The receipt arrived. The work is still waiting.
A document in a chat is only one input. Someone still needs to identify the client and period, check the details and decide what happens next.
For accounting and bookkeeping firms
Automate bookkeeping handoffs.
Keep your accountants in control.
Dotnitron builds custom workflows around your firm’s existing tools—from collecting client documents and preparing entries to resolving missing items, reviewing matches and handing approved work to your accounting process.
Custom implementation. A focused first scope, agreed with your team.
Where the effort goes
The gap is between
receiving and finishing.
A payment needs evidence. The chase starts again.
Keep a missing receipt connected to its payment and request, so a reply can return to the work it was holding up.
Received does not mean ready to close.
Give the reviewer a clear view of what is prepared, what needs attention and what has actually been approved for the selected period.
One connected process
From receipt to
reviewed accounting handoff.
Use AI for preparation, software rules for checks, and your accountants for the decisions that need judgment.
- 01
Receive
Collect approved client documents and messages, linked to the right client and reporting period.
- 02
Prepare
Extract proposed entry details and keep the original document available for checking.
- 03
Check
Compare entries with payment information. Flag missing evidence and uncertain matches.
- 04
Resolve
Prepare a missing-item request for your team to review, then connect the response to the outstanding work.
- 05
Approve
The accountant checks the source, ledger account and proposed match before approving.
- 06
Hand over
Export approved work in the agreed format, or scope a supported connection to your accounting system.
Follow one client file
From a WhatsApp receipt
to an approved review pack.
Follow the sample Underlying workflow below. Each step keeps the source, outstanding requests and accountant’s decisions connected to the same client and reporting period.
- 01Client sends
A receipt arrives on WhatsApp
The client sends a receipt photo in their existing chat. The message and attachment are linked to the client, ready for preparation.
Ready for the teamOriginal receipt and source conversation
- 02Software prepares
Details and payment matches are proposed
Prepare the supplier, date and amount beside the original receipt. Import the bank statement and propose a payment match, with unclear values flagged for review.
Ready for reviewProposed entry, payment match and source evidence
- 03Accountant resolves
A missing receipt stays attached to its payment
The accountant checks a follow-up request before sending it on WhatsApp. The client’s reply returns to the outstanding request, so the team can continue from the same place.
Ready to continueClient reply linked to the payment and request
- 04Accountant approves
Reviewed entries become an Excel pack
Check the source, ledger account and payment match. Record the approval and download the selected period’s approved entries with the amounts, accounts and bank references.
Ready for handoffExcel review pack and recorded review decisions
This walkthrough uses sample records. We scope your implementation around your firm’s tools, approved access and review requirements. Direct posting to an accounting package is assessed separately.
Keep what already works
Does this need a custom build?
Sometimes configuring an existing tool is the better choice. We establish the remaining gap before proposing software.
| Approach | Useful when | Check first |
|---|---|---|
| Configure | Your current package already supports the process. | Existing features, permissions and team adoption. |
| Connect | Supported systems can exchange the information you need. | APIs, exports, access and who maintains the connection. |
| Build | Your review rules or cross-system handoffs need a workflow you control. | Representative examples, exceptions, reviewers and ongoing ownership. |
WhatsApp and accounting-system connections depend on supported access and agreed scope. We confirm feasibility before committing to an integration.
Your first engagement
Start with one recurring workflow.
Map the process and approved inputs. Agree a useful first release and how it will be tested. Build with your users, review the exceptions, then plan rollout and handover.
What determines the cost?
Scope, integrations, input variation and review requirements determine the effort. We agree responsibilities, acceptance criteria, timing and cost before development. Model usage, hosting and support also need an operating owner.
How we build and validate- System connections
- Available APIs, exports, access permissions and connector maintenance.
- Input variation
- Document formats, bank statements, client records and data preparation.
- Review requirements
- Source checks, matching rules, exceptions and approval responsibilities.
- Deployment and operation
- Hosting, identity, model processing, monitoring and ongoing support.
Related engineering experience
Look at the work.
Understand our contribution.
These examples show related document and platform engineering. They are not accounting-firm case studies or promises of your results.
Production during our engagement
Enterprise document and retrieval platform
Specialist engineering within a wider team, supporting document processing, approved model integrations and regional releases.
Read our contribution Validated before deploymentCompliance and risk workflow platform
End-to-end delivery of a validated platform. The published case distinguishes validation from end-client deployment.
Read the delivery statusBefore we talk
Practical questions,
clear answers.
Can the workflow fit accounting firms in different countries?
We scope each implementation around your firm's country, client locations, currencies, accounting software and review requirements. Local tax checks, data handling and reporting rules are agreed with the responsible accountant before development. The sample workflow illustrates preparation and review; it does not establish tax compliance in any jurisdiction.
Will this replace our accounting software?
The starting point is your existing accounting process. We assess whether configuration, an integration or a custom workflow is justified. The accounting system can remain the ledger of record; the handoff format and responsibilities are agreed during scoping.
Can clients continue sending receipts on WhatsApp?
The sample demonstration shows registered-client WhatsApp intake and reviewed missing-item follow-up. A firm's implementation depends on approved WhatsApp access, recipient permissions and the agreed integration. We confirm those requirements before proposing the build.
Which accounting packages can you connect?
We assess your package's supported APIs, exports and access permissions. The demonstration ends with an Excel review pack; it does not show posting into an external accounting package. Any direct ledger connection is assessed and scoped separately.
Who checks AI-prepared entries and payment matches?
An accountant remains responsible for checking the source details, ledger account, proposed match and exceptions. AI can prepare information and suggest matches; your agreed rules and review steps determine what can be approved.
What affects implementation cost and timing?
The number of connections, input variation, review requirements and deployment environment determine effort. We agree a focused first release, responsibilities, acceptance criteria, cost and timing before development. Model usage, hosting and maintenance also need an operating owner.
What happens on the first call?
We discuss one recurring bookkeeping or monthly-close workflow, where work gets stuck and which tools you already use. We identify the access and review constraints, then recommend whether configuration, further discovery or a scoped implementation makes sense. A non-confidential description is enough to begin.
A useful place to start
What is holding up
your client files?
Bring one recurring workflow and the tools you use today. We’ll help assess whether configuration, an integration or a focused build is the right next step. No confidential documents needed for the first call.