Neon Sky AI · Back-office systems

QuickBooks keeps the books.
It doesn't chase your crew.

You already bought the accounting software. That was never the problem. The problem is everything that happens before a number reaches it — the receipt in a truck console, the approval sitting in someone's texts, the job that closed three weeks ago and still isn't costed. We build that layer.

17 of 21
back-office reqs we pulled that already named QuickBooks. The other four named accounting software without saying which.
Neon Sky AI scan of Alberta postings · 2026-07-27 · n=61
2 of 61
postings where the employer was genuinely working off spreadsheets alone.
Same Alberta scan · "manual-only" stack class
1 person
is usually doing books and dispatch and intake. That's the actual bottleneck.
Observed across trades & field-service reqs

The gap

The ledger is fine. The path to it isn't.

Two different jobs. Only one of them has software.

Already solved — leave it alone

What QuickBooks does well

  • Chart of accounts, GL, the actual books
  • Bank feeds and rule-based categorisation
  • Invoicing, payroll, sales tax filings
  • Statements your accountant already knows how to read

We don't replace any of this. We don't want to.

Nobody's solved — this is the work

What still runs on a human

  • Receipt chasing. Six trucks, six phones, photos arriving by text at 9pm.
  • Approval routing. A bill needs the owner's yes. That yes lives in a text thread.
  • Bank-rec exceptions. The handful that don't match eat the afternoon.
  • Job-costing tie-out. Materials on one system, hours on another, margin known too late.
  • Intake re-keying. The same job details typed into three places by hand.

What we build

Five pieces. Take one or take all of them.

Everything below posts into the system you already run. Nothing asks your bookkeeper to learn a new ledger.

01

Field capture

Crew texts or photographs a receipt. It lands coded, matched to a job, and queued — no app for them to install, no login for them to forget.

02

Approval routing

Bills over your threshold go to whoever actually approves them, with a one-tap yes and a record of who said it and when.

03

Exception queue

Matched transactions clear themselves. Your bookkeeper opens one screen holding only the items that genuinely need a human.

04

Job-cost tie-out

Materials, hours and subs pulled against the job while it's still open, so margin is a number you watch, not one you discover.

05

Intake automation

Parse, validate, post to the system of record. The details get typed once, by whoever took the call, and never again.

Straight answer

When you should not hire us.

There is off-the-shelf software for parts of this.

Receipt capture and AP routing are real product categories. Dext, Hubdoc, Bill.com and Ramp all sell into this space, and for a business whose workflow looks like everyone else's, one of them is the cheaper answer. We will tell you that on the call rather than after the invoice.

What those tools can't do is bend. They assume a shape. If your jobs, your approvals or your costing don't fit that shape, you end up paying a subscription and keeping the manual step you bought it to remove — which is the situation most people we talk to are already in.

Hire us when the gap is specific to how you work — your job numbers, your crews, your approval chain, your system of record. That's a build, not a licence.

Start here

Two weeks, one document, and you can walk away with it

Nobody should sign a build off a web page — including us. Before any of the five pieces gets quoted, there is a diagnostic: we sit with the people who actually do the work, walk three real recent cases end to end, and write down what is genuinely happening. It ends in a document that is yours, whether or not you ever hire us to build anything.

The diagnostictwo weeks · fixed fee · credited against a build
  • A process map of what really happens — every step, every fork, every exception, every workaround somebody invented and never told anyone about
  • An opportunity matrix — each fix scored on impact and effort, then sequenced, so you know what to do first and what can wait
  • Technical findings — which of your systems can actually talk to each other, and where the honest answer is that they can’t
  • The numbers — what each piece costs you a year, from your volumes and your rates, with the confidence level written beside each line
  • A recommendation, including “buy this instead” where off-the-shelf software genuinely solves it
  • Your baseline, recorded — time per item, error rate, cycle time, measured before anything changes, because in three months nobody remembers

Your time: one 90-minute session, one hour walking through three real recent cases, and read-only access or exports. That is the whole ask.

Why it isn’t freeand why that is better for you
  • Free discovery is a sales call. This is a piece of work with a deliverable, and it gets the hours a piece of work gets
  • It is priced to be an easy yes, and it comes off the build in full if you go ahead inside 90 days
  • “Don’t build this” is a real possible answer — and it is worth the fee on its own if it stops you spending five figures
  • You keep the document either way. Take it to another firm if you like

The fee is quoted on the call. It is one number, it does not move, and it is a long way below the cost of the build it is protecting you from mis-buying.

Scope

One build. One monthly. No per-seat maths.

There is no number printed on this page, and that is deliberate. This is a build, not a licence — receipt capture for six trucks is not the same job as receipt capture for sixty, and quoting you off a web page would mean guessing at yours. The diagnostic above is what produces the number, and it produces a fixed one, in writing, before anyone starts work. What moves it: which of the five pieces you take, how many systems have to be talked to, and whether data has to be migrated out of wherever it is stuck.

The buildone-time · fixed before work starts · paid on delivery
  • Everything in the diagnostic, built — and the diagnostic fee credited back
  • The pieces you picked, built to your system of record
  • Data migration from wherever it lives now
  • Staff walkthrough and written runbook
  • You own the code and the data outright

Additional locations are priced once, inside the build — never added to the monthly.

The monthlymonth to month · quoted with the build
  • Hosting, backups and monitoring
  • Support and small changes
  • Updates as your process changes
  • No per-seat fee, no per-transaction fee
  • Cancel any month — the build is already yours

No contract on the monthly. The build is the commitment; the plan isn't.

Twenty minutes, no deck.

Tell us where the hours actually go. If the answer is "buy Dext", we'll say so, and you'll have spent twenty minutes.

Talk to Robert Clark Technical questions