Your recurring tasks, prepared in advance. You approve.
Supplier payments, source deductions, missing receipts, payroll intake, month-end: every task gathers its data, proposes exactly what it will do, waits for your go-ahead, then executes, delivers and reports.
- Collect QuickBooks · 38 transactions, 2 cards · Dropbox · 3 files
- Extract 5 without a receipt · 1 ignored by rule
- Propose List per card holder · 1 suggestion
- Firm approval Julie Tremblay
- Client request Draft to Marc Lachance
- Validate On the next run
- Deliver Drive · 2026-2027 / Missing receipts
- Report
Firm approval
- Period complete (QuickBooks as of Oct 15)
- No item already resolved
- 1 suggested value to confirm before approving
The approval is tied to this exact proposal. If an item changes, it is void.
One run, eight stages, nothing silent
Every run is traceable end to end: its inputs, its proposal, who approved what, every outside call, the read-back result and the delivered files.
-
Collect
The task gathers its own inputs: emails and attachments, files in Drive or Dropbox, QuickBooks reports. Every input is frozen with its hash.
-
Extract
Deterministic readers and your rules produce the values. AI only fills the gaps, and every value keeps its origin.
-
Propose
The exact list of actions, with the checks (totals, duplicates, period complete) and the evidence behind every line.
-
Firm approval
Always. Who may approve, an amount threshold for the partner, a second approver, “the preparer can’t approve”: set per task.
-
Client request
Optional. A draft to the client (approval, documents, information) carrying the run reference; the reply is matched automatically.
-
Execute
Each action re-reads the outside state just before writing. Portal steps stay manual, with instructions and proof.
-
Validate, deliver, report
Read-back of the result, files dropped in the right place under the right name, and a summary with the client draft.
-
Rollback
On demand, in reverse order, approved like any proposal. What is irreversible becomes a manual instruction.
Case · chasing missing receipts
On the 14th and the 30th, the list is ready before your coffee
Read-only
Smarties reads the transactions of the watched cards and accounts in QuickBooks, removes those that already have a receipt and applies your ignore rules (small subscriptions, known vendors).
Chases counted
An item already requested is marked “chased 2× since Sept 30”. On the next run, whatever got its receipt is resolved; the rest carries over.
The client replies by email
The draft leaves from your mailbox, in your format, with the table and the xlsx file. The reply and the receipts dropped in Dropbox come back to the run.
Delivered to the right place
15-10-2026 - RENOVATIONS LACHANCE - FACTURES MANQUANTES.xlsx in the fiscal-year folder, and the morning brief flags items older than 30 days.
Client request
A draft in your mailbox, not a robot writing to your clients
You send it
Client reminders and requests are always drafts. Nothing leaves without a person.
The reply finds its run
Reference in the subject, the footer and the headers: Marc’s reply is matched to CT-R-1042, even three weeks later.
Approval, documents or information
Three kinds of request. A “CF yes / Visa no” in the reply is read by AI, then confirmed by you before it counts.
Reminder proposed
If nothing arrives by the expected date, a reminder draft shows up in your “to do” queue.
Case · supplier payment run
The money moves before the books, never the other way
Bills pre-selected
All open bills are listed; those due before the next run are checked. You adjust.
The transfer first
The bank transfer is a manual step with proof. The bill payment in QuickBooks is written only afterwards.
Never a double payment
Every action has a unique key. When in doubt (timeout, unknown outcome), Smarties re-reads the real state instead of retrying blindly, and a person decides.
Thresholds and dual sign-off
Above an amount, the partner approves. A second approver or “the preparer can’t approve” is set per client.
Accuracy first: AI suggests, a person confirms
GL account, taxes, entity, capital asset: no value produced by AI reaches an outside system without a person confirming it.
-
Origin
Read, rule, suggested, manual
Every value carries its origin and its provenance: the file, sheet and cell, or the page and line. An unconfirmed suggestion blocks the approval.
-
Promotion
“Always do this”
Confirm “Bell → Telecommunications” once, then make it a rule: the next run reads it, without AI.
-
Evidence
The approval covers what was shown
An approval records the proposal’s fingerprint and the screen as it was. Editing an action voids it. Approvals and the log are never deleted.
To approve2
-
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
-
CT-R-10421 suggested value · homedepot-2026-10-08.pdf → Home Depot soft · Oct 21
Manual actions1
-
CT-R-1038AccèsD transfer · proof required hard · Oct 30
Waiting for the client2
-
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
Your morning starts with a “to do” queue, not a full inbox
What waits for your approval, the values to confirm, the manual steps and what waits on a client, sorted by deadline. Hard deadlines are red, and the 9 a.m. brief announces them 48 h ahead.
- Schedules per task a fixed date, a recurring rule or an offset on the period; soft or hard; with reminders.
- Triggers schedule, incoming email matched to the run, or manual start.
- Business calendar Québec holidays, fiscal year-end and each client’s filing frequencies.
- From your phone approve, confirm a value or upload a proof in the iOS and Android app.
Catalog
Task templates, set up per client
One template, many clients
Each template declares its inputs, settings, stages and checks. You set it up per client: accounts, schedule, approvers, file destination.
Test read and dry run
Before the first real run: a test read shows what would be collected; a dry run produces the full proposal without writing anything.
Layout profiles
“Belval timesheet: one sheet per period, header on row 3”: learned once, confirmed, then read every time.
Other professions
The engine is neutral; the templates carry the profession. Property management, construction (CCQ), clinics: same stages, other tasks.
Connected to what you already use
Credentials stay in Smarties, never in the agent. Every outside call is logged with its request and response, secrets redacted.
QuickBooks
Transactions, attachments, accounts, aging reports; bill payments.
Google Drive · Dropbox · OneDrive
Firm side or client side, per task. File and folder names follow your conventions.
Reads the emails Smarties already triaged; writes only drafts, never sends.
Manual steps
AccèsD, Revenu Québec, CRA, CCQ: instructions, link, assignee, due date and proof required.
Readers
xlsx, PDF, OCR, Word tables, OFX, CSV, zip, and your file-naming conventions.
Smarties storage
Every input and every proof, encrypted per firm, kept 7 years by default.
Which task costs you the most chasing?
We set it up with you on a first client, read-only, and compare with your hand-built list.
Get a quote