Built for bookkeepers who close on time
ReceiptChase keeps a live checklist for each client, asks in plain language for exactly what is still open, and keeps asking on the cadence you set. You watch one board go green instead of digging through a mailbox for the third bank statement.
The unbilled hours
You did not open a bookkeeping practice to write reminder emails. Yet between the 1st and the 15th, most of the work is not reconciling anything: it is asking the same eleven people for the same eleven documents, then asking again.
Reminder loop
A practice with 40 clients sends 60 to 70 chase messages in a normal month, and almost all of them are retypes of a message already sent. Each one costs about four minutes of writing, checking and re-checking what actually came in.
4.6 hours a week
Late close
The books are 97 percent done and parked because a single hardware store charge has no backup. The file sits open, the reviewer forgets the context, and it takes eleven minutes to get back into it when the receipt finally lands.
Close slips 9 days
Written off
Almost nobody bills a client for the eight messages it took to get their January statement. At a $75 hourly rate, an unbilled chase load of 15 hours a month is real money walking out of the practice every single month.
$1,125 a month gone
Relationship wear
The fifth reminder always reads sharper than the first, and clients start to feel policed by the person they hired for peace of mind. Bookkeepers we surveyed put document friction in the top three reasons an account goes quiet.
1 in 6 accounts strained
How the chase runs
ReceiptChase is not another inbox to check. It is a standing instruction: here is what each client owes, here is when to ask, here is how to file it when it arrives.
Monthly bookkeeping, quarterly sales tax, year end 1099s: build one template per engagement type with the exact items you need, then apply it to 40 clients at once. Items can be one time, monthly, or triggered by a transaction over a dollar threshold you choose.
Each client gets a single short message with a private link to their own page. No account, no password, no portal tour: just the list of what is open, a camera button and a done state they can see for themselves.
You set the cadence, for example day 3, day 7, day 12 and a final note to the owner, and the reminders stop the second an item lands. Every message is written in your practice voice and signed with your name, so it never reads like a robot.
A returned receipt is renamed with your naming pattern, dropped in the client folder in Drive, Dropbox or SharePoint and attached to the matching transaction in QuickBooks Online or Xero. The checklist row flips to received and your board loses a red line.
What is in the box
Nothing here is a dashboard for the sake of a dashboard. Every part of ReceiptChase exists because a bookkeeper told us which minute of the month it was stealing.
Write the item list once for monthly bookkeeping, sales tax season or a 1099 run, then apply it to every client on that engagement type in one action. Items can repeat monthly, fire once a year, or appear only when a transaction crosses a dollar threshold you set.
Choose the rhythm per engagement, for example a first ask on day 1, a reminder on day 4, a firmer note on day 9 and a copy to the owner on day 14. The moment an item is received the sequence cancels itself, so no client is ever asked for something already sitting in your folder.
Clients open one private link and see only their own open items, with a camera button that turns a phone photo of a gas receipt into a filed PDF. Nobody creates a password, nobody calls you about a reset, and a bookmarked link keeps working all year.
ReceiptChase reads uncategorized and unsupported transactions from QuickBooks Online and Xero and turns anything over your threshold into a request with the merchant, date and amount already written in. The chase list builds itself while you are still reconciling.
Set a naming pattern such as 2026-03-14_HomeCenter_412-83 and every returned file is renamed, converted to PDF and dropped in the right client folder in Google Drive, Dropbox or SharePoint. The same file is attached to the source transaction so your workpapers stay tied together.
Every open item carries an age in days and a full record of when it was asked for and who was told. When a client asks why their close is late, you send a one page record instead of scrolling your sent folder for proof.
What changes by the second month
These are medians across 268 US practices using ReceiptChase for at least three closes, measured against their own first month on the product.
The sequence handles first ask, reminder and escalation. The messages you still write are the odd ones: a strange loan document, a title company, a divorce year.
Practices that closed around the 19th settle near the 10th, because requests go out on day 1 from the prior month feed instead of on day 8 when someone notices the gap.
Time comes back from three places: writing reminders, hunting sent folders for what you already asked for, and re-reading a file you had to park mid close.
One link with a short list beats a paragraph of instructions. Most items come back from a phone camera during the first or second nudge, before anyone gets annoyed.
Practices on the board
Three practices, three very different client mixes, one shared complaint before they started: the document chase was eating the first half of every month.
I kept a legal pad on my desk with 31 client names and a column of tally marks for how many times I had asked. That pad is in a drawer now. My February close went out on the 9th, and the only document I personally asked for was a trust statement that nobody has a clean process for anyway.
Two of my staff were spending their mornings on document follow up, which is a terrible use of a $32 an hour accountant. We put 58 clients on the board in one afternoon. Last quarter we billed 190 more hours of actual advisory work with the same three people and no overtime.
Our restaurant clients are the worst offenders, because the manager who has the invoice is never the owner who reads the email. Sending the request straight to the manager with a photo button fixed it. Sysco invoices that used to arrive in April now show up the same week.
Plans and prices
One flat monthly price per practice, sized by how many active client files you carry. No per document fee, no per message fee and no charge for the people you are chasing.
The solo bookkeeper carrying 10 to 20 clients and doing every close personally.
$29per month
The two to four person shop juggling monthly books, sales tax and a 1099 season.
$79per month
The firm running 60 or more engagements with staff, reviewers and a partner watching the calendar.
$169per month
Every plan is billed monthly in US dollars and can be cancelled at any time from the billing screen inside your account, with no annual contract, no notice period and no exit fee. Prices are per practice, not per client, and moving between plans takes effect on the next invoice.
Questions bookkeepers ask us
Straight answers, with the numbers we actually measure. If your question is not here, put it in the form below and you will get a written reply, not a sales call.
Freelance is $29 per month for up to 20 active clients, Practice is $79 per month for up to 60, and Firm is $169 per month with unlimited client files and five staff seats. At 45 clients on the Practice plan that works out to about $1.76 per client per month, which is roughly two minutes of your billable time. Every plan carries the same chase engine, the same checklists and the same portal, so a solo bookkeeper is not paying for a stripped down version. Nothing is metered: send as many requests and reminders as the month requires.
Most practices import their client list from a spreadsheet or a QuickBooks Online export on the first afternoon and start chasing the same week. You build one checklist template per engagement type, monthly bookkeeping, quarterly sales tax, year end 1099s, then apply it to every client in bulk. The median first client goes live in 18 minutes, and a full 40 client rollout usually takes two sittings of about 90 minutes each. Our team reviews your first template with you on a screen share if you want a second pair of eyes.
Files are stored encrypted at rest in US regions with encryption in transit on every upload, and each client can only ever see their own request page. You control staff access per client file, so a contractor helping with three engagements never sees the other thirty seven. We do not sell, mine or train on your client documents, and we keep an access log you can export for your own workpapers. If you leave, you can pull a full ZIP archive of every document and its request history at any time.
Yes. ReceiptChase reads uncategorized and unsupported transactions from QuickBooks Online and Xero so the missing document list builds itself instead of you typing it. Returned files can be pushed to the matching transaction as an attachment, and mirrored into Google Drive, Dropbox or SharePoint using your own folder and naming convention. There is also a plain email in address per client if a customer would rather forward a receipt than open a link.
You can cancel from the billing screen in two clicks and the plan runs to the end of the month you have already paid for. There is no annual commitment, no exit fee and no phone call to sit through. Before or after you cancel, you can export every document, checklist and chase log as a dated ZIP archive plus a CSV of the request history. We keep the archive available for 60 days after the final billing period, then delete it.
The client never creates an account or remembers a password. They get a short message with one link, the link opens a checklist of only their own missing items, and a phone camera photo counts as an upload. Across the practices we work with, 82 percent of requested documents come back inside four days and most arrive from a phone during the first two nudges. For the contractor who never clicks anything, the client can forward the receipt to their private in address and it lands in the same checklist.
The Ledger Tape
The Ledger Tape is the magazine we publish for freelance bookkeepers and small accounting firms: the rule behind a receipt request, the arithmetic behind a monthly fee, and field reports from the two weeks before a filing deadline. Three of the newest reports are below.
regulation and compliance
Section 274 and Publication 463 set out what a receipt has to show, when a written record is enough, and which expenses never qualify for the $75 exception. Here is the rulebook your chase list runs on.
Open the report: The IRS Receipt Rules Behind Every Missing Document Request
checklist
Vendor ledgers, W-9 gaps, TIN matching, backup withholding, and the ten return electronic filing threshold. A dated checklist that starts in November and ends when the last recipient copy goes out.
Open the report: A January 1099 Checklist for Bookkeepers With 40 Clients
practical guide
A close that finishes on the same business day every month is built from a fixed sequence, a published document cutoff, and a short exception list. Here is that sequence, step by step, for a multi client book.
Open the report: How to Run a Repeatable Month End Close Across 30 Clients
Put your own names on the board
Tell us how many clients you carry and which documents go missing most, and we will walk you through the board with your own engagement types loaded, not a canned tour. A working demo takes about 25 minutes.
What happens after you send this
Your details go to our team only, never to a lead broker or an ad platform. If a form is not your thing, write to jimenezjulien42@gmail.com and mention how many clients you carry.