Bookkeeping prep: getting receipts and invoices ready for your bookkeeper.
54 bookkeeping prep jobs an AI agent can do for HVAC, plumbing, roofing, electrical, landscaping, cleaning, pest control and remodeling shops. Anything that reaches a customer or moves money waits for a person to say yes.
Receipt sorting
- Problem
- Receipts sit in email and photos until tax time.
- What the agent does
- Pulls receipts from email, reads the amount and vendor, and suggests a category.
- Where you approve
- You confirm categories before anything goes to your books or your bookkeeper.
Invoice reminders
- Problem
- Unpaid invoices slip because chasing them feels awkward.
- What the agent does
- Drafts a polite reminder for each overdue invoice.
- Where you approve
- You approve each reminder before it is sent to the customer.
Bank transaction categories
- Problem
- Card and bank charges pile up without categories until month end.
- What the agent does
- Suggests a category for each charge and asks you about the ones it is unsure of.
- Where you approve
- You answer its questions, and your bookkeeper checks the categories before closing the month.
Receipt to charge matching
- Problem
- You cannot tell which card charge goes with which supply house receipt.
- What the agent does
- Matches each receipt to its bank line and lists charges with no receipt.
- Where you approve
- You find the missing receipts and confirm the matches.
Supplier bill capture
- Problem
- Supplier bills arrive by email and someone types them in by hand.
- What the agent does
- Reads each bill and fills in the vendor, date, amount and due date.
- Where you approve
- You approve each bill before it is entered or paid.
Invoice drafts from closed jobs
Builds an invoice from each closed job ticket with the labor, parts and trip fee from your price book. You or your office approve each invoice before it goes to the customer.
Unbilled job check
Lists jobs marked complete with no invoice yet, oldest first, so finished work does not go unbilled. Your office reviews each one before billing.
Progress billing schedule
Splits a remodel or new build contract into billing milestones, such as deposit, rough-in and final, and reminds you when each one is reached. You send each progress invoice.
Retainage tracking
Tracks the retainage held on each commercial job, the release terms and the date it can be billed, and lists what is due. You request the release.
AIA-style pay application prep
Fills in the schedule of values and completion amounts for a GC pay application from your job records. You check the numbers and sign before it is submitted.
Payment matching
Matches incoming checks, card payments and transfers to open invoices, including partial payments, and lists the ones it could not match. Your bookkeeper confirms each match.
Accounts receivable aging summary
Sorts unpaid invoices into 30, 60 and 90 day groups each week, with the customer's last contact, so you can decide who gets a call.
Collections call notes
Gives you a short note before each collections call with the invoice, past reminders and any dispute on file, and logs what was promised after. You make the call.
Payment plan agreements
Writes a simple payment plan agreement from the amount, number of payments and dates you set for a customer who cannot pay at once. You and the customer sign it.
Dispute file for a contested invoice
Pulls the quote, signed approval, change orders, photos and texts for a disputed invoice into one file. You decide how to settle it.
Job costing from receipts and hours
Adds up the material receipts and labor hours tied to each job and compares them with the price charged, so you can see which jobs lost money. Your bookkeeper checks the numbers.
Estimate versus actual report
Compares the hours and materials you quoted with what the job used, by job type, so you can fix the price book. You decide on any price change.
Credit card statement reconciliation
Lines up each company card charge with a receipt and job, and lists the ones still missing before the statement closes. The card holder supplies the missing receipts.
Fuel card review
Reads fuel card statements and flags fill-ups on weekends, at odd hours or for more gallons than the truck holds, for you to ask about.
Mileage log from job addresses
Builds a mileage log from the day's job addresses and drive times for trucks or personal vehicles used for work. Your bookkeeper checks it before tax time.
Supplier statement reconciliation
Compares the monthly statement from your supply house with the bills you entered and lists any invoice missing, doubled or priced differently. You call the supplier about the gaps.
Supplier credit and return tracking
Tracks parts you returned to the supply house and checks that the credit shows up on the next statement. Missing credits go on a list for you to chase.
Early payment discount watch
Lists supplier bills that offer a discount for paying early, with the deadline, so you can decide which to pay first.
Bill payment schedule
Lists bills due in the next two weeks with amounts and due dates, next to your expected deposits. You choose what to pay and when.
Cash flow forecast
Projects the next eight weeks of cash from open invoices, scheduled jobs, payroll and bills, so you can see a tight week coming. Your bookkeeper checks the assumptions.
Payroll prep from timesheets
Totals regular, overtime and job-site hours for each employee from the approved timesheets and lists anything unusual. You or your payroll service run payroll.
Commission and spiff calculations
Calculates tech and sales commissions or spiffs from the sold jobs and your written commission rules, with each line shown. You approve the totals before payroll.
Prevailing wage job records
Organizes hours by worker and job classification for prevailing wage jobs and lists missing information for the certified payroll report. You or your payroll service file it.
1099 prep for subcontractors
Totals what you paid each subcontractor in the year and lists the ones missing a W-9. Your bookkeeper files the 1099s.
W-9 collection for new subs
Drafts the W-9 request to each new sub or vendor and tracks who has not returned one before their first payment. You send the requests.
Sales tax on materials
Flags invoices where sales tax on materials or labor may not match your state's rules for your trade, with the state's guidance link. Your bookkeeper or CPA makes the call.
Quarterly estimated tax reminder
Reminds you before each quarterly estimated tax date with last quarter's profit from your books. Your CPA sets the amount.
Tax season document checklist
Builds the list of what your CPA asks for at year end, such as 1099s, loan statements and vehicle logs, and marks what is already in your files.
Month-end close checklist
Works through your bookkeeper's month-end list, such as bank recs and unbilled jobs, and marks which items are done and which are still open.
Profit by service line
Splits revenue and direct costs by service line, like repair, install and maintenance plans, from your books and job records. Your bookkeeper checks the split.
Maintenance plan revenue tracking
Tracks plan payments, renewals and cancellations each month and lists members whose card payment failed. Your office contacts them.
Failed card payment follow-up
Writes a polite note to customers whose saved card was declined on a recurring service, with a link to update it. You approve before it goes out.
Deposit tracking on open jobs
Lists deposits taken on jobs that have not started, with the amount and start date, so you know which money is already spoken for.
Refund request review
Gathers the job, payment and reason for each refund request and drafts a recommendation using your policy. You approve the refund before any money moves.
Warranty claim reimbursement
Fills in the maker's labor and parts claim for warranty work from the job ticket and tracks payment. Your office submits the claim.
Rebate submission tracking
Tracks utility and maker rebates you submit for customers, with the deadline and status. Your office handles any request for more paperwork.
Financing payout tracking
Matches payouts from your consumer financing partner to the jobs they fund, minus the dealer fee, and lists any missing. Your bookkeeper confirms each one.
Vendor price change log
Compares supplier bill line prices with past bills for the same items and lists price increases. You decide whether to update your price book.
Duplicate bill detection
Flags supplier bills with the same invoice number, amount or date as one already entered, before they get paid twice. You confirm which to void.
Expense policy check
Reviews employee expense submissions against your written policy, such as meal limits or tool purchases, and flags what is outside it. You approve or deny each one.
Equipment and vehicle asset list
Keeps a list of trucks, trailers and large tools with purchase date, cost and loan details from your records, for your CPA's depreciation schedule.
Loan and lease payment tracker
Lists each truck loan, equipment lease and line of credit with the payment, rate and payoff date. You decide what to pay down.
Customer statement drafts
Prepares monthly statements for commercial and property manager accounts with every open invoice. You approve the statements before they are sent.
Bookkeeper question list
Collects the charges and deposits your bookkeeper marked as unclear and lists them for you with a guess at each one. You answer and send the list back.
Budget versus actual by month
Compares this month's spending on fuel, materials, ads and payroll with the budget you set and lists anything over. You decide what to cut.
Monthly AI tool bill check
Lists every AI subscription and credit charge for the month next to last month, and points out tools whose usage charges jumped or that nobody used. You decide what to cancel.
AI tool credit cap alert
Checks the credit or usage balance on each AI tool you pay for and texts you before one passes the monthly cap you set, so a runaway agent does not surprise you on the bill.
AI cost per booked job
Adds up last month's AI subscription and usage charges and divides them by the jobs the agents helped book, so you can see whether each tool pays for itself. You decide what to keep.
Money step handoff with no bank logins
Keeps your bank, card and booking site passwords out of every AI agent. The agent lines up the payment, refund or reservation with the amount and details and sends it to you, and you finish it yourself in your own account.
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