.
Walk through it with your own files
A real month for a demanding client tells you more than any demo. Tell us about your practice and we will be straight about whether it fits.