Accounts payable automation for QuickBooks that checks every price
Vendor invoices arrive by email. Bloombilt Operations reads each one, checks every price against the vendor's list or what they charged last time, and flags any increase. Once someone signs off, the bill goes into QuickBooks Online.
Illustrative example.
What happens to a vendor invoice
1
Vendors keep emailing invoices where they do now.
You forward that address to Operations. Nothing changes for your vendors.
2
Every price gets checked.
Each line is read with the number exact and checked against the vendor's price list, or against what they charged you last time. A price that went up is flagged on the invoice.
3
A person signs off.
Whoever you name gets an email or a text when an invoice needs them. Anything Operations isn't sure about comes to them as a question.
4
The bill goes into QuickBooks Online.
Once someone signs off, the bill is entered in QuickBooks for you, so nobody types it in.
The invoices that never made it into QuickBooks
Operations also reads the bills already in QuickBooks. It shows you which invoices were never entered, which were entered twice, and which went in with a different total. It can start that way, read-only, before it writes anything to your books.
The first time we ran it for a customer, it found 54 invoices that had never been entered, most of them more than a week late, and vendor credits that had been entered twice.
To check your own books by hand first, we wrote up how to find missing and duplicate bills with QuickBooks' own reports.
Where it fits
Operations is for the business that wants to know a bill is right before it's entered. The price gets compared with what the vendor charged before, and the invoice with the bills already in QuickBooks.
If what you want is a capture app your bookkeeper already knows, or vendor payments by ACH and card from the same screen, another tool may suit you better. We compared them in how to stop typing vendor bills into QuickBooks Online.
Accounts payable is one job Operations does. Back office automation covers the other work that moves between the systems you run.
Common questions
Does it work with QuickBooks Online?
Yes. Bills go into QuickBooks Online once someone signs off, and Operations reads the bills already there to find the ones that are missing, doubled or off. If part of your payables runs through another system, tell us what it is. Building a connection for a system that isn't connected yet is part of setup, not a separate project.
What happens when a price is wrong?
You see it on the invoice before it goes anywhere. Every price is checked against the vendor's list, or what they charged last time, and a price that went up is flagged. Nothing goes into QuickBooks until someone signs off, so the person you name can take it up with the vendor first.
Can we start read-only?
Yes. Operations reads the bills already in QuickBooks and shows which invoices were never entered, which went in twice and which have a different total, before it writes anything.
Do I need to change how vendors send invoices?
No. Vendors keep emailing invoices to the address they use now, and you forward that address to Operations.
What if it reads a number wrong?
Numbers are the part it's built to get exactly right, and it says when it isn't sure. An unclear line becomes a question for a person, and nothing that matters goes out until someone approves it.
Who gets told when something needs a person?
Whoever you name for that kind of decision. They get an email or a text with what it is and a link to it, and everyone else is left alone.
How much does it cost?
We quote it after a call, because the scope is different for every business. There's no published price list.
Do we have to be in Minnesota?
No. We work with businesses anywhere. If you're in the Twin Cities metro, we can also set you up in person.
How long until I'm using it?
Most customers are live in two to three weeks from signed agreement.
What if I want to cancel?
Cancel anytime with reasonable notice. We'll export your data and hand back anything we run for you, like a website or phone number. The rest stays yours.
Where does our data live?
Your data stays yours. It's encrypted in transit and at rest, isolated from every other customer, and never used to train AI models, ours or the third-party services we use to deliver the product. Subprocessor list available on request. Full details in our privacy policy.
Get in touch
Tell us about your business and where the hours go. A real person reads every note, and we reply within a day or two.