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Automated Bookkeeping

A multi-tenant financial operations platform for small businesses, accountants and internal operations teams. Rules own the numbers, files fail closed, accountants approve.

A multi-tenant financial operations platform that takes a business from receipt capture to accountant handoff, with tenant isolation, fail-closed file handling and append-only audit records throughout.

Stack

Next.jsReactTypeScriptPostgreSQL + Prisma ORMRole-based access controlPrivate object storageNative iOS clientPDF / ZIP / CSV-ERP pipelinesPluggable OCR, email, e-invoicing and ERP adapters

How it works

INPUT

Receipt or invoice captured on web or mobile (encrypted offline outbox, safe retry)

CODE

Quarantine and antivirus scan; file identity bound to version and hash

CODE

OCR adapter extracts fields; rules check totals, VAT and duplicates

LLM

Category suggestions and plain-language explanations

HUMAN

Accountant reviews, reconciles and posts; evidence package exported

AI boundary

Where AI is used

Category suggestions with confidence scores — accountant accepts or overrides
Plain-language explanations and Q&A drafts, with document citations
Support triage drafts: summary and suggested reply, human sends

Where AI is excluded

Totals, VAT and dates: from OCR extraction plus validation rules, never LLM-generated
Duplicate detection and supplier matching: deterministic keys
File access: version/hash checks and permissions, failing closed
Final posting and filing: a human action with an audit record

Guardrails

Tenant isolation and fine-grained permissions on every query
Immutable snapshots and append-only audit records
Antivirus quarantine; infected, revoked or unavailable files fail closed
Expiring, revocable share links instead of public storage URLs
Encrypted mobile offline outbox with safe retry
Separate gates for local verification, Preview, production and customer rollout

What it demonstrates

Multi-tenant isolationFail-closed file identity (version + hash)Rules-first, LLM-secondOffline-first mobile captureStaged release gates

Solo: receipt capture, supplier and customer records, invoice and credit-note workflows, bank reconciliation, VAT support, journals, reporting and accountant handoff.
Connect: ERP sync, purchase orders, inventory receiving, fulfilment, shipments, returns, accountant evidence packages and protected document sharing.
HQ Growth OS (private): tenant, workspace and entitlement management, subscription foundations, support and audit controls, privacy and right-to-access workflows, process-intelligence contracts.

Notes

The platform has three layers. Solo is the workspace for a small business. Connect is the integration and collaboration layer for accountants and ERP systems. HQ Growth OS is the internal operating system for tenants, entitlements, support and audit.

Documents are treated as evidence. Every attachment is quarantined and scanned before use, bound to a specific version and hash, and covered by retention rules, permissions and audit history. Infected, revoked or unavailable files fail closed. Customers share files through expiring, revocable protected links, not public storage URLs.

OCR, email, e-invoicing and ERP sit behind integration boundaries with local/mock and cloud-ready adapters. Releases move through separate stages: local verification, Preview, production activation and customer rollout.

Next case

FamilyTree App →