See which client can move today.
APStack sorts missing documents, overdue Bills, client questions, accounting decisions, and ready-to-post work across the companies you are allowed to manage.
For bookkeepers managing 3–10 QuickBooks clients
AP automation for bookkeepers managing several QuickBooks clients.
Start with a practice-wide list of AP work. See which client is waiting on a document, answer, approval, or QuickBooks post, then open that company to finish the job.
AP priorities across clientsClient questions tied to the invoiceMonth-end blockers by companyQuickBooks posting inside one client
$399 per month for up to 10 active clients, with up to 20 firm users. QuickBooks remains the accounting system of record.
AP automation for bookkeepers
Firm view to client books
1
Scan
2
Prioritize
3
Open
4
Review
5
Post
Review checklist
Original documentEmail or upload sourceVendor historyPossible duplicateReceipt or statement matchProposed accountApproval noteQuickBooks result
Vendor bill from inboxOpen the source while you check the entryNeeds review
Receipt matchedOpen the source while you check the entryAttached
Statement overlap checkedOpen the source while you check the entryClear
Approved QuickBooks recordOpen the source while you check the entryReady
Vendor history
See how this vendor was coded, approved, and matched before—then confirm the current bill on its own facts.
How it works
Triage across the firm. Do the accounting inside one client.
The practice list shows priorities, assignments, client questions, and close blockers. Source review, approval, and QuickBooks posting happen only after you open the selected company.
Ask the client a specific question about a specific Bill.
Request the receipt, approval, job, or coding answer from the affected record. The reply stays with that client and invoice instead of becoming another loose email.
Find month-end blockers before the final week.
See which clients still have missing sources, unresolved Bills, or QuickBooks connection problems while the underlying accounting work remains inside each company.
Post from the client you actually opened.
The handoff opens one client organization and its QuickBooks connection. Finish the review there, then return to the practice list for the next company.
Multi-client AP
Know what can move before you open every client file.
A bookkeeper needs three facts at the start of the day: which client is blocked, who owes the next answer, and which Bills are ready for review or posting.
AP priorities across clientsClient questions tied to the invoiceMonth-end blockers by companyQuickBooks posting inside one client
Build the day from actual client work
See which clients have new invoices, missing answers, ready-to-post Bills, or connection issues before opening separate inboxes and company files.
Open the right company before touching the books
Move from the practice list into the exact client workspace that owns the document, vendor history, approval, and QuickBooks connection.
Run the same service without mixing clients
Use a repeatable invoice-to-QuickBooks process across 3–10 clients while keeping each company's coding, approval rules, and books separate.
Client boundaries
A practice-wide list does not mean shared client books.
Keep QuickBooks Online Accountant.
APStack organizes invoice intake and review for each client. It does not replace QuickBooks Online Accountant, the client's books, or your firm's practice-management software.
The practice list cannot post across clients.
Use the multi-client view to decide where to work. Approval and QuickBooks posting require opening the selected client first.
Each client keeps separate documents and rules.
QuickBooks connections, invoices, vendor history, coding preferences, approvals, and accounting records stay inside the client organization that owns them.
Add clients without merging their accounts.
Link a client organization you are authorized to manage or create a new client workspace. APStack does not combine one client's data with another's.
Pilot checklist
Prove the result with one ordinary week of AP.
Start with the documents that already cause retyping, missing answers, and duplicate checks. Keep the pilot small enough that every result can be inspected.
1
Connect the shared inbox or upload folder where invoices already arrive.
2
Send in a mix of bills, receipts, statements, and vendor emails.
3
Check the vendor, invoice number, dates, amount, memo, and proposed account against the source.
4
Resolve missing fields, possible duplicates, receipt matches, and statement differences.
5
Approve the exact record you want APStack to send to QuickBooks.
6
Open the QuickBooks result and confirm that the source and review note came with it.
Bookkeeper field guide
What a bookkeeping firm should test before adding AP automation.
Invoice extraction is the easy demo. The harder test is whether staff can find the right client, resolve a real exception, and post to the correct QuickBooks company without rebuilding the trail later.
Evaluation checklist
- Explicit client and workspace boundary
- Original document beside the review
- Client-specific QuickBooks connection
- Human approval before posting
- Role and client access controls
- Durable action and destination history
Common questions
Answers bookkeeping firms need before adding the first client.
Does APStack replace QuickBooks Online Accountant?
No. Keep QuickBooks Online Accountant for client access and the books. APStack adds the AP operating layer for intake, review, client coordination, and approved posting.
Does APStack combine client books?
No. Each client has a separate APStack organization, QuickBooks connection, source documents, policies, memory, and accounting history.
Can the firm dashboard post to QuickBooks?
No. The firm dashboard coordinates work across clients. Approval and posting happen only after opening the exact client workspace.
Who is the Bookkeeper workspace for?
It is built for independent bookkeepers and 1–10 person bookkeeping, outsourced AP, or fractional finance teams managing roughly 3–10 client companies.
Can staff be limited to assigned clients?
Yes. Firm roles control what each person can do, while client assignments control which companies staff and reviewers can access.
Practical guides
Learn the AP process, then judge the software.
These field guides explain the controls and exceptions behind the job, with checklists you can use in a product evaluation.
Related AP topics
Explore the AP workflows that support a multi-client practice.
Explore the Bookkeeper workspaceSee the firm workspace, client handoff, pricing, and access boundaries for Bookkeeping Mode.Bookkeeping invoice automationInvoice automation that keeps client context with the bookkeeping workflow.Email to QuickBooksTurn invoice emails into reviewed Bill fields, approve the write, and verify the QuickBooks result.AI bookkeeping assistantAva for bookkeepers who need client AP context, recurring vendor memory, and QuickBooks-ready review.AP automation for office managersAP workflow visibility for office managers who keep operations moving from the inbox.Construction invoice processingReview supplier and subcontractor invoices with source evidence and Customer/Job context intact.
One practice list. Separate client books.
See which client needs you before opening ten company files.
Triage AP across the practice, open one client to review or post, and keep every invoice, approval, and QuickBooks action with the right company.