Work / Product · SaaS platform
Automated Bookkeeping
From a photographed receipt to an accountant-ready record.
A multi-tenant financial operations platform for small businesses, accountants and internal operations teams. Rules own the numbers, files fail closed, and accountants approve.
- Status
- Live · in use by customers
- What it is
- Bookkeeping, reconciliation and document evidence for small businesses, with a collaboration layer for accountants and ERP systems.
- Who it's for
- Small businesses, their accountants, and the internal team that runs the platform.
- My role
- Founder and builder: product scope, architecture and AI-assisted development that I direct and review.
The problem
Small businesses collect receipts and invoices across phones, inboxes and paper. Their accountants need records that are complete, consistent and traceable to the original document.
Constraints
- Financial figures must be exact and auditable
- Uploaded files can be unsafe and must be scanned before use
- Each business's data stays isolated from every other tenant
- Mobile capture has to work without a connection
What I did
I shaped the product into three layers (Solo, Connect and HQ Growth OS), designed the data and security model, and build the platform using AI-assisted development that I direct and review.
Main journey
- Person
Capture
A receipt is photographed in the mobile app. Offline, it waits in an encrypted outbox and retries safely.
- Code
Quarantine and scan
The file is held until the antivirus scan passes, then bound to a specific version and hash.
- Code
Extract and check
An OCR adapter reads the fields; rules check totals, VAT and duplicates.
- AI
Suggest
A category is suggested with a confidence score. It stays a suggestion until someone accepts it.
- Person
Review and hand over
The accountant reconciles, approves and receives a ZIP evidence package.
Decisions and tradeoffs
Rules own the numbers
Totals, VAT and dates come from extraction plus validation rules. The language model only suggests categories and explanations.
Tradeoff: Unusual documents go to a person instead of being handled automatically.
Files fail closed
Access is checked against version, hash, scan status and permissions. Infected, revoked or unavailable files are not served.
Tradeoff: A new upload is briefly unavailable while it is scanned.
Protected links, not public URLs
Customers share files through expiring, revocable links rather than direct storage URLs.
Tradeoff: More moving parts than a shared folder, but every access can be revoked and audited.
Adapters at every integration
OCR, email, e-invoicing and ERP sit behind interfaces with local/mock and cloud-ready implementations.
Tradeoff: Extra interface work up front, so the product can be verified end to end without live third-party services.
Evidence
- Solo, Connect and HQ Growth OS modules, shown in a walkthrough on request
- Native iOS client with an encrypted offline capture queue
- PDF generation, ZIP evidence packages and CSV/ERP import-export
- Append-only audit records and immutable snapshots
No customer or usage figures are published.
Status and limitations
- Live: In use by customers
Stack
Next.js, React, TypeScript, PostgreSQL, Prisma ORM, Private object storage, Native iOS client, Role-based access control
Technical detail
Modules
- Solo: receipt capture, supplier and customer records, invoices and credit notes, bank reconciliation, VAT support, journals, reporting, accountant handoff
- Connect: ERP sync, purchase orders, inventory receiving, fulfilment, shipments, returns, evidence packages, protected sharing, integration diagnostics
- HQ Growth OS (private): tenants, workspaces, entitlements, subscriptions, support, audit, privacy and right-to-access workflows
Security and governance
- Tenant isolation and fine-grained permissions
- Immutable snapshots and append-only audit records
- Version- and hash-bound file access that fails closed
- Separate stages for local verification, Preview, production activation and customer rollout
Where AI is and isn't used
- Used for: category suggestions with confidence, plain-language explanations with document citations, support reply drafts a person sends
- Not used for: totals, VAT, dates, supplier matching, file access decisions, posting or filing