QuickBooks automation for Canadian businesses
We connect QuickBooks Online to the rest of your business so bills, sales and payments arrive on their own, with sales tax recorded correctly, overdue invoices chased and anything unusual sent to a person.
Bookkeeping that keeps up with the business
QuickBooks Online is the accounting system for a large share of Canadian small businesses, but the data still has to get in. Supplier bills arrive as PDFs, sales come from Stripe, Shopify or Square with fees and refunds mixed in, and overdue invoices depend on someone remembering to chase them.
We automate those steps. AI reads each bill (supplier, date, amount and GST/HST or QST shown) and creates a draft in QuickBooks for approval. Payouts are recorded with their fees so reconciliation is quick, and invoice reminders go out on your schedule, stopping the moment payment arrives.
Sales tax is where small mistakes add up. Every workflow records the sales tax shown on each document against the right tax code, and flags anything that doesn't add up, so your bookkeeper or accountant spends their time reviewing, not typing. Filing stays with you or your accountant.
Sales tax by province, recorded automatically
Each bill is checked against the sales tax that applies where it was charged, so QuickBooks gets the right tax code.
| Province or territory | Tax | Rate |
|---|---|---|
| Ontario | HST | 13% |
| New Brunswick, Newfoundland and Labrador, Prince Edward Island | HST | 15% |
| Nova Scotia | HST | 14% (from 1 April 2025) |
| Quebec | GST + QST | 5% + 9.975% |
| British Columbia | GST + PST | 5% + 7% |
| Manitoba | GST + RST | 5% + 7% |
| Saskatchewan | GST + PST | 5% + 6% |
| Alberta, Yukon, Northwest Territories, Nunavut | GST | 5% |
Rates as of October 2026. Source: Retail Council of Canada. Confirm treatment of specific items with your accountant.
What we automate in QuickBooks Online
- 01
AI bill capture
Bills from your inbox read by AI and created as drafts with the right tax codes.
- 02
Sales and payout sync
Stripe, Shopify and Square sales, fees and refunds recorded automatically.
- 03
Invoice reminders
Polite reminders on your schedule, stopping as soon as payment arrives.
- 04
Sales tax checks
GST/HST and QST amounts checked against each document, with mismatches flagged.
- 05
Approval rules
Bills over your limits sent for approval before they're posted.
- 06
Weekly reporting
Cash, overdue invoices and spending summaries by email or Slack.
What we check on every bill
- Supplier matches an existing QuickBooks vendor
- Invoice number isn't a duplicate
- Subtotal plus tax equals the total
- Tax type matches the supplier's province
- GST/HST registration number captured where shown
- Amount is within your auto-approve limit
- Due date and payment terms recorded
- Original PDF attached to the bill
Tools we connect
- QuickBooks Online
- Stripe
- Shopify
- Square
- Jobber
- Gmail
- Microsoft 365
- Slack
- n8n
- Make
- OpenAI
What changes
- Bills and sales reach QuickBooks without manual entry.
- Cleaner GST/HST records for your accountant.
- Invoices chased on time, every time.
QuickBooks automation in Canada: FAQs
Do you file GST/HST returns?
No. We automate the data entry and checks behind your records. Filing with the CRA, or Revenu Québec for QST, stays with you or your accountant.
Does it handle QST for Quebec suppliers?
Yes. Bills from Quebec suppliers are recorded with GST and QST separately, and QST registration numbers are captured where shown, so your accountant can claim input tax refunds correctly.
Does it work with QuickBooks Desktop?
We focus on QuickBooks Online, which has a modern API. If you're on Desktop, we can discuss options or a move to Online.
How long does it take to go live?
A single, well-defined workflow is usually live in one to three weeks. Larger systems are delivered in phases, so you see something working early instead of waiting months.
Guides
- Guide
AI automation pricing
2026 build and running costs in USD, GBP, CAD and AED, with a payback example.
What should your business stop doing manually?
Tell us what slows your team down. We'll show you what can be automated.