Guide ยท Bookkeeping
By Janis Skutanis
Bookkeeping automation for small business
Bookkeeping automation does not mean that software does your accounting for you. It means the data gets into your books without you typing it. This guide shows what a small business can automate, what it should not, and where to start.
Start with what your software already does
Most accounting software can import transactions from your bank, and many can sort them with rules. Turn these on first. They often help the most, and they are usually included in your plan.
What you can automate
- Receipts from email. When a receipt arrives in your email, an automation saves the file in a folder, gives it a clear name, and adds the date and amount to a spreadsheet.
- Online shop sales. Orders from your online shop go into a spreadsheet every day. At the end of the month, the automation adds up sales, fees and VAT in one summary.
- Invoices and payments. New invoices go into a list. When a payment arrives, the invoice is marked as paid. This also makes invoice reminders easy. Read: How to automate invoice reminders
- A monthly report. At the start of each month, numbers from your tools go into one report for you or your accountant.
- Documents from clients. If you are a bookkeeper, your clients get automatic reminders for missing receipts and statements. Read: How to automate client document collection
What you should not automate
- Tax decisions. How something is booked, and what you can claim, is a job for your accountant.
- Final numbers without checking. Always check the totals before you send or file anything.
- Anything you do not understand yet. Do it by hand a few times first, then automate it.
How to start
- Pick one job you do every week or every month.
- Write down every step you do by hand.
- Check if your accounting software can already do some of the steps.
- Automate the rest with Make, n8n or Zapier, one step at a time.
- Test it with last month's data before you use it for real.
Where AI helps
AI can read receipts and invoices, and pull out the date, the amount and the supplier. It can also suggest a category. Use it as a helper. A person should still check the numbers before they go into your books.
Want it done for you?
I can build these automations for your business. Automations start from $100.
I build automations. I am not an accountant, and I do not give tax advice.