Bookkeeping
Every expense, categorized
Every charge on your bank and cards sorted to the right category, with the vendor attached. When something genuinely can't be worked out from the record, you get one plain question instead of a spreadsheet.
How HaiFi does this
The workflow, step by step.
Every step is captured in the audit log — what was decided, why, and anything we weren't sure about. If you or your CPA ever need to trace a number back to its source, it's all there.
- 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
What lands in your books.
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.
Also included in your plan
Every account tied to reality
Each account on your balance sheet checked and backed with evidence every period — so the numbers hold up when a lender, an investor, or a buyer starts asking.
Your P&L, balance sheet, and cash flow
The three statements your bank, your investors, and your CPA all ask for — ready on demand, not reconstructed the week you need them.
Revenue counted when you earn it
Annual contracts and prepayments recognized across the term you deliver, not all at once when the cash arrives — the treatment investors and auditors expect to see.
Every expense, categorized, handled for you.
Included in every HaiFi bookkeeping plan — done by AI, approved by accountants.