Use case · bookkeeping firms
A bookkeeping firm does the same close thirty times in eight days. Most of each one matches cleanly and needs no thought at all, and the work that actually needs a bookkeeper is buried inside it. So the skilled part of the job is gated behind the mechanical part.
Rather than have a bookkeeper work through every client from the top, the firm handed over the matching and the chasing. What reaches a person now is the exceptions, with both sides of each one already pulled up.
The read-only rule was the firm's condition for running it at all, and it hasn't changed since.
Every client trips the same loop:
The first two days of a close. Thirty clients, roughly six hundred exceptions between them, and one client where it stopped and refused to carry on.
2,140 lines reconciled, 2,118 matched clean. 22 exceptions written up and 9 receipts chased.
Same charge appeared twice four days apart with different references. Flagged as a probable duplicate rather than resolving it either way.
Ledger had been edited mid-run by someone at the client. Stopped rather than reconcile against a moving target, and asked the bookkeeper how to proceed.
Chased 14 clients who hadn't sent receipts. Eleven replied the same day, which is roughly eleven more than usually reply to a person.
The close didn't get cleverer, it got shorter. We spend the week on the twenty things that were actually wrong instead of the two thousand that weren't.
An illustrative workflow built from real product mechanics. The connected apps, the schedule and the exception rules are how a droid actually runs; the firm, the quote and the figures are composites rather than a customer's numbers.
Copy the brief below and paste it into Unify. It’ll walk you through the prerequisites, connect what it needs, and stand the workflow up with you.
We're a bookkeeping firm and we close about thirty clients' books at the start of each month. Connect each client's QuickBooks and Stripe, plus our Gmail. Schedule a task for the 1st of the month, one run per client. On each run, reconcile Stripe payouts and fees against the ledger on amount, date and reference, and close off everything that matches cleanly without telling anyone. Then find what's missing or wrong: transactions with no receipt attached, duplicate charges within the same week, payments recorded but never settled, and any expense category this client hasn't used before. Email the client's contact one list of the missing receipts, and follow up once after three days if nothing arrives. Put every exception in a doc with both sides of the discrepancy and what you think happened, and post it to the bookkeeper who owns that client in Slack. Don't post journal entries or change anything in the ledger — leave it for review.
Tell us the job that never gets done before close. We'll wire it up on a call and you can watch it work.
