Create an AI bot or workflow program for QB Online Bookkeeping

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A2ZGC QuickBooks Online AI Automation Brief & Job Post (Latest Update) OBJECTIVE: Build and deploy an automated Virtual Bookkeeper Bot to: Process and categorize over 1,000 unposted transactions across Multiple Checking, vendors such as Lowe’s, Home Depot and Business Credit Cards Home Depot and Lows also have Pro Customer Portal that can be provided for quick references to transactions details like cost, customer name etc Extract data from receipts (PDFs, images, vendor statements) Classify vendors (Home Depot, Lowe’s, Economy Supply, Blackland Building Supply, etc.) Assign transactions to the correct customer/project using job codes or description patterns Queue nightly questions at 10 PM for clarification, with responses received the following morning Send SMS reminders to the business owner for review Title: Virtual Bookkeeper Bot Developer – QuickBooks, OCR, Vendor/Customer Mapping, SMS Notifications Description: A2ZGC Inc., a Texas-based construction firm, needs a smart automation expert to create a virtual bookkeeping assistant to handle daily/weekly posting of transactions. The system must extract vendor and item data from receipts, match entries to jobs/customers, and automate QBO postings, with nightly follow-up for human review. Key Tasks: OCR parsing of receipts from Lowe’s, Home Depot, Economy Supply, and others Parse and tag vendor types (supply chain, subcontractors, etc.) Match job/customer based on keyword patterns from uploaded receipts Auto-fill QuickBooks Online fields: Vendor, Account, Customer, Class, Tag Generate daily batch entries and summary by vendor or project Build Q&A logic for ambiguous or incomplete entries SMS integration (Twilio or similar) for nightly notifications 2. FLOWCHART OF SYSTEM WORKFLOW Input: Bank feed and credit card data PDF receipts from vendors Monthly vendor statements (e.g., Blackland BS Net 30) Customer list with job references (to be finalized) Processing: OCR & data extraction from receipts Vendor recognition via keyword/pattern matching Expense classification using mapped chart of accounts Customer/job assignment from job numbers or addresses Output: Cleaned and posted entries in QBO Billable tagging where applicable Categorized batch reports Nightly question queue for manual confirmation SMS notifications for review 3. BRIEF FOR AUTOMATION SETUP Company: A2ZGC, Inc.Industry: Construction & Renovation ServicesCurrent Systems: QuickBooks Online, Manual Receipts, Vendor Statements, Bank/CC Feeds Goals: Eliminate manual entry backlog (508+ from Frost Checking alone) Reduce delay in tax filings, estimates, job costing Maintain up-to-date financials with minimal daily time commitment Pending Files Provided: Vendor receipts (Lowe’s, HD, Blackland BS) PDF statements and sample invoices Excel/CSV transactions Customer list (pending .xlsx re-upload) Bot Behavior: Pull transactions daily/weekly Pre-fill based on logic Ask nightly questions at 10 PM for clarification Notify via SMS with link or reply keyword NEXT STEPS FOR DEVELOPER: Parse vendor keywords & match to accounts Finalize vendor → category → customer mapping Integrate OCR tool for receipt reading Develop question logic and SMS flow Provide test batch for verification before go-live IN PROGRESS BY OWNER:

Keyword: Business Consulting

Accounting Software Accounting Basics Bot Development Chatbot Development Intuit QuickBooks API Automation