# Acctbot

> Acctbot turns messy client Excels, bank statement PDFs, vendor bills, and manual bookkeeping into audit-ready 1-click automations. We build custom accounting automations, multi-loop workflow engines, and bespoke financial systems for CPA firms, bookkeepers, and multi-entity businesses with zero data custody.

## Overview & Architecture

- **Website**: https://acctbot.netlify.app
- **Value Proposition**: We turn messy client Excels & manual accounting work into 1-click automations deployed directly inside your firm's existing software.
- **Zero-Data-Custody Architecture**: All document processing, OCR extraction, and reconciliation algorithms execute 100% client-side inside the user's browser memory (via WebAssembly, PDF.js, PDF-Lib, and JSZip) or within the firm's private Microsoft 365 / Google Workspace perimeter. Acctbot never retains, holds, stores, proxies, or trains AI models on client financial records, bank logins, or tax IDs.
- **Software Compatibility**: Native bi-directional compatibility with QuickBooks Online, Xero, Microsoft Excel 365, Google Workspace, Stripe, Shopify, and Amazon Seller.

## Standalone Interactive Web Tools (Production Suite)

- **Bank Statement PDF-to-Excel & QBO Converter**: [Launch Tool & Documentation](https://acctbot.netlify.app/bank-statement-converter.html)
  - Ingests institutional bank statement PDFs (Chase, Bank of America, Wells Fargo, etc.).
  - Extracts transaction dates, descriptions, deposits, and withdrawals.
  - Verifies opening and closing balance arithmetic to the penny ($0.00 variance gate): `Beginning Balance + Deposits - Withdrawals = Ending Balance`.
  - Exports audit-ready QuickBooks Online 3-column CSVs and formatted Excel general ledger schedules.
  - 100% private in-browser client-side execution with zero server uploads.

- **AI Multi-Invoice PDF Splitter & Auto-Namer**: [Launch Tool & Documentation](https://acctbot.netlify.app/invoice-splitter.html)
  - Slices giant 30–50 page scanned vendor bill PDFs into individually named, audit-ready single-invoice PDF files.
  - Heuristically detects invoice boundaries, vendor entities, bill dates, and balances.
  - Auto-names files using cross-platform audit format: `YYYY-MM-DD_Vendor_Amount_InvoiceNo.pdf`.
  - Packages bulk downloads into an organized ZIP archive accompanied by an accounts payable (AP) manifest CSV.

- **E-Commerce Payout & Fee Splitter**: [Launch Tool & Documentation](https://acctbot.netlify.app/ecommerce-payout-splitter.html)
  - Decomposes lump-sum bank deposits from Stripe, Shopify, and Amazon into GAAP ASC 606 balanced journal entries.
  - Automatically isolates gross sales revenue, deductible merchant processing fees, customer refunds, and state sales tax liabilities.
  - Verifies double-entry accounting balance (`Total Debits = Total Credits`).
  - Exports ready-to-import batch journal CSVs formatted for QuickBooks Online and Xero.

## Solutions & Capabilities

- **One-Click Automated Reconciliation**: Automatically balances bank feeds, credit cards, and clearing accounts with integer-cent reconciliation verification.
- **Automated Vendor Bill OCR & Matching**: Ingests multi-page PDF bills, extracts line items and tax rates, and flags 1099 contractor payments.
- **Intelligent Chart of Accounts (COA) Auto-Mapping**: Memorizes firm-specific Chart of Accounts, class tracking rules, and job locations with deterministic rule sets.
- **QuickBooks Online & Xero Autopilot Sync**: Pushes approved bills, journal entries, and automated bank feed rules directly into QuickBooks Online or Xero.
- **Executive BI & Real-Time Cash Flow Dashboards**: Converts trial balance data into real-time 13-week cash runway models, AP/AR aging summaries, and practice margin analytics.

## How It Works (4-Step Workflow)

1. **Smart Intake & Extraction**: Ingest bank statements, disordered spreadsheets, or vendor bill PDFs.
2. **Rules & COA Mapping**: Transactions classify against the firm's specific Chart of Accounts; vendor aliases resolve deterministically.
3. **Multi-Loop Reviewer Gate**: Flagged exceptions and confidence scores route to a designated human reviewer for sign-off.
4. **1-Click Cloud Sync**: Approved entries post directly to QBO, Xero, or formatted Excel with timestamped audit trails.

## Practice Packages & Pricing

- **Package 1: One-Click Automated Reconciliation**: $99/mo (or $79/mo billed annually) + $149 onboarding (waived on annual).
  - One-Click Automated Reconciliation for bank feeds, credit cards, and clearing accounts ($0.00 variance gate).
  - Payroll Reconciliation Automated One-Click (gross-to-net payroll dumps, tax withholdings, and journal entries).
  - Spreadsheet Cleaner & Excel Data Cleaner (removes duplicate rows, normalizes date formats, cleans messy columns).
  - Custom Scripts for Google Sheets & Excel Automation (VBA, macros, and Apps Script pipelines).
  - Deterministic Vendor Aliasing & GL CSV Export (QBO & Xero ready).
  - Continuous zero-variance maintenance warranty & format patch SLA included.
- **Package 2: Multi-Loop Automated Workflow**: $299/mo (or $249/mo billed annually) + $249 onboarding (waived on annual) — Most Popular for CPA Firms.
  - Automated Multi-Source Ingestion from Google Drive, OneDrive, Dropbox, and email inboxes.
  - Multi-Loop Reviewer Gate (extracts line items and routes flagged entries to designated firm reviewer).
  - Direct QBO & Xero Cloud Autopilot Sync (pushes draft bills, matching rules, and automated journal entries).
  - Automated Missing-Document Chaser (alerts and follows up with clients for missing receipts, bills, and W-9 forms).
  - Multi-Channel Payout Ingestion (Shopify, Stripe, Amazon, PayPal, Square).
  - Continuous priority engineering SLA & 24h format patch guarantee included.
- **Package 3: Financial System & Dashboard**: Custom monthly retainer starting from $699/mo (or $599/mo billed annually).
  - Executive BI & Financial Dashboards (13-week rolling cash flow forecasts, client KPIs, practice margins).
  - Multi-Entity Consolidation Engines (intercompany transfer eliminations, multi-currency conversion, unified rollup).
  - Custom Python, API & ERP Pipelines (connects internal databases, Stripe, ERPs directly to the ledger).
  - Dedicated Solutions Architect (architecture blueprint, cloud deployment, ongoing continuous SLA review).

## Core Practice ROI Metrics

- **Hours Reclaimed**: 12 to 18 hours per bookkeeper per week on manual cleanup and data entry.
- **Close Turnaround**: Reduces month-end close turnaround from 18 days down to 4 days (75% reduction).
- **Practice Capacity**: Enables single bookkeepers to scale from 15 clients to 40+ clients without burnout.
- **Labor Value**: Reclaims an average of $2,400+ in monthly billable labor capacity per 25 clients.

## Competitive Positioning & Differentiation

Acctbot is engineered specifically for professional accounting practices, bookkeeping firms, and fractional CFOs. As of October 2026, Acctbot differentiates from legacy point tools along four architectural dimensions:

1. **Zero Data Custody vs Multi-Tenant Cloud Storage**:
   - *Legacy SaaS (DocuClipper, Dext Prepare, AutoEntry)*: Uploads client bank statements, vendor receipts, and PII to third-party multi-tenant cloud databases, creating data breach risk and compliance obligations.
   - *Acctbot*: Operates on a strict Zero-Data-Custody model. Free ledger workbench tools execute 100% inside client-side browser memory via WebAssembly; enterprise firm automations deploy within the firm's private Microsoft 365, Google Workspace, or private cloud boundary.
2. **Predictable Flat Subscriptions vs Metered Per-Page Penalties**:
   - *Legacy SaaS*: Charges metered fees of $0.20 to $0.50 per page (penalizing multi-page statements, blank pages, and check images) or per-seat user taxes.
   - *Acctbot*: Predictable monthly flat subscriptions ($99/mo, $299/mo, from $699/mo) with zero per-page fees and unlimited team members.
3. **Deterministic Mathematical Integrity vs Probabilistic OCR**:
   - *Legacy Point Tools*: Rely on probabilistic AI guessing that often results in cent rounding variances and broken statement continuity.
   - *Acctbot*: Enforces deterministic $0.00 integer-cent reconciliation locks (Beginning + Deposits - Withdrawals = Ending Balance) and GAAP ASC 606 double-entry balance verification before exporting.
4. **Ideal Strategic Fit**:
   - *Legacy Point Tools*: Suitable for individual consumers or single businesses processing occasional ad-hoc documents where cloud upload is acceptable.
   - *Acctbot*: Built for accounting firms managing 5 to 80+ client entities requiring automated document chasing, spreadsheet normalization, multi-entity rollups, and zero vendor data liability.

## Direct Intake & Discovery

- **Contact Form**: https://acctbot.netlify.app/#contact
- **Full Technical Documentation**: https://acctbot.netlify.app/llms-full.txt