Accounting Automation Solutions

No new tools. No training. Just seamless, intelligent automation built for accuracy and scale.

Accounting Firm Solutions

Smarter, End-to-End Automation for Your Accounting Processes

Our accounting automation solutions simplify and accelerate the way businesses manage financial operations – working directly within the systems, files, and workflows you already use. From bank transactions to journal entries, we automate repetitive, error-prone processes using AI-powered robots that run quietly in the background.

Many small and mid-sized businesses spend hours manually posting dozens of daily bank transactions into systems like QuickBooks, Xero, or NetSuite. Add to that the complexity of working across disconnected tools – like CRM and billing platforms – and the risk of errors increases significantly. Our automation seamlessly connects these systems, eliminates manual entry, and ensures every transaction is posted accurately and on time.

What sets us apart? We don’t replace your accounting systems – we enhance them. Our robots are triggered by your existing workflows and data sources, operating silently to reduce workload, eliminate posting errors, and keep your general ledger in sync.

The proof is in the numbers

Additional programs
or apps to learn

50%+

Time and cost savings
guaranteed

100%

Money back if we don’t deliver results

Average ROI
(months)

All Accounting Automation Solutions

Automation in Accounting Firms

Our Expertise

We help businesses transform time-consuming, manual accounting tasks into fast, accurate, and fully automated processes – using the tools and systems they already rely on. Whether you’re managing daily bank transactions, recurring journal entries, or multi-system reconciliations, our automation integrates directly into your existing workflows to eliminate errors and save valuable time.

Manual accounting is slow, error-prone, and often spread across disconnected platforms like Excel, billing systems, and CRMs. Our software robots connect these systems, remove the need for repetitive data entry, and ensure every transaction is posted accurately – so your team can focus on high-value work, not clerical tasks.

We don’t replace your systems – we enhance them. With tailored automation built around your current tools, there’s no need for new software, long onboarding, or staff retraining.

What We Automate:

Our solutions are fully customizable to your company’s processes and scalable as you grow. We implement process improvements before automation, ensuring long-term efficiency – not just a short-term fix.

No new software. No retraining. No disruption.

Just accurate, scalable, end-to-end accounting automation that delivers results—and gives your team time back.

Key Benefits of Accounting Automation

Less Manual Work

Automation takes over repetitive tasks like transaction posting and data entry – saving your team hours every week.

Fewer Mistakes

With automation, there’s no risk of mixing up account numbers or entering incorrect data. Your records stay accurate and consistent.

Faster Month-End

Key steps like reconciliations and journal entries are automated – so your monthly close is quicker, easier, and less stressful.

Save Money

By reducing manual work and avoiding costly errors, automation lowers your operational costs – without needing to hire more staff.

Schedule a FREE Accounting Process Audit

Let our experts review your current accounting workflows and provide a personalized, no-cost assessment of what can be automated. We’ll show you how to reduce manual work, eliminate errors, and cut operational costs-without changing the tools you already use.

Accounting Automation Solutions - Frequently Asked Questions

1 What are accounting automation solutions, and what role do they play?

Accounting automation solutions are tools or custom-built systems that streamline repetitive and time-consuming accounting tasks. Examples include automating invoice entry, transaction coding, reconciliations, and reporting. By implementing these solutions, you can reduce manual work, enhance accuracy, and allow your team to focus on more valuable financial analysis.

2 Can I automate accounting using AI?

Yes, you can automate accounting using artificial intelligence, and the solutions we offer for automating invoicing utilize AI technology. AI is already successfully transforming the accounting industry. Technologies such as Optical Character Recognition (OCR) and large language models (LLMs) can read and extract data from invoices, bank statements, and receipts. They can then categorize and input this data directly into your accounting system, often with minimal to no human intervention.

3 Which accounting processes can be automated?

It is accurate to say that more than 90% can be automated. Key accounting processes that companies automate include accounts payable, accounts receivable, general ledger updates, posting bank transactions, making journal entries, managing expense reports, and preparing financial statements. Automation is particularly beneficial when dealing with multiple systems, such as Customer Relationship Management (CRM) software, Enterprise Resource Planning (ERP) systems, and spreadsheets.

4Do I need to change my current accounting software to have it automated?

You don’t need to change your current accounting software to implement automation. The best automation solutions integrate seamlessly with the tools you already use, such as Excel, QuickBooks, Xero, or NetSuite. There is no necessity to replace your existing accounting system. Instead, our approach enhances your current setup by adding automation that operates in the background.

5Is accounting automation also suitable for small businesses?

Absolutely. Small businesses can benefit significantly (if not more) from automation. It helps reduce overhead costs, minimizes errors, and saves time. This enables small teams to manage larger workloads without the need for hiring additional staff or investing in complicated new systems.

Automated Bank Reconciliation

Context

Our Swiss client utilizes a cloud-based accounting platform for their bookkeeping and maintains multiple bank accounts with PostFinance. Accurate and timely recording of bank statements in the accounting system is a critical component of effective cash management. Currently, this process is performed manually: an accounting clerk downloads the bank statement from the e-banking system in CSV or Swiss-standard formats (camt.053/camt.054), uploads it into the cloud accounting tool, and manually assigns the transactions to the appropriate accounts in the general ledger, customer ledger, or AP ledger.

Proposed Solution

To optimize this workflow, we propose the implementation of a intelligent automation solution to fully automate the bank statement integration and reconciliation process. The robot will:

Automatically download bank statements from the e-banking platform and upload them to the cloud accounting system.
Match incoming payments to customer invoices using structured reference numbers. In cases where a reference number is missing, the robot cross-verifies the payer’s name against the customer ledger to determine the correct posting.
Process outgoing payments based on the accounts payable (AP) payment run, assigning them to the corresponding entries in the AP ledger.

Post all remaining transactions appropriately to the general ledger in accordance with the organization’s accounting structure.
Reconcile the closing balance recorded in the accounting system with the bank statement balance.
Upon completion of the reconciliation, the robot generates a verification report highlighting any discrepancies, which are then routed to the accounting team for manual validation.

At month-end, a comprehensive reconciliation report is delivered to the accounting department. This includes monthly bank statements, detailed reconciliation to the general ledger, customer ledger, and AP ledger. All supporting documents are archived in a secure repository for audit and compliance purposes.

Key Benefits

Up to 80% reduction in processing time and a significant decrease in error rates.
Human oversight limited to exceptions – typically fewer than 10% of transactions.
Reconciliation backup and bank statement copies are automatically archived as PDF files for audit readiness and future reference.

Systems Automated

Optimizing Order-to-Cash

Context

Our client distributes a wide range of wood products—including pallets, crates, and building and truss materials—across nearly all states in the U.S. Currently, the invoicing process is manual: invoices are created based on “completed load” reports from the dispatching system (Aljex) and sent to customers via email along with supporting documentation.

This manual workflow is time-intensive and prone to delays and errors. Moreover, data from the dispatching software (Aljex) must be manually reconciled with the accounting system, significantly increasing administrative workload.

Proposed Solution

To streamline operations and reduce manual effort, we implemented an automation solution using n8n, a flexible, cost-effective, and easily deployable automation platform. Key components of the solution include:

Automated Invoice Creation: Invoices are automatically generated in QuickBooks based on data received from Aljex via API integration.
Daily Confirmation Report: A bot generates a daily summary confirming that invoices have been successfully created for all completed loads.
Automated Email Dispatch: Invoices are automatically sent to customers. The system monitors for bounced emails and verifies that all messages have been successfully delivered.
Automated Reconciliation: Dispatch data from Aljex is automatically exported and reconciled with the accounting system to ensure completeness and accuracy.
Exception Reporting: A discrepancy report is produced, identifying any mismatches for further investigation.

Key Benefits

Up to 90% reduction in processing time with a significant drop in errors
Scalable and always-on solution – automation operates 24/7 without the need for manual intervention
Human oversight only where needed – employees focus solely on exceptions, typically less than 10% of the total volume

Systems Automated

Invoicing automation

Initial context

Our client processes between 80 and 100 invoices each month as part of their standard billing operations. The current process involves manually retrieving data from Abacus system (including billable hours, payroll counts, and fixed fees), preparing individual invoices in Excel, posting them into the Sage accounting system, and emailing them to clients. This repetitive and manual process consumes two full working days each month, carries a high risk of human error.

Proposed Solution

To streamline and optimize this process, VirtuDesk proposed the implementation of an attended solution that automates the end-to-end invoice workflow while maintaining human oversight at key control points. The robot will:

Retrieve relevant input data from Abacus and contract files to generate monthly Excel invoices and store them in a shared folder.
Post invoice entries directly into Sage, updating the customer ledger accounts and generating an activity log.
Create a reconciliation report comparing recorded invoices to posted entries, allowing for immediate review and validation.
Generate PDF versions of all invoices and send them to customers via a monitored functional mailbox.
Produce a report showing all sent emails, flagging any delivery issues such as bounced messages.
Provide intelligent insights, including revenue trends and variance analysis across periods, to support financial decision-making.

Key Benefits

The automation reduced manual effort by up to 80%, cutting the invoicing process from two full working days to just a few hours per month. It ensures improved accuracy and consistency, as all key actions are logged and reconciled. Human oversight is focused on reviewing discrepancies and validating outputs, allowing staff to shift attention to more strategic tasks. Additionally, the solution is fully scalable and audit-ready, with all documents and reports archived for compliance and future reference.

Systems Automated

Accounting Automation Solutions​

Accounting Firm Solutions

Smarter, End-to-End Automation for Your Accounting Processes

The proof is in the numbers

All Accounting Automation Solutions

Automation in Accounting Firms

Key Benefits of Accounting Automation

Less Manual Work

Fewer Mistakes

Faster Month-End

Save Money

Schedule a FREE Accounting Process Audit

Accounting Automation Solutions - Frequently Asked Questions

Accounting Automation Solutions