For owners and operations leads of US cloud bookkeeping firms with 5 to 50 staff
For bookkeeping firms: find out what holds up your close before anything gets built.
Month-end turns into chasing clients for statements and answers, files that stall halfway, and a team that is full before the next client signs. It starts with a free 30-minute call where we map those problems with you, and within 2 business days you get a written problem map, whether or not you buy. Then, if you want, we build a custom solution to the exact problems we mapped, in the stack you already run: QuickBooks Online or Xero, Karbon or Financial Cents, Dext or Hubdoc, Gusto, BILL and email.
All problem mapping is free: the call, a follow-up session if we need one, and the written map. If you want the problems solved, you get a fixed-price offer for a Proof of Value project: a custom solution built for your firm.
A free 30-minute call, then a written problem map and a fixed-price offer to solve them, if you want one
No product demo and no pitch deck. We ask how your firm closes the month today and write down where the time goes. If one call is not enough, a follow-up mapping session is free too. The map is yours to keep. We map problems to solve them, so if you want, the next step is an offer for a custom solution to what we found.
What we map on the call
- How your month-end close runs today, step by step, and where client files stall
- How you chase clients for statements, receipts and answers, and how long they take to reply
- Where your team's capacity goes and which recurring work keeps you from taking on new clients
- The tools you run, who owns each step and what must never happen without a person
What the problem map contains
- Your problems ranked by the time they take and how often they come back
- For each one, whether automation can help in your stack and what it would connect to
- What would need a bookkeeper's approval and what could run on its own
- What we would need access to, and what we would leave alone
- Which problems we would solve first and how
Examples of what we could build
Examples only. What we build for you is a custom solution to the problems we map together; these only show the smallest kind of project we do and a taste of what we can build.
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Missing statement register
The problem: you find out a loan, line of credit or account without a bank feed has no statement only when someone sits down to reconcile. Starts when the month ends. Involves the chart of accounts in QuickBooks Online or Xero, your inbox and Drive. Next action: list every account that needs a statement for the period, look for each one and draft a chase email for each one that is missing. Owner: a bookkeeper approves every email before it is sent.
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Scope drift report
The problem: clients grow, the monthly fee stays the same, and the extra work is absorbed for free. Starts at month end. Involves each client's transaction count, bank accounts and classes in QuickBooks Online or Xero, compared with the baseline and fee you keep in a sheet. Next action: list the clients that grew past your threshold and draft a repricing note for each. Owner: you approve every note before anything goes to a client.
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Inbound document filing
The problem: statements and documents from clients get buried in long email threads. Starts when a client email with an attachment reaches your shared inbox. Involves Gmail or Outlook and your Drive or SharePoint. Next action: match the sender to the client, file the document in the right client folder under your naming rule and tick it off the missing statement register. Owner: anything it cannot match with confidence goes to a person.
How it works
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Free 30-minute call
We map your close, client chasing and capacity problems with you. A follow-up mapping session is free if we need one.
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Written problem map
Free, within 2 business days, whether or not you buy anything.
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A Proof of Value offer
A custom solution to the problems we mapped, built with you as a Proof of Value project at a fixed price per scope, with what it connects to and who approves what. Only if you want one.
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We build that solution
In your own accounts, tested with your team before it runs.
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Optional support
A monthly support plan if you want one. You can also run it yourself.
Tools and access
We check access and limits during discovery, before the offer, so the price never assumes a connection that can’t be built.
Tools
- QuickBooks Online
- Xero
- Karbon
- Financial Cents
- Dext
- Hubdoc
- Gusto
- BILL
- Required accounts
- What we need access to depends on the automation. Each offer lists every connection, what it is used for and what it may change, so you approve the access before anything is built.
- Required information
- Whatever the chosen automation needs to work, for example which clients are in scope, who owns each client and when your close starts. The offer names it.
- Client responsibilities
- The owner or operations lead connects the accounts, confirms what is in scope and names who reviews and approves. Bookkeepers keep the client relationship and the judgment calls.
What every build includes
The automations agreed in the offer, built in your own accounts, tested with your team before they run, with a record of what each run did. You pay your own software, AI usage and hosting directly, and the offer lists the expected monthly running costs.
A recorded walkthrough and written instructions for the people who use it. You own the custom code, data and accounts, set up in your name. Third-party software, AI models and our reusable building blocks are licensed to you. If you leave, you get a full handover with no exit fee.
Support is an optional monthly plan, quoted in the offer. New features are scoped and priced separately.
Keep a person responsible for the decisions that need one.
Anything customer-facing, like emails, replies and quotes, waits for a person. So does anything involving money, like invoices and payments. Internal data moves between tools run on their own after testing.
Needs approval
Every message to a client is approved by a bookkeeper before it is sent. Any change in the books, such as a suggested category, waits for a bookkeeper's approval. The offer lists the approval points for each automation.
Runs on its own
Internal steps your team agrees to in the offer, such as creating tasks or preparing drafts and summaries for review.
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Users edit or discard any output and can finish the task by hand.
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When information is missing or a case is unclear, the work goes to a named person instead of a guess.
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Every delivered system has a manual way to finish the job.
Data handling
Client data is used only for the automation it was shared for and is never used to train AI models. Each automation reads only what it needs, every connection can be revoked inside the tool at any time, and tax return data stays out of scope unless your counsel confirms it can be included. The offer states where the automation runs and how long its records are kept.
Demonstration
What an approval step looks like
Start with the process. Get the scope and price in writing.
The discovery call is free. We map the problems in your process, then send a written problem map within 2 business days. If you want an offer, it comes with fixed scope and price.
You pay hosting, AI usage and software subscriptions directly. The offer lists the expected monthly running costs.
Questions bookkeeping firm owners ask first
Only with your approval. Each offer lists, per automation, what it may read, what it may change and what waits for a bookkeeper. Every message to a client is approved by a bookkeeper before it is sent, and nothing is posted to the books without the approval you set.
Client data is used only for the automation it was shared for and is never used to train AI models. Every connection can be revoked inside the tool at any time, and the offer states where the automation runs and how long its records are kept. We can be listed as a service provider in your written information security plan. Whether the FTC Safeguards Rule applies to your firm is a question for your counsel or compliance advisor. Lenvast does not hold a SOC 2 report or other security certification.
Not yet. The example on this page is a demonstration with fictional data, not a client result. The first 3 firms that work with us get reduced setup in return for a case study, a named reference and a quote, all approved by the firm before anything is published.
All problem mapping is free: the call, a follow-up mapping session if we need one, and the written problem map. If you want the problems solved, the offer is a fixed price per scope for the solution to your mapped problems. You pay your own software, AI usage and hosting directly, and support after the build is an optional monthly plan.
Map what holds up your close, then solve it.
Book a free 30-minute call to map the problems in your month-end close. Within 2 business days you get a written problem map, and if you want those problems solved, a fixed-price offer for a Proof of Value project built for your firm.