In bookkeeping, automation tools for bookkeepers are more than just trendy buzzwords—they’re total game-changers. With the right tools, you can speed up tedious tasks, minimize errors, and save hours every week. Imagine spending less time chasing invoices or reconciling accounts and more time strategizing with clients or scaling your business. Whether you’re new to bookkeeping or a seasoned pro, integrating automation tools can free up valuable time, increase accuracy, and make your workflow smoother than ever. Let’s dive into the top seven automation tools every bookkeeper needs to start saving serious time.
1. QuickBooks Online: The All-in-One Solution for Small Businesses
QuickBooks Online (QBO) is an industry favorite, and for a good reason. With automated invoicing, expense tracking, and bank reconciliation, it’s a powerful foundation for any bookkeeper’s toolkit. The beauty of QBO lies in its ability to sync directly with your clients’ bank accounts, automatically categorizing transactions and flagging any irregularities. Plus, QBO’s mobile app makes it easy to stay on top of things from anywhere.
How it saves time: QuickBooks Online automates invoice creation, payment reminders, and reconciliation, turning hours of manual tracking into a streamlined process. Bookkeepers can simply log in, review transactions, and make quick adjustments rather than manually inputting each transaction.
Pro tip: Set up rules for transactions so that recurring expenses (like software subscriptions or monthly bills) are automatically categorized—no manual entry required.
2. Dext Prepare: Effortless Expense and Receipt Management
Dext Prepare (formerly Receipt Bank) is a dream for anyone who’s ever drowned in receipts and invoices. It allows you to scan, upload, and automatically categorize expenses directly from receipts, invoices, and bills, minimizing manual data entry. Dext uses OCR (Optical Character Recognition) technology to scan and extract data from documents, making it much faster than sifting through piles of paper.
How it saves time: Say goodbye to manual entry! Dext integrates with platforms like QBO and Xero, automatically sending categorized data directly to the accounting software. Plus, you can simply snap a photo of a receipt, upload it to Dext, and let it do the rest.
Pro tip: Encourage clients to download the Dext mobile app, so they can snap photos of receipts on the go, keeping their records up-to-date and easy to access.
3. Hubdoc: Simplify Document Collection and Storage
Hubdoc is another top choice for document automation, gathering receipts, bank statements, and bills from various accounts automatically. This cloud-based app eliminates the need to request documents from clients constantly. Instead, Hubdoc fetches the paperwork you need on a schedule, uploading it directly to your accounting software.
How it saves time: Hubdoc centralizes your clients’ documents in one place and can automatically push them to QBO or Xero. No more back-and-forth emails or searching through files. Everything’s collected and stored in one neat, searchable database.
Pro tip: Use Hubdoc’s email feature, which allows clients to forward invoices and receipts to a unique email address that automatically stores and categorizes them.
4. Zapier: Connect Your Apps and Automate Workflows
Zapier is the powerhouse behind linking various apps to create customized workflows, also known as “Zaps.” With over 2,000 integrations, Zapier can connect apps like QuickBooks, Google Sheets, Slack, and Trello, creating a truly integrated, automated workflow. Zapier makes it easy to automate repetitive tasks, such as syncing new customer details from a CRM to your accounting software.
How it saves time: Automate workflows by setting up “if this, then that” scenarios. For instance, when a client submits a new expense report via a Google Form, Zapier can automatically upload the data to a spreadsheet, send a notification, and even categorize it within QuickBooks.
Pro tip: Start small with one or two simple Zaps to automate daily tasks, then gradually add more complex workflows as you get comfortable with the system.
5. Bill.com: Streamline Bill Payments and Invoices
Bill.com is a fantastic tool for automating the accounts payable (AP) and accounts receivable (AR) processes. It connects with your accounting software, allowing bookkeepers to handle bill payments and invoices from a single platform. Clients can send payments through Bill.com, which then syncs up with QuickBooks, Xero, or other accounting systems, eliminating duplicate entries.
How it saves time: Bill.com automates approvals, invoice creation, and payment scheduling. No more chasing down invoices or manually entering data—everything is synced in real-time, keeping records accurate and reducing follow-ups.
Pro tip: Set up automatic payment reminders for clients and vendors to ensure timely payments. This reduces the need for follow-ups and keeps cash flow steady.
6. Fathom: Financial Reporting and Analytics Made Easy
Fathom is a powerful analytics and reporting tool that integrates directly with QuickBooks, Xero, and MYOB to transform raw data into meaningful insights. For bookkeepers who need to create client-facing reports or conduct in-depth analysis, Fathom automates report generation and lets you build custom dashboards tailored to specific client needs.
How it saves time: Fathom eliminates the need for manual report creation by automating data collection and visualization. The software updates automatically with real-time data, so every report is up-to-date and accurate without any extra work.
Pro tip: Use Fathom’s KPI (Key Performance Indicator) features to track your clients’ most important metrics. It’s an easy way to add value and provide clients with a clearer picture of their financial health.
7. Trello: Organize Tasks and Streamline Project Management
While Trello isn’t strictly a bookkeeping tool, it’s incredibly useful for task management and workflow organization. Trello’s board-and-card system allows you to visually organize projects, making it easy to keep track of client deadlines, task assignments, and project progress. From setting up a workflow for monthly reconciliations to tracking client tax returns, Trello helps you stay organized and prioritize tasks.
How it saves time: With automation built into Trello (using Butler, Trello’s automation tool), you can set up automatic notifications, create checklists for recurring tasks, and move cards between boards based on completion status. This automation keeps your processes streamlined, ensuring nothing slips through the cracks.
Pro tip: Create templates for recurring tasks (like end-of-month reconciliations), so you don’t have to start from scratch each time. Trello’s checklist feature makes it easy to stay on top of every task in your workflow.
Wrapping Up: Start Saving Time with Automation Today
Each of these automation tools serves a unique purpose in a bookkeeper’s workflow, and together, they create a powerful ecosystem that streamlines your entire process. From simplifying expense tracking to generating real-time financial reports, these tools save countless hours each week, allowing you to focus on what truly matters—helping your clients grow.
Embracing automation isn’t about cutting corners; it’s about working smarter and making time for the big-picture tasks that can help you and your clients thrive. Start with one or two tools, and as you see the benefits, add more to your toolkit. Your future self (and your clients) will thank you!