Questions, answered.

Yes — practices are one of our three client groups. You hand Kai the bookkeeping layer for the clients you choose: intake, coding, matching and reconciliation, run to per-client coding rules set to your chart and your conventions. Anything unclear comes back to you as a short written question — nothing is guessed — and the reconciled trial balance and P&L go to your firm for review before anything reaches the client. Your client, your sign-off, your letterhead — we do the data entry.

Yes — retail is one of the three client groups we built for. POS reports and card batches are a native intake channel — we connect to your POS platform and pull the end-of-day reports ourselves, so the retail channel is captured daily. Card sales are matched against what the bank actually deposited — settlement timing and processor fees accounted for — and any difference is reported with references. The register count is compared with what was actually deposited, and the gap, if any — cash over/short — is a number you see, not a surprise at year-end. Month-end, you get the same close as every client: a reconciled trial balance and P&L, prepared and handed to your accountant to file from.

Yes — service businesses are the third client group: contractors, clinics, agencies, consultancies and other firms that quote, invoice and pay suppliers. Supplier bills, expenses and the invoices you issue are captured as they happen and matched to what was actually paid, so duplicates are caught and open invoices stay visible in your platform. Take card payments at the desk or on site? Your POS settlements and payouts are matched to the bank exactly as they are for retailers. Month-end, you get the same close as every client: a reconciled trial balance and P&L, prepared and handed to your accountant to file from.

Square, Shopify POS, Clover, Toast, Lightspeed and most others. During onboarding you grant Kai read-only access to your POS platform's reporting, and the end-of-day reports are pulled automatically; from then on the reports are collected daily without anyone lifting a finger. Card batches are matched to the bank deposits they become — settlement timing and processor fees accounted for — and cash takings are compared with what was actually banked.

A reconciled ledger in your platform — or the one we manage for you — a trial balance and P&L by the fifth business day — human-reviewed and signed — and close notes in writing: corrections made, questions open, anything flagged. Every entry stays linked to its source document in your platform.

A flat monthly fee — quoted in writing before you commit and held for twelve months. No hourly billing, and no price increases as your revenue grows: the quote is sized to the actual bookkeeping workload. Tell us about your business and platform; a person replies with the number within one business day.

There's a one-time onboarding fee, quoted in writing before you commit. It covers connecting your platform — or setting one up — mapping your chart of accounts and writing the coding rules the agent will follow. After that, service is month to month — cancel any month.

Anything the agent has to read and post: an invoice, a bill, a receipt, an expense report, a statement. A ten-page PDF from one vendor is one document, and bank-feed transactions don't count as documents.

During onboarding we list your recurring vendors — software, hosting, advertising, the usual suspects. Invoices that only exist in a vendor’s billing portal are collected from the portal on schedule, and anything that still doesn’t arrive is spotted from the bank and card feed and chased before the close. A subscription you pay should never be a charge with no document behind it.

Both. In our mobile app you snap invoices and receipts as you get them — each upload is filed automatically, read and posted the same day. Prefer email? Forward documents to your dedicated SortKai address — they're handled exactly the same way.

Nothing silent. If the work outgrows the quote, we flag it in your monthly summary and propose a new size in writing — you're never auto-billed an overage.

Yes — backlogs are exactly what the agent is good at. Point Kai at the backlog — wherever it lives, however messy — and we'll quote the catch-up as a one-time flat fee alongside your monthly service, in writing.

Those are capture tools — the layer that fetches and reads documents. They stop at a draft: someone still reviews it, codes the exceptions, reconciles the bank and closes the month. That someone is you, or a bookkeeper you pay separately. SortKai includes the capture layer — mailbox sync, vendor portals, card platforms, chasing — and the bookkeeping on top, with a human-signed close, for one flat monthly fee. If you already run one of these tools, Kai can work downstream of it or replace it.

For the mechanical work — reading documents, coding them to your chart of accounts, matching them to the bank — yes, and it doesn't get tired in week three. The numbers are checked against the document itself, and the rule that keeps it accurate: anything ambiguous is flagged for a person instead of guessed, and every close is human-reviewed before you see it.

Yes — the agent reads, codes and posts on its own, daily. Anything it isn’t sure about waits for a person instead of being guessed, and a human reviews every month-end close before you see it.

Do the arithmetic on your own volume rather than trusting a vendor percentage. Industry time studies put manual handling at roughly five invoices per hour once collecting, keying, coding, matching and filing are counted — so 300 documents a month is on the order of 60 hours of handling. With the agent, the reading, keying, arithmetic-checking, coding, matching and filing happen automatically; the human time that remains is answering flagged exceptions and reading the signed monthly close. The full benchmark picture — cost per invoice, cycle times, error rates — is in our guide to the real cost of manual invoice processing.

Gone from your desk: collecting documents from mailboxes and portals, chasing what never arrived, keying supplier, dates, amounts and tax lines, checking the arithmetic, coding to the chart of accounts, matching against the bank feed, renaming and filing, and first-pass duplicate detection. Deliberately still human: every exception decision, anything the agent isn’t sure about, and the review and sign-off of each monthly close. The typing goes; the judgment stays.

The posting is corrected in your ledger and the rule that caused it is fixed so it stays fixed. Corrections are listed in your close notes — nothing is silently rewritten.

You're not choosing. SortKai is both: the agent does the data entry a junior bookkeeper would, and people write the rules and review the close the way a senior would. What you drop is the hourly rate for typing.

No — books only. Your accountant gets a reconciled ledger, linked source documents, and written answers to their questions. Filing stays with them.

Yes — bookkeeping and filing are different jobs. What changes is what your accountant receives: a reconciled trial balance and P&L where every transaction links to its source document, plus written answers to their questions. Clean books usually mean fewer billable hours at filing time. If you don't have an accountant, we'll recommend firms that like receiving clean ledgers.

Bookkeeper access to your accounting platform — or nothing at all, if we run the books under a SortKai-managed subscription — plus the intake connections set up in onboarding: mailbox, vendor portals, card platforms. Your documents are filed in a dedicated archive we set up and maintain — you see each one attached to its transaction in your platform. Access is limited to bookkeeping, every action is logged, and you can switch it off in about a minute.

In a dedicated, access-controlled archive SortKai sets up and maintains for your engagement — every document, whatever channel it arrived through, filed and cleared of duplicates. You see each one where it matters: attached to its transaction in your accounting platform. If you ever leave, the complete archive is handed over to you.

Your documents are filed and archived in a dedicated, access-controlled archive where every action is logged. In your accounting platform Kai works under its own login, so your accountant can see exactly what it did. Your documents are used to keep your books — not to train anything.

QuickBooks Online and Xero today. Others on request — if the platform lets you add a bookkeeper user and connects to other software, the answer is probably yes.

No — both setups are standard. Kai can join the subscription you already own as a named bookkeeper user, or we can run your books under a SortKai-managed subscription and hand you the finished reports. A managed subscription transfers into your name whenever you ask, so the books are never locked away from you.

Yes. We'll set you up on QuickBooks Online or Xero as part of onboarding — then Kai takes over.

Quietly, and in about a week: grant platform access, connect the intake sources, and we run in parallel for one month so you can compare closes before anyone says goodbye.

Any month, no notice period. Your books live in your platform — or transfer to you from ours — and your complete document archive is handed over to you when you go — nothing is held back.