From paperwork to posted ledger
The pipeline, the 20 inputs, and where the human sits.
LedgerIQ is one pipeline: every input format lands in the same place, becomes a double-entry draft, passes a human check when it matters, and posts to an immutable ledger that feeds the dashboards and exports.
1. Twenty ways in
Businesses do not produce clean data — they produce receipts, photos, PDFs, spreadsheets, statements and voicemails. LedgerIQ takes all of it. Bank and card feeds connect directly; the rest is captured by photo, upload or forward.
| Category | Examples | How it comes in |
|---|---|---|
| Physical documents | Paper receipts, vendor invoices, handwritten notes, register tapes, petty-cash logs | Photo / scan → extraction |
| Statements | Bank statements, credit-card statements, processor settlements | Direct feed (Plaid, Stripe) or upload |
| Operations | POS daily sales, e-commerce orders, inventory POs, payroll reports | POS / commerce / payroll connections |
| Conversational | Expense voice memos, in-app chat context, mileage logs | Record, type or forward |
| Compliance | W-2 / 1099 tax documents, owner-drawing notes | Upload → extraction and flagging |
Bank feeds (Plaid) and processor-settlement feeds (Stripe) run on real integration code and activate as soon as credentials are provisioned for an engagement. During the beta, some connectors are demonstrated with representative data — the walkthrough shows you exactly which are live for your setup.
2. AI turns it into a draft entry
- Extraction — Vendor, date, amounts and line items are pulled from the document or feed.
- Categorisation — The transaction is mapped to the business's own chart of accounts, with a confidence score.
- Parity check — Double-entry balance (debits = credits) is enforced before the draft is created — an unbalanced entry is rejected, not saved.
- Vendor learning — Every time an accountant posts or reclassifies a vendor, LedgerIQ records the outcome. The next transaction from that vendor is matched against what was learned before the static rules run, and confidence climbs with each recurrence. Recurring vendors become steadily more auto-draftable.
3. A human reviews what matters
Not every entry needs a person, and not every entry should skip one. LedgerIQ routes by risk:
| Entry looks like | What happens |
|---|---|
| High-confidence, known vendor, routine amount | Moves through to posting |
| Low confidence, unknown vendor, or high dollar value | Routes to the trained accountant back-office queue |
| AI cannot place a payment at all | A plain-language clarification goes to the business owner; one answer clears it |
The back-office reviewers are trained accountants doing ledger review — LedgerIQ provides the ledger and the tooling, not tax or advisory work. The state machine is explicit: queued → processing → review → posted, with posting as a one-way door.
4. Posted, immutable, and visible
- Immutable — A posted journal entry cannot be edited or deleted. Corrections are new entries, so the history is always the real history.
- Live dashboards — Daily cash survival (checking balance, sales velocity, overdue AR, clearing checks, a flashing alert under a set threshold), weekly operations and margin (budget progress, payroll and vendor bills due, category spend, gross margin), and forward projections (30-day runway countdown, 7-day cash trajectory).
- Supplier creep guard — When an ingested statement pushes a category over its budgeted threshold — a cloud bill that jumped, say — it surfaces as an alert with a plain-English explanation.
Alerts are evaluated the moment new data lands and whenever you open a dashboard. A fully autonomous background sweep — surfacing an alert with no one logged in — is on the near-term roadmap.
5. Out to your accountant and to QuickBooks
- Your CPA, in the live books — A business owner invites their outside accountant from a panel in the portal. The accountant accepts a link, and gets their own workspace switcher to move between their own practice and each client's books. One active outside-accountant seat per business.
- QuickBooks Online export — One click exports all posted journal entries as a CSV in QuickBooks Online's native journal-entry import format — separate debit and credit columns, one reference number per multi-line entry. It is an export, not a live two-way sync.