Accounting
An aging statement for every client, ready on Monday morning.
On the schedule you choose, Spirit reads every overdue invoice in QuickBooks, builds one aging statement per client, checks each invoice against your job software, and files the statements, the invoices and a discrepancy report in SharePoint.
The work today
Collections start with a report nobody enjoys building. Export the open invoices, split them by client, sort them into 30, 60 and 90 days, attach the invoices, and give each client their own statement.
Then somebody has to check that the invoice in the books is the invoice the job software says was issued. With hundreds of open invoices, that check is the one that gets skipped.
How Spirit does it
It runs on your calendar
The first Monday of the month, the third, or whatever rhythm your collections follow. Nobody has to start it.
It reads every overdue invoice
Every invoice in QuickBooks with a balance past its due date, page by page, so a client with three hundred invoices is complete and not cut off at thirty.
It builds one statement per client
An Excel aging statement for each client, in the buckets you use: 1 to 30, 31 to 60, 61 to 90 and over 90 days.
It reconciles against your job software
Each invoice is looked up in ServeManager by its job number and the totals are compared. Missing invoices, mismatched totals and invoices with no number go on a discrepancy report.
It files it all
A dated folder in SharePoint with a folder for each client, holding the statement and every invoice PDF, named the way your team names them.
What comes back
- One aging statement per client, as an Excel file
- Each overdue invoice as a PDF beside its statement
- A discrepancy report of every invoice your books and your job software disagree on
- A dated folder for each run, so last month is still there next month
What stays with a person
- It reads QuickBooks and never changes it
- Statements are filed for your team to review and send. Spirit does not email your clients
- The report is built by Spirit's own code from your books, not written by AI, so the totals are your totals
- A lookup that fails is listed on the discrepancy report, never dropped
Works with
- QuickBooks Online
- ServeManager
- SharePoint
On a real firm's books, more than 700 overdue invoices across 41 clients were reconciled and filed in under two minutes.
Questions
- Does it send statements to my clients?
- No. It files them for your team. Sending stays with the person who knows which client is on a payment plan.
- Can it reconcile against software other than ServeManager?
- ServeManager is built in. Other job or practice software can be connected if it has an API. Tell us which one you use.
- How long does it take?
- Statements alone take seconds. A full reconciliation, with every invoice looked up and its PDF filed, took under two minutes for more than 700 invoices.
- Will the numbers match QuickBooks?
- Yes. The statements are built from QuickBooks by Spirit's own code rather than summarised by AI, so every amount is the amount in your books.