Role covered: Bookkeeping clerk
Bookkeeping Agent
Keeps the books current between accountant visits.
Sorts transactions into the right categories, matches receipts and bills to bank payments, chases overdue invoices and prepares a tidy month-end pack for your accountant to review.
Bookkeeping Agentonline on WhatsApp
- 64 new bank transactions
Agent: I sorted 58 from past patterns and matched 31 receipts to their payments.
- Waits for you
Agent: 6 need your review: 2 new suppliers and 4 amounts over the approval limit.
- Open review list
You: All 6 are fine. Both new suppliers are for the office move.
Agent: All 64 are posted. I sent 3 payment reminders and filed the weekly summary.
- Starts when
- The daily bank feed and incoming receipts
- Asks you before
- New suppliers, unusual amounts and the month-end pack
- Works in
- Xero or QuickBooks
- Bank transactions
How it works
One run of the Bookkeeping Agent, step by step
Green steps are done by the agent. The yellow step is where you check the work. Press play, or pick a step.
Bookkeeping Agent: one run
Step 1 of 5: Starts
New transactions arrive
New bank transactions arrive, or a receipt is forwarded or photographed.
- Handled by
- Your tools
- Touches
- Bank transactions
Division of work
What the agent takes, and what stays with you
The routine work goes to the agent. The judgment stays with your team.
The agent handles
- Sorting bank and card transactions into categories
- Matching receipts and bills to payments
- Raising and chasing invoices on your schedule
- Flagging duplicates and unusual amounts
- Preparing the month-end pack
You keep
- Tax decisions and filings
- Approving and making payments
- Your accountant's review and sign-off
Guardrails
You stay in control of every agent
An agent is a new team member with a narrow job, limited access and a manager. These four rules apply to every one I build.
Approval first
Customer-facing or costly actions wait for a person until you decide a step can run on its own.
Only what it needs
The agent gets its own login with only the access the job needs. No shared passwords.
Full log
Every read, decision and action is recorded, so you can see what it did and why.
Off switch
Pause the agent at any time. Your tools keep working exactly as they did before.
Getting started
From first call to an agent you trust
Every agent starts supervised. It earns more freedom only after it has done the job well on real work.
- 01
Map the job
We write down the task as it is done today: the inputs, the rules, the exceptions and what good looks like.
- 02
Build on your data
I build the agent and test it on real past cases until its work matches your standard.
- 03
Supervised launch
It runs live with every action approved by you, and the rules are tuned on real work.
- 04
Run and improve
Approvals are relaxed where the agent has earned it. I monitor it, report on it and keep improving it.
Questions
About the Bookkeeping Agent
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- Starts when
- A document arrives by email, upload or scan
- Asks you
- Low-confidence fields and failed checks
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- Starts when
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- Asks you
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- Works in
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Put the Bookkeeping Agent to work
Tell me how the job is done today. I will tell you what the agent can take over, what it needs access to, and what should stay with a person.