Your client says the invoices were sent, but they run two companies and several months are still open. The receptionist identifies the entity and period before taking the message. You can see what was reported without mixing up documents or companies.
$49 CAD / month · 50 Standard calls · 1 local number
He says the invoices went out, or asks which ones are missing. She places the entity and the period, reads back the expected list as your team updated it, and records what he says has been sent. If the same contact runs two companies, she asks which one rather than filing on her own.
A small business is looking for someone to take over its books. She records how many entities, the frequency, the software in place, the accounts to reconcile and whether payroll is part of it. Scoping happens with you.
The record arrives attached to the service company and the month asked about: two invoices announced and still outstanding, one statement the client says she sent, and nothing validated until the practice confirms. With Documents and deadlines, the three states read side by side and the follow-up on that statement stops on receipt. The next cycle is prepared with Recurring engagements. Both are added to the base.
The 4th of the month, 8:50 a.m. The bookkeeper is mid-reconciliation. A client who runs two companies calls about her close.
ReceptionistGood morning. Let me take your name and a callback number. To place your request: which of your two companies, and which period?
ClientMicheline Bourgeois. The service company, not the rental one. Last month.
ReceptionistRecorded. On that period, two supplier invoices and the business card statement are still outstanding. Have you sent those in?
ClientI sent the statement yesterday, but I think I filed it under the other company name.
ReceptionistThank you for telling me. I will record that you say you sent it and the company you have named. Your office still needs to verify receipt before filing the document or stopping its follow-up. I do not take amounts over the phone.
What she takes on between a company and its period, and a document filed under the wrong name, then the line she does not cross. Every line is a call your office gets.
She takes the name, the company and a callback number before anything else.
That number is used to attach the call to the right client record.
She establishes the accounting entity concerned and the period in question in her first sentences.
A precise month keeps a document from being attached to the wrong close.
When the same contact runs two companies, she asks which one rather than filing by default.
One phone number does not name a single entity.
She records what the caller says was sent, under the company they name, not the one assumed.
Actual receipt still has to be verified by your office before the document is filed.
She reads the expected document list exactly as your team last updated it, for that specific cycle.
The list changes from one entity to the next, following your own cycles.
She restricts visibility of a poorly identified document until identification is verified.
The request stays flagged for verification instead of filed by default.
She books a filing or review appointment within the windows you open, with confirmation and a reminder.
The appointment gets booked without waiting for a file to be complete.
She keeps the conversation away from tax figures and sensitive identifiers, on every channel.
No social insurance number or amount travels by phone or by text.
She writes a summary after every call, which you find in the app.
You can ask her what happened on a specific call.
With Documents and deadlines, follow-up stops at verified receipt rather than a promise to send.
A document’s three states read side by side: announced, received, verified. Documents and deadlines
With Recurring engagements, monthly, quarterly and annual cycles get tracked from one entity to the next.
Each cycle picks up the open questions from the previous period. Recurring engagements
She attaches emails to the right company and the right period, without automating document tracking unless the add-on is on.
Automated document tracking stays in Documents and deadlines.
With Karbon, the client-request cycle still has to be proven before any promise of writing.
The per-user permission boundary still has to be checked on a real account. Karbon
With QuickBooks, a document announced by phone does not become an accounting entry on its own.
The connection is checked for your edition and the exact information to view. QuickBooks
She answers from the calls and records of your office you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich company and month did this client call about?
She retrieves the entity, period and what the client says was sent. Document tracking uses the selected add-on.
Which documents are still expected for the current cycle?
Add-onWith Documents and deadlines: the list by entity and period, and its real status. Without the add-on she reports the call without tracking document status.
Which companies have two contacts calling about the same period?
She rereads calls attached to the same entity and the same period. She merges no contact on her own.
Which recurring cycle restarts next month?
Add-onWith Recurring engagements: cycles tracked from one entity to the next. Without the add-on every period starts from zero.
Your entities, their frequency, the expected-document list for each cycle, the client-side owner, and what she may not ask for. All of it can be changed from the app.
Name and callback number, then the entity and the period. The request comes after, and a document is recorded under the company the caller names, not the one anybody assumed.
Attached to the right entity and the right month, with what the caller says was sent and what your team listed as expected. Tracking each status — announced, received, reviewed — and stopping the follow-ups belong to Documents and deadlines, which is added to the base.
She answers for you in both languages, attaches each call to the right entity and period, and sends you a written record.
She does not file a document whose company does not match: she asks for identification and narrows visibility.
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which company and month did this client call about?
She retrieves the entity, period and what the client says was sent. Document tracking uses the selected add-on.
Beyond the base plan. Chasing documents and preparing the next cycle are not part of the base. Each is added on purpose.
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Attach emails to the right company and period; automated document tracking remains in Documents and deadlines.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Clients and work items are exposed by the vendor's interface. The client-request lifecycle and the permission boundary still have to be proven: no authenticated trial has been run.
The connection is checked for your edition and the exact information to read. A document reported over the phone does not become an accounting entry.
A bookkeeping practice carries entities living on one calendar. The expert part sits in the entries; the long part sits elsewhere — chasing a small business for an invoice, untangling a statement filed under the wrong company, answering “did you get my documents?” for the third time.
Your receptionist takes that part: she places the entity and the period ahead of anything else, and records what the caller says was sent. Reconciliation, entries and closing stay with you.
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Legal & accountingShe does not attach a document to an assumed company. She asks for identification and keeps the request for review, visible only to authorized people. With Documents and deadlines, receipt and verification remain separate states.
On verified receipt, not on a promise to send. With Documents and deadlines, every expected item carries a status; as soon as it arrives and is recognised, the follow-up on it ends.
No. The accounting preset rules out asking for or repeating a social insurance number, an income or a tax amount on any channel. The summary says who called, for which entity and period, and what is missing.
Yes, with the Email module: the practice inbox is triaged, a document request is recognised, and the thread joins the same record as the call. The rule holds — entity and period first, no figures, no advice.
With your email, then one entity and one test period. You approve the facts about your practice, you open one request, and the first record arrives. Add-ons can be tried too, without configuring everything first.
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberBookkeeping
