Accounting
Supplier invoices, checked and posted to QuickBooks.
Drop a supplier invoice in a folder. Spirit reads it, finds the vendor and the client job it belongs to, checks it against your rules, posts the bill in QuickBooks with the PDF attached, and files it where your team pays from.
The work today
Somebody opens each invoice, looks up the vendor, finds the client invoice it relates to, checks the margin and the date, types the bill into QuickBooks, attaches the PDF and moves the file to the right folder. Every week, for every supplier.
The checks are the part that matters, and they are the part that slips when the pile is high. A duplicate gets posted twice, an invoice from four months ago goes through, a bill lands on the wrong account.
How Spirit does it
It watches your folder
Invoices land in a SharePoint folder your team already uses. Spirit picks up each new PDF within a minute, or on the schedule you set.
It reads the invoice
Vendor, invoice number, date, amounts, tax and the client file the work was for. Your rules say which fields matter and where each supplier puts them.
It looks things up before it writes
The vendor in QuickBooks, the client invoice by its number, and any earlier bill with the same number. A match goes ahead. A missing client invoice waits as pending. A duplicate goes to its own folder.
It checks your rules
Margin, invoice age, tax code: the checks your bookkeeper does by eye, written down once. An invoice that fails goes to a Problems folder with the reason, not into your books.
It posts and files
The bill is created in QuickBooks with the invoice date, the right account and the tax from the code, and the PDF is attached. The file is stamped as posted, renamed and moved into a folder for its vendor, ready to pay.
It re-checks what was waiting
Once a week Spirit goes back over the pending bills and posts the ones whose client invoice now exists.
What comes back
- A bill in QuickBooks for every invoice that passed, with the PDF attached
- The invoice stamped and filed under its vendor, in your own SharePoint
- Three tables your team can read: posted bills, pending bills, and problems with the reason for each
- Duplicates set aside, never posted twice
What stays with a person
- Nothing is written into QuickBooks until a person approves it, for as long as you keep approvals on
- Spirit moves no money. It prepares the bills and your team decides what to pay
- An invoice it cannot read or match goes to Problems with the reason
- Every run lists what it read, what it checked and what it wrote
Works with
- QuickBooks Online
- SharePoint
- Microsoft 365 and Google Workspace mailboxes
- Spirit's own file store, if you do not use SharePoint
Questions
- Does Spirit replace my accounting software?
- No. QuickBooks stays your books. Spirit does the reading, checking and data entry in front of it, and leaves the decision to pay with your team.
- Can it post bills without approval?
- Yes, once you trust it. Approvals start on, and every bill waits for a person to confirm it. When the results have been right long enough, you can switch approvals off for that Job.
- What happens when an invoice matches nothing?
- If the client invoice it relates to does not exist yet, the bill waits as pending and is re-checked every week. If something is wrong with the invoice itself, it goes to Problems with the reason.
- Is this like Dext or Hubdoc?
- Those tools capture receipts. Spirit is for the step after: checking a supplier invoice against the job it belongs to and posting it the way your bookkeeper would.