# Automated bookkeeping and bank reconciliation

> Bank and card statements are read every night; your rules explain each line with its evidence, a person approves the rest, and everything is entered in your accounting.

Page: https://www.visiona.ca/en/solutions/bookkeeping-bank-reconciliation  
Français: https://www.visiona.ca/solutions/tenue-de-livres.md

**Who it is for**: Accounting and management in SMBs, with QuickBooks, Zoho Books or an ERP

See the demo: https://www.visiona.ca/solutions/tenue-de-livres/demo (Demo on fictional data.)

## The problem

Each statement line is explained by hand: find the receipt, guess the account, split the taxes. The month closes late.

- Hours of reconciliation every month
- Lost receipts and miscoded expenses
- A month-end that depends on one person

## What changes

Known lines explain themselves; your team sees only the exceptions, with the rule and the evidence.

- The month closed in days
- Every entry backed by its document
- Every decision logged

## How it works

- Bank and card statements are read every night
- Receipts and invoices received by email are read by AI
- Your rules match each line: supplier, account, taxes, document
- A person approves or explains the rest, then everything is entered

## Anonymised use case: A 15-person services company, 250 statement lines a month

The owner reconciles the bank statement and two credit cards in the evening, receipt by receipt, and the accountant receives a box of paper at year-end.

| Per transaction | Before | With the brain |
|---|---|---|
| Explain a statement line | 3 min | 10 s |
| Find a receipt | 5 min | already attached |
| Close the month | 2 days | 2 hours |
| 250 lines a month | 12.5 h | 45 min |

### Mistakes the rules avoid

- Recurring supplier: known account and taxes, applied every time
- Card purchase matched to its receipt within $1 and 3 days
- Deposit equal to an open invoice's balance: the invoice becomes paid
- Line with no rule: waits for an explanation, never guessed

### Exchanges avoided

- The "do you have the receipt for…?" emails to staff
- Year-end back-and-forth with the accountant
- Reminders for invoices already paid

About 12 hours a month given back to management, and a month closed in days.

*Estimates from our projects, for one complete operation; your volumes change the total.*

## Custom built, from a proven base

This is not off-the-shelf software. The solution has already been built and run in production; your project starts from that code, then everything is fitted to your team:

- **Your integrations** built for your systems, through their API, not a generic connector.
- **Your data sources** your email, your ERP, your Excel files, as they are today.
- **Your rules** written in code with your team, then checked on last month's data.
- **Your interface** the screens, approvals and alerts your team needs, nothing more.

Starting from a proven base means a first result on your own data in the first week.

## What the solution includes

- Bank and card statements read every night
- Receipts and invoices received by email, read and filed
- Rules per supplier: account, GST and QST split
- Customer payments matched to their open invoices
- An exception queue: what no rule explains waits for a person
- Entries posted to your accounting once approved
- GST and QST filing reminders

## Systems already integrated, for example

- Accounting: QuickBooks, Zoho Books, or your ERP
- Email: Microsoft 365 and Outlook, Google Workspace
- Banks and cards: exported statements or your bank's files
- Documents: PDFs, receipt photos, Excel

Each integration is built for your systems. Yours isn't listed? We integrate it through its API.

## Your first three sprints

1. **Connect** Your sources are connected and a first version runs on your real data.
2. **Rules** Your rules run on last month's data and are compared with what the team did by hand; every gap is explained.
3. **Release** One team uses it first, with every decision tracked, then we widen.

## Price

**$1,500 CAD** per sprint, one week. One sprint = one usable feature.

- **Fixed price, known upfront** No hourly rate, no overruns.
- **Sprints on demand** Stop before the next invoicing cycle, no penalty.
- **You keep everything** Every feature delivered is yours, even if you stop.

## Our commitments

- **Working code every week** Every sprint ships something your team uses.
- **You own everything** The code, the database, the servers. No licence.
- **Rules you can check** Your rules written in code, every decision logged.
- **Fixed price, stop anytime** One feature a week, no long-term contract.

## Frequently asked questions

### Do we have to give access to our bank account?

No. The brain reads the statements you export or your bank sends; it does not connect to your accounts and makes no payment.

### What if a line matches no rule?

It waits for a person, with what was found. Nothing is guessed: an unknown line is never entered without approval.

### Can our outside accountant use it?

Yes. They see each entry with its rule and document, and approve or correct it; year-end is prepared month after month.

### How long before it works?

The first sprint reads your real statements and receipts. By the second, your rules run on last month and every gap is explained.

### Who owns the code?

You do. The code, the database and the servers are in your name from the first sprint. No licence, no per-user fee.

### Do we have to change our ERP or accounting software?

No. We work around your systems. If there is no accounting software yet, QuickBooks or Zoho Books is enough as the ledger.

### What happens if we stop?

Nothing breaks. You keep the code, the data and the documentation; another team can take over.

## Discovery questionnaire

Two questions to prepare our first conversation. One minute. https://www.visiona.ca/en/solutions/bookkeeping-bank-reconciliation#questionnaire

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