Transaction categorization suggestions for bookkeeper review
Using the firm's chart of accounts and past approved coding, SI drafts suggested categories with a needs-a-question flag.
Admin and operations help for small CPA, tax and bookkeeping firms. SI chases, organizes and drafts; professionals review, sign and decide. No tax advice, no filings, and client data stays protected under your firm's security plan.
Worth knowing: Administrative support only: SI does not give tax or accounting advice, prepare or sign returns or reports, file anything, or calculate legal deadlines. A qualified professional reviews, signs and approves all work product and every date SI tracks. Client information is used only in tools the firm has vetted, under its written security plan and with any client consent or agreements the rules require. Suggestions are drafts based on the firm's own rules; SI never posts, decides what is deductible or capitalizable, or gives tax treatment.
The problem
Uncategorized transactions pile up and the same vendors get coded differently.
What SI does
Using the firm's chart of accounts and past approved coding, SI drafts suggested categories with a needs-a-question flag for unclear items, and groups recurring vendors so the bookkeeper can approve in bulk.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Bookkeeping firm with recurring clients
Recurring vendors are grouped for bulk review. Unclear items are flagged needs a question.
- Solo CPA
Suggestions follow the firm's chart of accounts. Nothing is posted until the bookkeeper approves.
- Two-partner accounting firm
SI does not decide what is deductible or capitalizable.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds client information, the firm checks the tool against its written information security plan, confirms the agreements and any client consent required for tax return information, sets access controls and multi-factor authentication, and limits SI to the minimum necessary. Start with sample or made-up information. Use the firm's chart of accounts and past approved coding only. Permission is to suggest, not to post. Setup is often a few days.
What a human still checks
- The CPA, EA or preparer reviews and approves before anything goes to a client, agency or third party.
- SI never sends, files, e-signs or posts on its own.
- Unusual items go to a "needs professional review" queue.
- The firm decides what client data SI may see, and testing starts with sample or made-up information.
- The bookkeeper reviews and approves every category before it is posted, and the accountant decides tax and accounting treatment.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
Using this chart of accounts and past approved coding [paste], draft suggested categories for these transactions [paste]. Flag unclear items as needs a question, and group recurring vendors for bulk review. Suggestions are drafts based on the firm's own rules. Do not post, decide what is deductible or capitalizable, or give tax treatment. Pause and show me before sending, filing, posting or changing anything. Use only the sample or made-up information I provide; do not include real client names, SSNs, account numbers or tax details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.