Deliverable
Expense Classification
Every transaction categorized with the right GL account, contact, and class — bank feed in, audit-ready entries out.
How HaiFi does this
The workflow, step by step.
Every step captured in the audit log. The AI's reasoning chain is stored with the entry — your team can audit what was decided, why, and where the AI was unsure.
- 1
Match the vendor
Look up the merchant against the vendor master in QBO, Xero, or AccountingSeed. Fuzzy-match across doing-business-as variants so 'AMZN MKTP' and 'Amazon.com' resolve to the same vendor.
- 2
Review prior transactions
Pull the last N entries for this vendor and inherit the firm's classification pattern — including class, location, and project codes.
- 3
Check the receipt repository
Each client gets a unique HaiFi inbox (e.g. stripehq@docs.haifi.ai). Receipts forwarded to the inbox — or uploaded directly — get OCR'd and indexed. We match each transaction to a receipt by amount, date, and merchant, then use the receipt's line items, tax breakdown, and project codes as supporting context.
- 4
Search the web for context
Vendor industry, parent company, public profile. Disambiguates Amazon purchases that could be AWS, office supplies, or marketing — and catches new vendors the firm has never seen.
- 5
Draft the classification
Each transaction gets a proposed GL account, contact, class, with a confidence score and the full reasoning chain captured against the entry. Drafts stay pending in HaiFi — nothing posts to the ledger yet.
- 6
Auto or manual batch approval
High-confidence drafts can auto-approve on the cadence you set. Anything flagged — low confidence, new vendor, unusual amount — surfaces in the exceptions queue for your bookkeeper to review in one batch.
What you get
The deliverable, productized.
Posted transactions against the client's chart of accounts, with the complete reasoning chain captured in the audit log. Reviewable as a batch — your team approves the run, not each transaction.
Without HaiFi vs. with
The time you get back.
A bookkeeper opens the receipt, alt-tabs to QBO, looks up the vendor, scans recent transactions for precedent, types the classification, and notes it on a QC spreadsheet. ~5 minutes per non-trivial transaction. Hundreds per client per month.
The system runs on cadence. Most expense classifications take under 10 minutes per client per run — even for high-volume shops. Your team reviews the batch of exceptions, not each transaction. Mistakes get caught and the rule gets fixed once.
Related deliverables
Balance Sheet Reconciliation
Tie out every balance sheet account each period with supporting workpapers and variance commentary.
Financial Statements
Polished P&L, balance sheet, and cash flow on demand — branded for your firm or client.
Revenue Recognition
Schedule and post revenue per contract terms, with deferred-revenue rollforward and ASC 606 support.
Deploy Expense Classification in your firm.
Talk to an RDA. Assess. Pilot. Scale. Ready to scale firm-wide in 90 days.