Landfall
Industry

Accounting.

Receipts pile up. Intake takes weeks. AP triage eats partner hours. Landfall installs the AI that parses statements, routes invoices through a real approval queue, and flags anomalies inside QuickBooks and the workflow tools your firm already runs.

Where accountants spend time they shouldn't have to

The AICPA 2024 PCPS Top Issues Survey ranked staff capacity as the number one concern for small firms. The evidence is visible on every timesheet. Partners and seniors spend hours on work that is fundamentally clerical: matching receipts, keying vendor invoices into QuickBooks, chasing missing documents, categorizing bank feed items a first-year bookkeeper could handle. Every hour a partner spends on categorization is an hour not spent on planning, advisory, or business development.

The automation Landfall installs is not a replacement for accountants. It removes the part of their day that does not require judgment. Invoice parsing, receipt OCR, reconciliation assistance, document chase. These tasks have a right answer. When the system handles them, the humans handle the work that actually needs them.

Client intake and document collection without the chase

Intake at most small firms is a multi-week exchange of emails, half-filled forms, and missed attachments. A single dropped email delays an engagement by two weeks. Landfall augments the tools you already use, whether Liscio, Canopy, or TaxDome, with structured document requests, status tracking, automated reminders, and a signal to the preparer when the file is complete. The goal is not to replace your workflow platform. It is to close the last-mile chase those platforms leave to staff.

The document checklist varies by client type. Business clients get a different list than individuals. New clients get onboarding steps existing clients skip. For the Cumberland County mix of contractors, service businesses, small retailers, and medical practices, the right requests go to the right clients without staff managing templates by hand.

AP with real approval routing and anomaly detection in QuickBooks

QuickBooks Online's Bill API supports full CRUD, but approval routing is not in QBO. That gap is what our review queue owns. Vendor invoices are parsed from email, matched against POs and vendor history, and scored. Clean matches post. Anything with a discrepancy routes into an approval queue with the right approver based on amount and GL. The approval layer QBO does not ship is the layer we build.

If your firm or a client is still on QuickBooks Desktop, migration planning is part of scoping. Intuit is sunsetting Desktop on a rolling schedule through 2024 and 2025 and the wind-down is real. We will tell you whether to migrate now or defer until a natural break.

For tax-sensitive work, we follow Circular 230 and IRS Publication 1345 framing. Anything that requires professional judgment routes to a preparer before it is final. Tax prep tooling (ProConnect, Lacerte, Drake) ties into the same intake and document pipeline so source documents land where the preparer works.

What we install

  • Invoice intake and OCR posting to QuickBooks Online or Xero with confidence scoring
  • Approval routing queue for AP (the layer QBO does not provide)
  • Receipt capture and categorization
  • Client intake augmentation for Liscio, Canopy, or TaxDome
  • Document pipeline into ProConnect, Lacerte, or Drake for tax season
  • 1099 season automation: W-9 collection, vendor validation, 1099-NEC prep
  • Anomaly detection for duplicate invoices, amount outliers, missing PO references
  • QuickBooks Desktop migration planning where applicable

What you get

  • Live document processing pipeline integrated with QuickBooks or Xero
  • Approval queue for AP exceptions with role-based routing
  • Client intake system handling your current client mix with document tracking
  • Daily exception report surfacing items requiring human review
  • 1099 season runbook
  • QBD migration assessment if applicable
  • 30-day tuning period calibrating confidence thresholds to your error tolerance

Questions

Does this work with QuickBooks Online, Desktop, or both?

QBO is the primary target and has the full API. Desktop has more constraints and Intuit is sunsetting it in stages. If you are on Desktop, migration is scoped in. We will tell you whether to move now or wait for a natural break.

Our clients send documents in every format. Can the system handle that?

PDF invoices, phone photos of paper receipts, Excel exports from vendor portals. We build extraction for every format we find in the inventory phase. New formats post-launch are handled under the run contract.

What about IRS exposure on a posting error?

Tax-sensitive postings route to a preparer before they are final. We follow Circular 230 and IRS Publication 1345 framing. High-confidence routine items post automatically. Anything with uncertainty flags.

We have clients who sit on documents. Can it push them?

The intake sends initial, day-three, day-seven, and day-fourteen follow-ups with progressively firmer messaging. Past the deadline, it escalates to staff. Cadence and tone are approved during setup.

What about 1099 season?

This is the highest-ROI seasonal piece. Vendor W-9 collection runs year-round, validation catches TIN issues before January, and 1099-NEC prep pulls straight from the matched AP data.

Next step

Book a thirty-minute diagnostic. We look at your actual workflow and tell you whether this fits. Free. No slides.

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