0 · Client
Each client keeps their own transactions and merchant memory — corrections you make for one client never affect another. Everything auto-saves.
1 · Load transactions
CSV needs Date, Description, Amount columns (negative = money out). Export from any bank or QuickBooks.
2 · AI categorization
| Date | Description | Amount | Category | Conf. |
|---|
Yellow rows = low confidence — review those first. Fixing a category re-runs all reports instantly, and repeat merchants remember your correction.
3 · Reports
Profit & Loss
Monthly net
Running balance
3·5 · Reconciliation
| Month | Book ending balance | Statement ending balance | Difference | Status |
|---|
Enter each month's ending balance from the actual bank statement. ✓ means the books are proven against the bank to the penny. A difference means a missing, duplicated, or wrong-amount transaction — find it before the month is closed. (v1 reconciles one bank account per client.)
4 · Send to QuickBooks
Desktop IIF imports fully categorized (File → Utilities → Import → IIF Files). The QBO bank CSV imports transactions only — QuickBooks Online ignores category columns, so you'd re-categorize there or use the categorized CSV with an importer app like SaasAnt. Transactions marked Uncategorized export to "Ask My Accountant".
5 · Invoices & Getting Paid
| Customer | Description | Amount | Status | Link |
|---|
Invoices are created on the client's own Stripe account — their customer pays by bank transfer (ACH — 0.8% capped at $5, vs ~3% for cards) and the money goes straight to the client. Check the card option only when a customer insists; on a $16,500 invoice that checkbox costs about $475. Stripe emails each invoice to the customer automatically; turn on automatic payment reminders once per client in their Stripe Dashboard → Settings → Billing → Invoices (e.g. remind at 3, 7, and 14 days). Payments then show up in their bank feed here, closing the loop.
5·5 · Estimates
| Line item description | Qty | Rate $ | Amount |
|---|
"Email to customer" sends the branded estimate with a live Accept button — when the customer taps it, the ACH invoice is created and emailed automatically. "Check for acceptances" syncs their responses back here. Print / PDF and manual convert remain for customers who prefer paper or a handshake.
5·8 · Payroll Prep — for Patriot
| Employee | Rate $/hr |
|---|
Send the timesheet link to the client — they submit crew hours from their phone each pay period. Export produces a Patriot-ready entry sheet with gross pay only (OT at 1.5×); Patriot computes all withholdings, taxes, and net, and files the W-2s. This app never touches wage taxes by design.
6 · 1099 Vendor Tracking
| 1099? | Vendor (from transactions) | Paid this year | Legal / W-9 name |
|---|
Vendors paid $600+ in expense categories this calendar year. Check the box for actual 1099 vendors (subcontractors, not corporations or product suppliers) and record their W-9 legal name. TINs are deliberately NOT stored here — enter those at filing time so this system never holds them. The filing-ready export keys directly into Patriot's 1099 workflow, IRS IRIS (free e-filing), or any e-file service. W-2s need nothing from this app: Patriot generates and files them automatically from the payroll it ran. 1099-NEC deadline: January 31.