Bill intake
Reads vendor bills from your billing inbox and drafts the QuickBooks bill. A person approves each one before it posts.
Retroworks / Agents / QuickBooks agents
Your books, kept up by agents. Every entry waits for your OK.
A set of agents for QuickBooks Online, with Microsoft 365 for mail. They read your bills, match your bank lines, keep your aging current and send you reports. A person approves every change before it posts.
What's in the suite
Nine jobs. One rule: you approve.
Each agent does one job in your books. We set up the ones your business needs.
Mailbox router
Finds vendor invoices that landed in your other company mailboxes and sends a copy to the billing inbox. It doesn't move, delete or mark anything as read.
Photo receipts
Reads photos of receipts and paper invoices and feeds them into bill intake.
Bank matching
Matches bank lines to QuickBooks transactions and lists what's missing. A person approves any booking.
Bank clear
Books only the bank lines a person said yes to, like fees, transfers and splits.
Money guards
Stops a second payment request when QuickBooks shows the bill is already paid. Own more than one company? It flags money booked to the wrong one.
Paid and aging refresh
Keeps your A/P aging and paid status current from QuickBooks, every hour. Read-only.
Reports to you
A receipts report, a month-end budget report and a weekly cash outlook email.
Books-changed notices
Every QuickBooks change is logged, and you get told about it.
Inside the suite
The billing agent.
Most owners start here. Bills in your inbox become QuickBooks entries you approve from your phone. If QuickBooks already shows a bill as paid, it stops a second payment request.
Inside QuickBooks
Approved bills land as normal QuickBooks bills.
Nothing new to learn. Each approved bill shows up in QuickBooks Online with its lines, terms and due date, and a memo that says where it came from. Shown on an Intuit sandbox company, with bills entered by hand.
After your OK
It does the entry. You make the call.
Once you say yes, it can
- Create the bill.
- Create the payment record or expense from a bank line you approved.
- Attach the source document.
- Reclass or void an entry, on your say-so.
It never
- Pays vendors or moves money.
- Prints or signs checks.
- Emails your vendors or customers.
- Creates vendors, customers or accounts.
- Posts anything without approval.
Examples
What you see, on a made-up company.
The agents work through email and approvals. These illustrations show bank matching and the month-end email, on a made-up remodeling company.
Setup
Set up for you, around your books.
This is a custom setup for your business, not an app you install yourself.
- Connect QuickBooks Online. An admin on your QuickBooks Online company signs in and gives consent.
- Connect your mail. You approve a Microsoft 365 app that can read and send mail, and we set up a billing inbox.
- Map your books. We map your accounts and vendor rules from your own books.
- Approve as you go. Drafts and bank matches wait for you on your phone or computer. Nothing posts until a person says yes.
The rules
You stay in charge.
Nothing posts until you approve
Every bill, booking and change waits for a person on your team to say yes. Until then, your books don't change.
Money stays with you
The agents don't pay bills, move money or talk to your vendors and customers. That stays with your team.
QuickBooks Online and Microsoft 365
Built for QuickBooks Online, with Microsoft 365 for mail. See the plug-ins.
Your move
Want your books kept up?
Thirty minutes. Show us how bills and bank lines reach you today and we'll walk you through the agents. The billing agent is $3,500 to set up, then $395 a month. See the service menu.