Smarties for accounting firms
Your agents prepare the firm’s work. You sign off.
Emails triaged per client, recurring tasks ready to approve, client requests sent as drafts from your mailbox. Nothing reaches QuickBooks or a client without someone from the firm.
A week at the firm with Smarties
Three moments where the work arrives prepared: the inbox, the tasks that come back and the exchanges with your clients.
Marc Lachance
Re: Missing documents – October 1–15 [CT-R-1042]
Clinique dentaire Belval
Timesheets — October (xlsx)
Revenu Québec
Notice of assessment available — Boulangerie Gagnon
Hydro-Québec
Your October bill
Monday morning
The firm’s inbox, triaged per client
Received receipts, client questions, government notices, supplier reminders: every email is classified, matched to the right client and file, and prioritized. The 9 a.m. brief says what matters today.
- Per-client views everything about Rénovations Lachance, in one place.
- Receipts matched a receipt received by email closes the line that was waiting for it.
- Your rules first known cases are sorted without AI; AI only handles the rest.
To approve2
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CT-R-1038Supplier payments · Boulangerie Gagnon 4 132,45 $ hard · Oct 30 -
CT-R-1042Missing receipts · Rénovations Lachance 1 287,42 $ soft · Oct 21
To confirm1
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CT-R-10421 suggested value · homedepot-2026-10-08.pdf → Home Depot soft · Oct 21
Manual actions1
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CT-R-1038AccèsD transfer · proof required hard · Oct 30
Waiting for the client2
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CT-R-1051Clinique dentaire Belval · timesheets expected Oct 20 -
CT-R-1042Rénovations Lachance · receipts reminder proposed Oct 22
Upcoming hard deadlines1
- Source deductions · Boulangerie Gagnon hard · Nov 15
The 14th and the 30th
Recurring tasks, ready to approve
Each task gathers its inputs (QuickBooks, Drive, emails), proposes exactly what it will do with its evidence, then waits for the firm’s go-ahead. Your morning starts with a “to do” queue, sorted by deadline.
- Business calendar each client’s fiscal year-end and filing frequencies, Québec holidays.
- Values to confirm account, taxes, entity: an unconfirmed AI suggestion blocks the approval.
- Rollback in reverse order, approved like a proposal.
FromJulie Tremblay <julie@cabinettremblay.ca>
ToMarc Lachance <marc@renovationslachance.ca>
SubjectMissing documents – Rénovations Lachance – October 1–15 [CT-R-1042]
Hi Marc,
Here are the Visa transactions from October 1 to 15 for which we are missing the receipt:
| 3 oct. | Home Depot | 412,37 $ |
| 8 oct. | Patrick Morin | 86,19 $ |
| 11 oct. | Uline | 234,90 $ |
| 5 oct. | Esso | 94,12 $ |
| 14 oct. | Patrick Morin | 459,84 $ |
| Total | 1 287,42 $ | |
Please drop them in your Dropbox folder “Receipts 2026” by Friday, October 24.
Julie Tremblay · Cabinet Tremblay
Ref.: CT-R-1042
With your clients
Drafts in your mailbox, not a robot writing to your clients
Requests for documents, approval or information: the draft leaves from your address, in your format, with the table and the file. The client’s reply finds its run, even three weeks later.
- You send it nothing leaves without someone from the firm.
- Reminder proposed if nothing arrives by the expected date, a reminder draft shows up in your queue.
- Reply read, then confirmed a “CF yes / Visa no” is read by AI and confirmed by you before it counts.
The firm tasks Smarties prepares
One template per task, set up per client: accounts, schedule, approvers, file destination. Portal steps stay manual, with instructions and proof.
Missing receipts
On the 14th and the 30th, the list per card holder is ready, and so is the client draft. Chases are counted; received receipts close the lines. See the case
Supplier payments
Due bills checked, transfer with proof, then the payment written in QuickBooks. Never a double payment, partner threshold above an amount. See the case
Source deductions
The period summary is prepared from payroll and checked against the register. The portal remittance stays a guided manual step, with proof.
GST / QST
The tax summary is prepared per client filing period, with discrepancies flagged. Filing on Revenu Québec is a manual step with proof.
Month-end
Unclassified transactions, duplicates, reconciliation gaps and missing receipts gathered into one proposal. You confirm the suggested accounts, Smarties writes.
Payroll intake
Timesheets read according to each client’s learned layout, totals checked per period, then the proposed entries before payroll.
Year-end documents
The list of documents to obtain from the client is produced, sent as a draft from your mailbox, and the replies are matched to the file.
Fee reminders
Overdue firm invoices spotted in QuickBooks, a reminder draft in your tone, sent in one click.
Everyone at the firm sees what concerns them
Permissions follow the firm’s roles, not the other way around.
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Partner
Approves what crosses the threshold
Payments above an amount, client sends, rollbacks. From the phone, with the proposal and its evidence in view.
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Technician
Confirms values, launches runs
The “to do” queue by deadline, suggested accounts to confirm, “always do this” to turn it into a rule. The preparer can’t approve their own proposal.
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Assistant
Sends the drafts, files the documents
Client requests ready to go, received documents matched to the right file, manual steps with their proof.
Confidentiality and compliance, by default
Your clients’ data never leaves Quebec, and every move of every agent is logged.
Hosted in Quebec
Data, documents and local AI on hardware in Quebec. Cloud engines are optional, switched on agent by agent.
Law 25
Consent, access log, defined retention: what the law asks of a firm, Smarties records for you.
Documents kept 7 years
Every input and every proof, encrypted per firm, kept 7 years by default. Backups included.
Log never deleted
Every read, action, refusal and approval, with the screen as it was. Find out who did what in seconds.
Preparer ≠ approver
Partner threshold, second approver, “the preparer can’t approve”: segregation of duties is set per client.
Credentials never in the agent
QuickBooks, Drive, mailboxes: the keys stay in Smarties. Portals (AccèsD, Revenu Québec, CRA) are never automated.
A guided start, a clear monthly price
- Setup with our team: configuration, history import, first client read-only
- QuickBooks, Google Drive, Dropbox, OneDrive and your mailboxes among the connectors
- Unlimited agents, Quebec hosting included, plan based on AI action volume
Start with one client, read-only
We set up a first task with you on one client, without writing anything, and compare with your hand-built list.
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