A custom agent for invoice chasing, reconciliation prep, and client document collection, built on QuickBooks, Xero, and the practice tools you already run. Built once for your firm, then operated on a monthly retainer.
Concrete examples, not a feature list. Each build starts from one workflow like these, scoped against the systems you already run.
Watches receivables in QuickBooks or Xero and sends polite, escalating reminders on the cadence you set, logging every touch. Disputes and payment-plan requests route to a person instead of another automated nudge.
Reviews bank feeds ahead of close and flags unmatched transactions, duplicates, and out-of-pattern entries with a suggested category for each. Your staff start close with an exception list, not a full ledger to comb.
Chases missing documents through TaxDome or Karbon — bank statements, receipts, signed forms — and checks what arrives against the request list. Clients get one clear reminder thread; your team gets a complete folder.
Answers routine client questions — payment status, filing deadlines, what a line item means — from prior filings and engagement documents, drafted for staff approval. Anything judgment-shaped goes to the accountant, with the question and the source material attached.
Single-purpose tools — an AR-chasing app, a document-request portal — run roughly $50-500/month and work fine alone; the retainer is for firms that want those workflows connected across QuickBooks, Xero, and their practice tools, owned by the firm.
Setup is fixed-scope and quoted after discovery. Retainers start at $3,000/month depending on workflow complexity and support level.
We map your operations and pick the one workflow where an agent saves the most hours or revenue. You leave with a written scope, a timeline, and a fixed setup quote.
We build the agent on your tools, your data, and your compliance requirements — not a template. You review it against real cases before it goes live.
We host, monitor, and keep improving the agent: hosting and model costs, uptime monitoring, a monthly iteration cycle, and support with a response-time SLA.
Client financials stay in the systems you approve, and the agent’s access is scoped — for example, read-only reporting scopes in QuickBooks with no payment permissions. We do not train models on client data or reuse it across clients, and access is logged so you can show exactly what the agent touched.
Volume is what agents are good at: reminder queues, document chasing, and exception lists scale without hiring seasonal staff. What does not change is review — drafts still go through your team, so busy season shifts from typing to approving.
QuickBooks Online and Xero have strong APIs we use directly, and practice-management platforms like Karbon and TaxDome expose the workflow data we need. Desktop-only setups usually work through scheduled exports. We confirm your exact stack in discovery.
Book a discovery call. We will scope one workflow, quote a fixed setup, and tell you honestly if an agent is not the right fix.
See the full Custom Company Agents offeringOther ways to put agents to work — managed plans, internal assistants, and full custom development.
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