SortKai keeps the books for service businesses: 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 QuickBooks or Xero. Each month a person reviews and signs a reconciled trial balance and P&L, handed to your accountant to file from.
This page explains what that covers in practice, what stays with you, and where the service stops.
Businesses whose income arrives as invoices for work done, rather than as stock sold off a shelf. That typically means:
The common thread is three streams of paperwork that have to agree with one another and with the bank: the invoices you send, the bills you receive, and the money that actually moved. If you are an accounting practice with service-business clients, SortKai can do the same work for the clients you choose and deliver it to your firm — see for accountants.
Most of the work is matching. An invoice you issued is income you have billed; the customer payment that later lands in the bank is the same income, arriving. Record both as separate income and your revenue is counted twice. Record neither against the other and the invoice still looks unpaid. Intuit's own instruction for QuickBooks Online is direct: “When you receive bank deposits from your customer, you need to link them to an invoice. This keeps your records accurate and helps avoid errors when it's time to reconcile your accounts.”
The same logic runs in the other direction. A supplier bill is money you owe; the payment is money leaving. A bill that reaches you twice — once by email, once from the supplier's portal — can be entered twice and paid twice if nobody is matching.
The documents matter too, not just the bank lines. The IRS lists invoices and Forms 1099-NEC among the records that support gross receipts, and warns in Publication 583 that “proof of payment of an amount, by itself, does not establish you are entitled to a tax deduction.” A card charge for software is proof you paid; the invoice behind it shows what the cost was for. That is why every entry SortKai makes stays linked to its source document.
| What arrives | What SortKai does | What you see |
|---|---|---|
| Supplier bills | Captured as they arrive, read and checked, recorded to your chart of accounts and matched to the payment when it leaves the bank | The bill in your platform with the document attached |
| Expenses and receipts | Read, checked and posted daily; any card or bank charge with no document behind it is chased before the close | Every expense linked to its receipt |
| Invoices you issue | Captured and matched to the customer payment that actually arrived | Open invoices that are genuinely unpaid — and only those |
| Subscription and portal invoices | Collected from the vendor's billing portal on schedule, listed during onboarding | No software charge without its invoice |
| Card payments at the desk or on site | POS settlements and payouts matched to the bank, exactly as for retailers | Card sales that agree with what was deposited |
| Anything unclear | Held for a person and turned into a short written question — never guessed | A question in writing, and your answer becomes a rule |
Documents reach Kai in several ways. Kai pulls bank and card feeds, POS reports and vendor-portal invoices itself; everything else you forward to a dedicated SortKai email address, where it is filed, read and posted the same day. A mobile app for photographing receipts is coming soon.
Because every document is matched to what was actually paid, a second copy of the same bill has nothing left to match against. First-pass duplicate detection is part of the agent's work, and anything it is not sure about waits for a person rather than being posted or deleted on a guess.
On the sales side, matching each customer payment to the invoice it settles means the list of open invoices in your platform reflects what is really outstanding. In QuickBooks Online that list is the accounts receivable aging report, which Intuit describes as giving “an overview of your customers' outstanding balances, who are falling behind their payments, how much is still due, and how long they're past due.” That report is only as good as the matching underneath it.
One boundary to be clear about: SortKai keeps open invoices visible; it does not collect them. We do not send payment reminders to your customers or chase them for money. What you do about a late payer stays your decision.
Less than before, but not nothing:
It starts with a free consultation. SortKai then quotes a fixed monthly fee sized to your document volume, in writing, before you commit. The quote names a document-volume band and that band's rate is held for twelve months. The fee follows the bookkeeping workload, not your turnover, so it does not rise because revenue grows. If volume runs above the band for two months in a row, the next band is proposed in writing at least 30 days before it applies; a one-off busy month never changes the fee, and you are never auto-billed an overage.
A one-time onboarding fee, also quoted in writing, covers connecting your platform or setting one up, mapping your chart of accounts and writing the coding rules the agent follows. After that the service is month to month and you can cancel any month. If your books are already behind, the backlog is quoted separately as a one-time flat fee — see catch-up bookkeeping services.
SortKai is a bookkeeping service. Tax filing, payroll, audit and CFO or advisory work are out of scope, and so is debt collection. Your accountant files from the books we keep, and we give written answers to their questions about those books. If you do not have an accountant, we can recommend firms that like receiving clean ledgers. Nothing on this page is tax or legal advice.
Kai records your bills, expenses and invoices daily in QuickBooks, Xero or another platform — yours, or one we manage for you — and a person signs every monthly close. Flat monthly pricing, quoted in writing.
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, and each month you get a reconciled trial balance and P&L, reviewed and signed by a person.
No. SortKai keeps open invoices visible by matching each customer payment to the invoice it settles, so your platform shows what is genuinely outstanding. Sending reminders or collecting debts is not part of the service; what to do about a late payer stays your decision.
Every bill is matched to what was actually paid, so a second copy of the same bill has nothing left to match against. First-pass duplicate detection is part of the agent's work, and anything it is unsure about waits for a person instead of being guessed.
No. SortKai keeps the books only. Tax filing, payroll, audit and CFO or advisory work stay with your accountant or other providers, who receive a reconciled ledger with every entry linked to its source document.
A fixed monthly fee sized to your document volume, quoted in writing after a free consultation. The quote names a document-volume band held for twelve months, the fee does not rise because revenue grows, and service is month to month.
