QuickBooks stays your system of record. This keeps things clean before they get there.
All invoices go into one place before QuickBooks.
You see what came in, what's been handled, and what's left. Nothing slips through.
Everything is visible in one place. Nothing is hidden in inboxes, and you always know exactly what’s been handled.
Forward vendor invoices to your Plaincount intake address.
The invoice details are extracted and kept perfectly visible.
A draft bill is created in QuickBooks with the original PDF attached.
Your team checks the draft before anything is finalized in your books.
| Date | Description | Amount | Category | GST | Status | Confidence | Actions |
|---|---|---|---|---|---|---|---|
| 2025-12-10 | ACH Electronic CreditGUSTO PAY 123456 CRA Ready | $5,850.00 | Owner Draw Will post to: Owner Draw (Normal category) | OUT_OF_SCOPE | approvedApproved (Normal) | 90% | PostSuspense |
| 2025-12-10 | ACH Electronic CreditGUSTO PAY 123456 CRA Ready | $5,850.00 | Owner Draw — | OUT_OF_SCOPE | postedPosted to QBO [Suspense] | 90% | Rollback |
| 2025-12-10 | Touchstone Climbing CRA Ready | $78.50 | Meals & Entertainment — | ITC_PARTIAL_50 | postedPosted to QBO [Suspense] | 70% | Rollback |
| 2025-12-10 | Madison Bicycle Shop Rolled back. Editable again. Re-approve when ready. | $500.00 | Office Supplies — | ITC_FULL | pendingRolled back (QBO voided) | 70% | ApproveSuspense |
| 2025-12-10 | KFC CRA Ready | $500.00 | Meals & Entertainment — | ITC_PARTIAL_50 | postedPosted to QBO | 95% | Rollback |
| 2025-12-11 | Tectra Inc CRA Ready | $1,200.00 | Professional Fees Will post to: Legal & Professional (Normal category) | ITC_FULL | approvedApproved (Normal) | 85% | PostSuspense |
| 2025-12-12 | United Airlines CRA Ready | $450.00 | Travel — | ITC_PARTIAL_50 | postedPosted to QBO | 98% | Rollback |
| 2025-12-13 | Netflix CRA Ready | $19.99 | Subscriptions — | ITC_FULL | postedPosted to QBO | 100% | Rollback |
| 2025-12-14 | Amazon Web Services CRA Ready | $342.50 | Software & SaaS — | ITC_FULL | postedPosted to QBO | 92% | Rollback |
| 2025-12-15 | Uber CRA Ready | $32.40 | Travel — | ITC_PARTIAL_50 | pendingAwaiting review | 65% | ApproveSuspense |
When invoices live in email, confusion is inevitable:
emails get scattered, attachments are lost, duplicate invoices are forwarded, and there’s no clear tracking of what’s actually been processed.
Instead of tracking invoices across inboxes, everything lives in one place.
Every invoice sent is accounted for as a visible item.
Potential duplicates are flagged early before going to QuickBooks.
See exactly what came in and what’s been handled, all in one place.
This isn’t a black-box tool. Invoices are captured automatically. Everything shows up in one place. You review before anything is posted.
Bills are prepared as drafts, not posted silently.
The original invoice stays attached to the QuickBooks bill.
Your team can see what was created and review it before posting.
Plaincount provides a single control layer to review incoming vendor invoices. It brings order to the chaos and catches issues before they hit your accounting system.
Managing messy inboxes across multiple clients
Handling recurring vendor invoices every month
Where mistakes are starting to happen
Best fit when you handle the same vendor invoices every month.
Start with a simple queue now. Add deeper controls later as needed.
For lower-volume teams moving away from the inbox.
For teams handling invoices every week.
For higher-volume teams with recurring bill entry.
Need higher volume, multi-entity support, or firm-wide rollout? Contact us.
The source invoice is always visible and perfectly linked to your QuickBooks entry. Nothing disappears into a black box.
Bring them into one place before they hit QuickBooks.
QuickBooks stays the system of record.