Done-for-you invoice processing for bookkeeping & AP firms
Invoices in.
Clean books out.
Send us your clients' invoices. We return finished, checked entries ready to import into QuickBooks Online or Xero. Every invoice is math-checked, duplicates are caught, and anything unclear is flagged, never guessed. You pay only for invoices that pass.
- Pay per accepted invoice
- QuickBooks Online & Xero
- Human-reviewed exceptions
- No contract
The problem
Invoice entry is the most expensive typing your firm does.
Hours lost to keying
Every invoice is minutes of skilled staff time spent copying vendor names, dates, totals and line items from PDFs and phone photos.
Errors slip through
A total that doesn't add up, a misread date, the same invoice entered twice. Small mistakes become cleanup work at month-end.
Tools still need checking
Capture apps read the document, but someone on your team still has to check every field before it goes into the books.
How it works
Three steps. Nothing new for your clients to learn.
- 1
Forward or upload
Email invoices to a private intake address for each client, or drop them in a shared folder. PDFs, scans and phone photos all work.
- 2
We extract and check
AI reads every field and line item. Our rules check the math, dates and duplicates. A trained reviewer handles anything that doesn't pass.
- 3
Import and move on
Get vendor, dates, totals, tax and every line item as a QuickBooks- or Xero-ready file, usually the same business day.
What you get
Finished entries, not drafts to fix.
Import-ready files
Header and line-item files formatted for QuickBooks Online or Xero, ready to import. Direct delivery into your books is coming soon.
Every line item
Description, quantity, unit price and amount for every line, not just the total.
Exceptions with reasons
Anything we couldn't confirm comes back flagged with exactly what's wrong, so your team knows where to look.
An audit trail
Every correction is recorded: what was changed, why, and when.
Fields captured on every invoice
Need custom fields? Available on the Firm plan. GL coding rules are coming soon.
Quality control
Three layers of checking on every batch.
Rules check every invoice
Seven automatic checks run on every document. We don't rely on the AI to tell us when it's unsure; the math has to work.
People review the exceptions
Anything that fails a check goes to a trained reviewer who fixes it, confirms it, or sends it back to you with the reason.
Spot checks on accepted work
We re-check a random sample of invoices that passed, so we know our real accuracy, and every error we find becomes a new rule.
An invoice is billable only if it passes every check
Totals reconcile
Line items equal the subtotal; subtotal plus tax and fees equals the total.
Line math is right
Quantity times unit price matches every line amount.
Required fields present
Vendor, invoice number, date and total, every time.
No duplicates
The same vendor and invoice number is caught across batches.
Dates make sense
Readable, not stale, not in the future, due after issued.
Nothing guessed
Blurry or cut-off values are flagged, never filled in.
How we compare
Capture tools give you a draft.
We give you a finished entry.
| Manual entry | Capture app | WorkUnit Labs | |
|---|---|---|---|
| Who checks each field | Your team | Your team | Our rules and reviewers |
| Line-item detail | If someone has time | Often skipped or merged | Every line, every time |
| Totals that don't add up | Caught at month-end, maybe | Passed through silently | Flagged before delivery |
| Duplicate invoices | Easy to miss | Sometimes caught | Caught across batches |
| Phone photos and messy scans | Slow | Hit or miss | Read, checked, or flagged |
| What you pay for | Staff hours | Seats or documents, right or wrong | Only invoices that pass |
Savings calculator
What does invoice entry cost you today?
Enter your own numbers. We compare your current cost with the right WorkUnit Labs plan for your volume.
Estimate only. Assumes every invoice passes; invoices that fail a check aren't billed, so your actual cost can only be lower. Your team still posts entries and approves payments.
Test it on 200 invoices for $99Pricing
Priced by the invoice, not the seat.
No setup fees. No contracts. Invoices that fail a check are always free.
Pilot
- Up to 200 invoices
- Full line-item extraction
- QuickBooks / Xero-ready files
- Results report: accuracy and time saved
Practice
- Everything in Pilot
- Private intake inbox per client
- Same-business-day turnaround
- Duplicate detection across batches
Firm
- Everything in Practice
- Lower $0.45 rate after 1,000
- Custom fields
- Priority support
- Coming soon: direct QuickBooks / Xero delivery and GL coding rules
Backlog & volume
- Clear a backlog or a year of catch-up
- Most invoices back in 24–48 hours
- Reviewed exceptions follow in stages
- Starts with a paid 1,000-invoice test
"Accepted" means the invoice passed every check, or was fixed and confirmed by our reviewers. Monthly plans renew monthly; cancel any time.
The 30-day pilot
See it on your own clients' invoices before you commit.
- Day 1
Kickoff
A short call about your clients and software. You get a private intake address the same day.
- Days 1–30
Send invoices
Forward up to 200 invoices. Each batch comes back within one business day, checked and ready to import.
- Day 30
Results report
Accuracy, exceptions found, turnaround and the time your team saved, side by side with your current process.
- Then
Your call
Choose a monthly plan, or walk away and keep every file we returned.
Who it's for
Built for firms that process invoices for a living.
A great fit
- Bookkeeping firms keying vendor invoices for many clients
- Outsourced AP providers with recurring monthly volume
- In-house AP teams buried in PDFs and email attachments
- Firms with a backlog or a catch-up project to clear
What we don't do
- Approve or send payments: your team stays in control
- Make accounting judgments or post entries for you
- Medical, legal, credit or hiring decisions
Your clients' data
Handled like it's financial data. Because it is.
- Encrypted in transit. Uploads and deliveries travel over HTTPS.
- Used only for your work. Documents are processed to produce your entries and are never used to train AI models.
- Limited access. Only the reviewers assigned to your account can see your documents.
- Retention you agree to. We set a deletion schedule with you before the first batch.
- You stay in control. We prepare entries; your team posts them and approves payments.
FAQ
Questions firms ask us
Is this just OCR?
No. OCR turns an image into text. We return structured entries (vendor, dates, totals, tax and every line item) and check that the numbers reconcile before calling an invoice done.
What counts as an "accepted" invoice?
One that passed every check, or that failed a check and was then fixed and confirmed by our reviewers. Invoices we can't confirm come back flagged with the reason and aren't billed.
What happens when the AI gets something wrong?
Our checks catch most errors before they reach you: totals that don't reconcile, missing fields, duplicates and implausible dates. Those invoices go to a reviewer. If an accepted invoice turns out to be wrong, tell us and we'll credit it.
How fast is turnaround?
Our target is the same business day, and within one business day for pilot batches. Large backlogs are delivered in stages: most invoices within 24–48 hours, reviewed exceptions after.
What file types can we send?
PDFs, scans and phone photos saved as JPG or PNG. Multi-page invoices are fine; anything that isn't an invoice, like a quote or statement, is flagged rather than entered.
Do my clients have to change anything?
No. Keep collecting invoices the way you do now and forward them to the intake address, or drop them in a shared folder.
Which accounting software do you support?
QuickBooks Online and Xero files today. Tell us what you use in the pilot form and we'll tell you how we'd deliver.
We have tens of thousands of invoices. Can you handle that?
Yes. We start with a paid test of about 1,000 of your invoices so we can measure your documents, then quote a per-invoice price and a delivery schedule for the full job.
Is there a contract or setup fee?
No setup fee and no long-term contract. The pilot is a one-time $99; monthly plans renew monthly and you can cancel any time.
Do you post bills or make payments?
No. We prepare clean entries; your team stays in control of posting and payments.
Can we sign a data-processing agreement?
Yes. Ask in the pilot form and we'll send ours, or review yours.
30-day pilot · $99
See it on your own clients' invoices.
We're taking a small number of pilot firms this quarter. Tell us about your workload and we'll reply within one business day.
- Up to 200 invoices for $99
- Side-by-side accuracy report against your current process
- Keep every file we return, even if you don't continue
- Have a backlog? Mention it and we'll quote a volume job