Bookkeeping document intake, sorted by AI and reviewed by your team
Before the books can be closed, the documents have to arrive: receipts, bank and card statements, invoices, payroll reports. They come by email, shared folders and phone photos, with vague file names and missing months. Chasing and sorting them takes time that should go into the actual bookkeeping.
hello kai runs an AI agent that handles intake. It identifies each document, files it by client and period, extracts the key fields and builds a list of what is still missing. Your bookkeepers review the result and decide what to request from the client.
How document intake works
Clients keep sending files the way they do now: email or a shared folder.
Each file is recognized as a receipt, statement, invoice or other type, and matched to a client and period.
Key fields are extracted and gaps are flagged, such as a missing statement month.
A bookkeeper reviews the sorted set and approves any reminder sent to the client.
What the agent does
- Recognizes document types, including photos and scans
- Renames and files documents by client and period
- Extracts dates, amounts and vendors into a table
- Compares what arrived against what each client usually sends
- Drafts reminders listing exactly what is missing
What your team approves
- Categorization and entries in the books
- Any reminder or message sent to a client
- How unclear or unusual documents are handled
- Which clients and document types are in scope
Typical inputs
- Client emails and shared folders
- Your client list and expected documents per client
- Your naming and folder conventions
Typical outputs
- Documents filed by client and period
- A table of extracted fields for review
- A missing-documents list and draft reminders
Frequently asked questions
Does the agent post entries to our accounting software?
Not on its own. It prepares and organizes. Entries and categorization are reviewed and approved by your team. Integrations are assessed during the pilot.
Can it read phone photos of receipts?
Usually, yes. Unreadable images are flagged for a person instead of guessed.
Will the agent email our clients?
No. It drafts reminders; your team decides whether and when to send them.
How do you handle sensitive financial documents?
During the diagnosis we agree on exactly which inboxes and folders the agent can access, and every action is logged. Access stays limited to the process in scope.
How long until we know if it fits?
The free diagnosis looks at a sample of your intake flow. For example, one month of documents from a few clients is often enough to judge feasibility.
Which bottleneck should
we solve first?
Tell us what is slowing your team down today. We start with one process.