SortKai provides QuickBooks bookkeeping services for small and mid-sized businesses and accounting practices that already use QuickBooks Online, or want to. Kai, our AI agent, joins your company file as a named user, records your documents every day and matches them to the bank, and a person reviews and signs the monthly close. Your file stays yours; nothing is migrated.
This page explains exactly how that works inside QuickBooks Online: how you let a bookkeeper in, which role to give it, what is done daily and monthly, how to check every change, and what stays with you and your accountant.
Through the file's own user management, never through your password. Intuit gives a company two ways to let someone in, and both are managed from Settings → Manage users:
Only a primary admin or company admin can invite an accountant. Which route SortKai uses for your file is agreed during onboarding and written into your quote, together with the rest of the setup: connecting the platform, mapping your chart of accounts and writing the coding rules Kai follows.
Either way, the result is the same thing that matters: Kai has its own login. You never hand over your credentials, and you never share a seat.
A role in QuickBooks Online decides what a login can see and do. Intuit's user-roles guide describes several, and the differences matter for bookkeeping:
Because SortKai delivers a trial balance and P&L each month, the login needs report access as well as transaction access. Access is limited to bookkeeping. Roles available to you can depend on your QuickBooks plan, so we confirm them in your file during onboarding.
The daily work is the part QuickBooks cannot decide for itself. Bank feeds bring transactions in; somebody still has to say what each one was and attach the proof.
If money left the bank with no document behind it, Kai requests the document, follows up and escalates before the month is closed.
Every bank, card and POS settlement account is reconciled in QuickBooks's own Reconcile tool. In Intuit's workflow you enter the ending balance and ending date from the statement and tick off matching transactions until the Difference is zero; QuickBooks then saves a reconciliation report you can find under History by account on the Reconcile page. Those reports stay in your file.
On top of that, by the tenth business day you receive:
| Area | SortKai, inside your QuickBooks | You or your accountant |
|---|---|---|
| Ownership of the file | Works as one named user | You stay primary admin and decide who has access |
| Documents | Collects, reads, posts, attaches, chases what is missing | Forward anything that arrives by email only to you |
| Bank and card accounts | Matches daily, reconciles monthly | Nothing, unless a written question needs your answer |
| Month-end | Signed trial balance, P&L and close notes by the tenth business day | Your accountant reviews and works from them |
| Tax returns and sales tax filing | Not offered | Your accountant or tax preparer |
| Payroll | Not offered | You or your payroll provider |
| Audit, CFO and advisory work | Not offered | Your accountant or advisor |
SortKai answers your accountant's questions about the books we keep, in writing. For accounting practices that manage clients through QuickBooks Online Accountant, the arrangement runs the other way round: SortKai works for the practice, and the reconciled trial balance and P&L go to your firm for review before anything reaches the client.
Because Kai works under its own login, every change it makes is attributed to it in QuickBooks's audit log. Intuit describes the log as tracking “all account activities”, including user sign-ins, settings changes and edits to customers, vendors and employees. For audit and security reasons, Intuit says, the log cannot be turned off, and events stay available for two years.
To check the work yourself: Settings → Audit log → Filter, choose Kai's user name, a date range or event type, and select View in the History column to see the full change history of any single transaction. Your accountant can do the same.
The same place you let them in. For an accountant user, Intuit's steps are Settings → Manage users → Accounting Firms, then Delete in the Action column and confirm; Intuit states the user “is immediately removed and can no longer access your company file.” A regular user is deleted from the ellipsis menu on the same page.
Service is month to month with no notice period. When you leave, your books are already in your own file, and your complete document archive is handed over. If we set QuickBooks Online up for you under a SortKai-managed subscription, it transfers into your name whenever you ask.
QuickBooks mechanics on this page come from Intuit's own help articles for QuickBooks Online (US), opened September 24, 2026:
SortKai is a bookkeeping service. Nothing on this page is tax or legal advice, and SortKai does not provide tax filing, payroll, audit or advisory services.
Kai works in your QuickBooks Online file as a named user, posts daily and reconciles monthly, and a person signs every close. Fixed monthly fee sized to your document volume, quoted in writing.
No. Kai joins your QuickBooks Online company as a named user with its own login, invited from Settings, Manage users. You never share credentials, and every change Kai makes is recorded against its own name in the audit log.
It depends on how they are added. Intuit states that an accountant invited from the Accountants or Accounting Firms tab does not count toward your subscription's user limit. A regular user added with a role does count, and your subscription level sets how many users you can add.
Yes. Go to Settings, Audit log, filter by Kai's user name or a date range, and select View in the History column for any transaction. Intuit says the audit log cannot be turned off and keeps events for two years.
No. SortKai keeps the books only. Payroll, tax filing including sales tax returns, audit and advisory work stay with you, your payroll provider or your accountant, who receives a reconciled trial balance and P&L to work from.
We can set QuickBooks Online up for you during onboarding, whether you are on spreadsheets or desktop software today. If it runs under a SortKai-managed subscription, it transfers into your name whenever you ask.
