When Botkeeper shut down earlier this year, thousands of firms watched months of automation vanish overnight. The cloud went dark and took the work with it. We don’t want to be your next vendor. We want to be your last install. We put named AI employees on your QuickBooks, your Karbon, your Ignition — scoped per engagement, 60 days to live, 90-day handoff. When we leave, the install stays.
Tax season is 8 months out. 60 days to install. Window is open now.
Owns the source-document chase January through April — built to hand the partners back their actual accounting work.
Composite · mid-size multi-partner CPA firm · Illustrative range from typical operator data
Botkeeper was a managed platform. Your data ran through their pipes. The automation lived in their cloud. The monthly bill was the leash. When the company stopped, your work stopped. We deliberately built the opposite shape — same kind of ongoing relationship, different place for the work to live.
Pure-AI bookkeeping platform
Named AI employees installed on your existing stack
When the platform dies, it takes the work with it. When we install an AI employee on your QuickBooks, Xero, Karbon, or Ignition, the install lives on your systems — not ours.
Monthly subscription, per-client billing
Scoped to your firm, named on your audit call. A one-time setup plus a managed monthly — monitoring, tuning, reporting, and campaign management.
We charge an ongoing monthly too — let's be straight about that. The difference is where the work lives. Botkeeper's fee kept the lights on in their cloud; stop paying and the work vanished. Ours covers optimization, but the install sits on your stack — so if you ever stop, the work keeps running on your systems instead of going dark.
Vendor-managed automation
Your team operates the AI employees after the 90-day handoff
An outside vendor going dark is exactly what the industry just lived through. After the handoff, your office can run the install with documentation and quarterly check-ins — not a tether you can't cut.
Black-box automation
Documented installs your CPA can audit
Every cadence, every escalation path, every data point is documented. If you outgrow us, take the playbook with you.
Pick one to install first. We name the right starting role based on your sharpest pain — partner hours during tax season, stuck AR, or quiet retainer churn. Install one, live about 30 days, then stack the next.
Owns the source-document chase January through April. Sends the first request, the second nudge, the third escalation. Books the missing client to a 10-min call when the firm needs to push.
80+ partner hours a season, example range
Example anchor: $45–65K/yr
Reads the QBO aging weekly. Runs FDCPA-compliant dunning across email + SMS. Routes escalations to a partner before the bill ages to 90 days.
Stuck AR pulled current — modeled example
Example anchor: $45–65K/yr
Watches retainers for failed payments, ticket spikes, and engagement drops. Runs the save cadence with pre-approved offers. Flags the at-risk accounts to the partner before they slip.
Churn bent down — typical modeled range
Example anchor: $55–85K/yr
Which workflows you moved back in-house, which ones broke, which ones the team is doing in spreadsheets while you regroup.
QuickBooks, Karbon, Ignition, Canopy, Bill.com, the rest. We map the integration points before recommending a single install.
Eight months out. Honest assessment of whether a 60-day install lands before the January peak — and what to do if it doesn't.
If your firm is better off rebuilding internal capacity than installing an AI employee, we'll say so. The install only works if it works.
Sixty days to install. The window is open now. Book a scope call, walk us through what Botkeeper was doing, we’ll tell you straight whether we can land before January.
— Nathan, founder
Reach me at startupformulas.com/get-started