Accounts by role, MFA everywhere
One named account per person. Admin rights with the fewest people.
TrueFigures · receipt automation for Ontario bookkeeping firms
Your receipts, ledgered. The HST already split.
A Google Workspace with real walls — one Drive inbox types every receipt into your Master Ledger. Unclear reads get flagged with a written reason.
The pipeline reads, does the math, and files. The judgement — personal expense, chase, sign-off — stays with the bookkeeper.
master invoice ledger — livesynced
01 meals · ontario | 5.53 | 48.03 | ✓ validated |
02 shop supplies · hst | 15.60 | 135.60 | ✓ validated |
03 fuel · unclear scan | 3.64 | 31.64 | ⚑ flagged |
- 01
Watch
drive inbox
- 02
Read
reads the receipt
- 03
Apply
13% rules in code
- 04
Record
master ledger
- 13/113
- derived HST math
- 50%
- meals ITC rule
- $150+
- HST# required
- 100%
- rows recomputed in code
Layer 01 · the foundation — everything sits on this
First, a workspace with walls.
A firm holds the most dangerous mix in small business: bank details, CRA credentials, payroll. AI made fake emails cheap — this layer is the wall.
layer 01
Workspace
Accounts · drives · walls · fraud settings
layer 02
Invoice pipeline
Drive inbox → ledger rows
layer 03
Retainer
Hosting · updates · onboarding
Foundation, then the money work, then the upkeep. Every engagement starts with the workspace.
Payroll and partner data walled off
Payroll and partner folders staff can't open by accident.
One drive per client, clean offboarding
Revoke one account and you revoke everything it touched.
Configured against invoice fraud
External-sender banners and private sharing make fake invoices look fake.
the threat surface moved
None of this needs a sophisticated attacker. Some of it needs no attacker at all.
- ⚠ Payment diversion
- ⚠ Email compromise
- ⚠ Synthetic invoices
- ⚠ AI data leaks
Skip this layer and everything above it inherits the mess — including any AI your staff already uses.
Controlled staff AI. Once staff zones are locked, Gemini drafts emails and NotebookLM answers CRA questions inside permitted folders — never payroll, never partner drives.
Before / after
Same month end. Different week.
Nothing changes for your clients. The hours move from typing to review.
Today — manual month-end
the month-end crunch
Every receipt keyed by hand — HST derived one slip at a time.
the rulebook risk
HST# over $150. Meals at 50%. Tips at 0%. Miss one — CRA notices.
the missing-receipt chase
The gaps nobody logged surface only at filing time.
With TrueFigures — automated
the month-end crunch
Staff drop a file in; the row types itself and files the scan.
the rulebook risk
Rules run in code, checked to the cent on every document.
the missing-receipt chase
Named folders, renamed files — the gap shows up immediately.
Layer 02 · the pipeline
One folder is the entire interface.
The workspace built the folder. This is what happens when a file lands in it.
- 01
Watch
A scan or PDF lands in the Drive inbox. No new app for staff.
- 02
Read
Vendor, date, totals, tips, tax — hosted by us in Canada, or on hardware you own.
- 03
Apply
Ontario rules in code, to the cent: HST split, 13/113, meals 50%, tips 0%.
- 04
Record
One validated row in the Master Ledger — or a flag with a written reason.
guarantees, in badges
Every document ends in one of two states: a clean row or a flag with a written reason.
- Same math, every document
- Reviewable output
- No duplicate rows
- Complete file trail
- Your judgement stays
- Same math, every document: HST split, derived amounts, and ITC computed in code, validated to the cent.
- Reviewable output: Every row is clean or carries a written reason. Nothing passes silently.
- No duplicate rows: The same receipt cannot land twice against the real ledger.
- Complete file trail: Every document renamed and archived. Inbox empty, trail intact.
- Your judgement stays: We remove the typing, not the review. Ambiguity waits for a human.
See it run
Three receipts. The rows they became.
Real Ontario scans from our own test firm. The numbers are here to be checked, not admired.
MEALS
ontario · hst 13%
- subtotal
- 42.50
- hst 13%
- 5.53
- total
- 48.03
tip excluded from tax
row 01 · meals · ontario
✓ validated · 50% meals itc · tip excluded
- Net
- 42.50
- HST 13%
- 5.53
- Total
- 48.03
Tip kept out of the taxable base. Meals ITC recorded at 50%.
SHOP SUPPLIES
ontario · hst 13%
- subtotal
- 120.00
- hst 13%
- 15.60
- total
- 135.60
hst# on receipt ✓
row 02 · shop supplies · hst
✓ validated · 100% itc · hst# captured
- Net
- 120.00
- HST 13%
- 15.60
- Total
- 135.60
Full ITC. The supplier's HST number was captured from the scan.
████ ██████
ontario · hst 13%
- subtotal
- 28.00
- hst 13%
- 3.64
- total
- 31.64
⚑ merchant unreadable
row 03 · fuel · unclear scan
⚑ flagged for human review · merchant unreadable
- Net
- 28.00
- HST 13%
- 3.64
- Total
- 31.64
Merchant name unreadable. Row flagged with a written reason — not guessed.
Same receipt, same answer out — the split is code, not a model's opinion. Unclear scans wait for a person.
Privacy
Where client documents actually run
The workspace perimeter comes first. Nothing leaves your tenant by default.
A perimeter you set
OUs isolate payroll and partner data. The pipeline sees inbox and archive only.
Reads where you choose
Hosted by us in Canada, or on a machine you own. You pick; we say which you chose.
Documents stay in your Drive
Inbox, archive, ledger — your tenant, your files. Leave and you keep every byte.
Pricing
Three predictable packages. No hourly billing.
Start with the foundation, add the pipeline when it pays, keep both alive with the retainer.
layer 01
Google Workspace Readiness Sprint
The foundation — where every engagement starts.
$1,000CAD
one-time · one week
- Firm domain, named accounts, MFA on every login
- One shared drive per client; access ends with employment
- Payroll and partner folders walled behind OUs
- External-sender banners, private sharing, device rules
- Pipeline-ready inbox pattern plus a CRA reference desk
- One-page checklist and 60-minute team walkthrough
layer 02
Managed Invoice Pipeline
Layer 02 — automate the money work.
$1,500CAD
one-time build
- Full pipeline on the inbox your Sprint set up
- Master Ledger, receipt renaming, archive discipline
- Ontario rules enforced: HST, meals, tips, HST# guardrails
- 30 days of settle-in tuning on real documents
layer 03
Managed Retainer
Layer 03 — so it never breaks.
$550CAD
per month · recurring
- Hosting and upkeep on our managed server
- Monthly rule and prompt updates as CRA guidance shifts
- New staff and new folders onboarded as you grow
- Priority fixes when an upstream API changes
Every engagement starts with the Sprint. Prices in CAD; 13% HST is added at checkout where applicable.
Talk it through on a callThe honest limits
What we don't do
Knowing where a service stops is part of trusting it. Everything outside this list, your firm keeps.
We don't do your bookkeeping
Your firm stays the accounting authority. We hand over ledger-ready rows and the evidence trail.
We don't file your returns
GST/HST returns remain your filing, under your name. We keep the rows behind it defensible.
We don't replace QBO or Xero
We feed the ledger you already run. The subscription and the data stay yours.
We don't do Quebec or US tax
Ontario HST only — which is why the rules are codified, not generic.
We don't touch payroll
Payroll stays in your payroll system. The pipeline reads expenses, not compensation.
We don't promise zero errors
We promise flags, not guesses — and an audit trail for every row derived.
Next
See your own month end, without the typing.
Book a 15-minute call. We'll run the sandbox end to end — and tell you honestly if it won't pay for itself at your volume.