Receipts from network merchants, client mailboxes and supplier portals land in the right client and entity, coded with sales tax broken out, under one login.
Your staff move between client files from a single login, and a client with a holding company, an operating company and a rental property gets three entities rather than three accounts. Each entity keeps its own chart of accounts, currency and close status, then rolls up when you need the whole picture.
Merchants on the Smartbills network send the itemized receipt when the client pays. Receipts that come by email are pulled from the client's Gmail, Outlook or Zoho mailbox, and recurring supplier bills are fetched from the portal before they're due. The client doesn't photograph anything, and you stop writing reminder emails.
A Canadian receipt carries two or three taxes, and a claim for input tax credits (ITCs) or Quebec input tax refunds (ITRs) needs each one. Smartbills keeps the tax lines and the supplier's registration numbers from the receipt itself. The sales tax return is backed by documents rather than by a percentage of the total.
A transaction comes in with an account suggested from how that client coded the same vendor before, on that client's chart of accounts, not an industry default. A vendor nobody has coded is flagged for review instead of being guessed at, which keeps one client's habits out of another client's books.
When a bank or card line clears, Smartbills matches it to the receipt or bill behind it. What's still open at period end is a short list of real exceptions, each showing what was found and what's missing, instead of a suspense account you have to unpick.
Clients keep QuickBooks Online, Xero, Sage or NetSuite, and the firm keeps working where it already works. Entries post after your review with the document attached. Nobody maintains a second copy of the books in a spreadsheet between the client and the ledger.
Your clients' staff snap a receipt or let their mailbox send it, a manager approves the claim, and the expense lands in the client's file coded, with the taxes split out and the receipt attached.
Why teams switch
Every month we email the same clients for the same receipts, and none of that time is billable.
Receipts come from the merchant and from the client's own mailbox as they pay. The file fills itself and your request list is only what couldn't be collected.
Half our clients have a holding company, an operating company and a rental property, and each one is a separate login.
Every client and every entity sits behind one firm login. Each entity keeps its own chart of accounts and currency, and switching between them takes one click.
A card statement shows a total. It doesn't show the GST and QST we need to support the claim.
Receipt lines arrive with GST/HST, QST and PST separated. Input tax credits and refunds are backed by the document itself instead of an estimate.
Before and after
The same monthly bookkeeping, set against the way most firms collect documents today.
| Capability | Email and shared folders | With Smartbills |
|---|---|---|
| How receipts reach the file | Photos and forwards, mostly at period end | From the merchant or the client's mailbox, as they pay |
| Recurring supplier bills | Downloaded from each portal by hand | Fetched from the portal on a schedule |
| GST/HST and QST | Read off the image or estimated | Separate lines from the receipt itself |
| Clients with several entities | A login per company | Every entity behind one firm login |
| Account coding | Typed per transaction | Suggested from the client's own history |
| Bank reconciliation | Done in one pass at period end | Matched as lines clear |
| Getting it into the ledger | Import files or manual entry | Posted to the client's ledger after review |
Start with one client and one month. Nothing changes in the client's ledger until you approve it.
Create their business from your firm login, or have the owner invite your firm. Add each entity they run.
Link QuickBooks Online, Xero, Sage or NetSuite. Smartbills uses the chart of accounts the client already has.
The client connects their mailbox and bank or card feeds once. Merchant receipts and fetched bills then arrive on their own.
Documents arrive coded with the tax split out. You confirm, and the entries post to the client's ledger.
Integrations
Your accounting software, bank feeds and card program, with data syncing in both directions.
Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.
Digital receipt software that turns every sale at your POS into an itemized electronic receipt, hosted online and delivered by app, SMS, email or API.
Connect Gmail, Outlook, Zoho Mail or IMAP. Automatically collect receipts and invoices from the folders you choose, including Archive and Spam.
Invoices that only live on vendor portals, downloaded on a schedule and passed to accounts payable while there's still time to approve them.
Accounting automation software that codes each transaction and posts the journal entry to your accounting software the day it happens.
Side-by-side pages for the tools firms usually weigh us against, including where they are the better fit.
Dext collects the receipts and invoices your accounting practice is sent. Smartbills gets the receipt from the merchant at the moment you pay.
Hubdoc moves documents into Xero and stops there. Smartbills adds digital receipts, expense policy, cards and payables around those documents.
For firms and businesses that want receipts found automatically, deciding between scanning inboxes and getting the receipt from the merchant.
For Quebec businesses on Acomba or Acomba GO deciding whether receipts and expenses belong in the ledger or in front of it.
A corporate card program with spend management built around it. The comparison turns on what a card feed can and can't tell you.
Cards and business banking for US companies. This comparison is about the purchase document behind each card charge.
FAQ
What people ask us before they sign up.
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Put one client on Smartbills for a month and compare what reaches the file with what you used to get.
