Retainers, contractors and software, sorted for every firm.
A professional-services book is mostly software subscriptions, travel, freelancers, and client money that isn't income yet. LedgerInbox sorts each bank line onto the account it belongs on, gives retainers and client trust money their own accounts apart from income, and puts every client's open lines in one keyboard inbox.
7 days free · no card · cancel anytime
- WeWorkrentRent · office
- LinkedIn PremiummarketingMarketing & business dev
- SlacksoftwareSoftware & SaaS
- WestlawresearchCLE / dues / licensing
- DeltatravelTravel & lodging
- DoorDashmealsMeals · client (50%)
Here's what it does for professional services.
What it does for youSix jobs done before you open QuickBooks.
Each one runs on what the firm already has: the bank feed, QuickBooks, and the payroll journal if you send it.
- 01
Every uncategorized line, sorted
Lines QuickBooks parked in Uncategorized or Ask My Accountant land in one inbox with a suggested account. J and K to move, Enter to accept, R to pick another.
- 02
Retainers kept apart from income
A retainer paid up front has its own account, Unearned retainers, until the work is done. Retainer revenue is a separate line for when it's earned.
- 03
Client money on its own line
Law firms get a Client trust (IOLTA) account, and reimbursed expenses and pass-through costs each have their own line, so client money doesn't read as the firm's.
- 04
Software and travel routed
Slack, Zoom, Microsoft 365, Adobe and Clio go to Software & SaaS. Delta, Hilton, Marriott and Uber go to Travel & lodging. Upwork and Toptal go to Contractor labor.
- 05
One vendor, every client's books
The same software bill lands uncategorized in nine clients' books the same week. Press B once and it's categorized in all of them.
- 06
Payroll drafts checked (Plus)
The net pay and tax the payroll journal says would be drafted, against what actually left the bank. A payroll account that won't zero out is flagged.
Here's what runs, and on which plan.
What runsSorted from the first bank line.
Core sorts every line. Plus adds 2 checks. Nothing to set up: it follows the business type. There are no cash drawer or card-batch checks, because there is no counter to check.
- Every uncategorized line in one inbox
- Vendors routed to your chart from day one
- One vendor across every book, one key
- QuickBooks matched first, nothing posted twice
- Payroll clearing
- Transfers between related companies
It runs on what you already have.
What it readsNo point-of-sale system needed.
The bank feed and QuickBooks are enough to start. Send the other files by email or upload, and the checks that read them start running. Nothing to install, and nobody at the business logs in.
- Bank export (CSV)
- or a read-only bank connection
- Uncategorized lines
- Ask My Accountant
- Gusto
- ADP
- Paychex
- QuickBooks Online
The professional services books setup.
Loaded when you mark a client as professional services. Every account and vendor below is what the client actually gets. Change a client's industry any time in Settings.
| Group | Accounts | Vendors routed here from day one |
|---|---|---|
| Income | Service fees, Retainer revenue, Reimbursed expenses | — |
| Direct costs | Contractor labor, Pass-through costs | Upwork · Toptal |
| Liabilities | Unearned retainers, Client trust (IOLTA) | — |
| Labor | Wages & salaries, Payroll taxes, Benefits & health | — |
| Operating expenses | Rent · office, Software & SaaS, Travel & lodging, Meals · client (50%), CLE / dues / licensing, Legal & professional, Insurance · E&O, Marketing & business dev, Office supplies | WeWork · Regus · LinkedIn Premium · Slack · Zoom · Notion · Microsoft 365 · Google Workspace · Adobe · Figma · Clio · Westlaw · LexisNexis · Delta · United Airlines · Hilton · Marriott · Uber · Lyft · DoorDash |
| Equity | Partner / owner draw | — |
Sorting one book is half. Every client's books at once is the rest.
Two moves, one keystroke eachOne vendor. 25 books. One keystroke.
Move one. The same supplier lands uncategorized in 25 books the same week. QuickBooks Online is built around a single company file, so Intuit's AI categorizes one. Press B. Confirm the books. Post — all 25.
- Hale & Ortiz LLP$2,473.26
- Northwind Consulting$1,188.40
- Brightpath Agency$902.15
- Marlow Legal$1,630.00
- Kestrel Design$744.82
- Pinecrest CPA$2,210.57
- Atlas Advisory$615.30
- Juniper Dev Co$1,342.99
- Sato Law Group$488.10
- Lumen Studio$1,904.66
- Ridge & Vale Partners$731.25
- Fathom Analytics$1,277.80
- Beacon PR$2,056.14
- Oakline Architects$560.45
- Cobalt Engineering$1,499.00
- Sterling Tax$873.62
- Wren Creative$1,120.38
- Harbor HR$690.70
- Quill Copywriting$1,015.20
- Meridian Strategy$1,788.43
- Bishop Family Law$432.18
- Tandem Software$1,366.09
- Clarity Coaching$318.55
- Foundry Media$1,243.71
- Larkspur Interiors$587.94
Fast means nothing if it breaks the books.
reliabilityBoring in the ways that matter.
Keys that never move. Books that never mix. Nothing posted twice. The parts nobody demos decide whether you still use it next year.
One keyboard, every book
The same keys clear a line in every book you keep. A key changes only with a major version and 30 days' notice.
Your QuickBooks stays clean
A bank line that already exists in QuickBooks is matched to it, not posted again. Only what's missing gets written, and every write can be undone.
- Works with QuickBooks OnlineReads and writes through Intuit's official API. Nothing posts without your keystroke.
- Read-only bank connectionsYou sign in to your bank in our connection partner's secure window. We never see or store your bank login.
- Every write audit-loggedOwners see who changed what, and when, in Settings. ⌘Z undoes for 5.5 seconds.
- Your data leaves with youExport all firm data as a JSON + CSV bundle from Settings, whenever you want.
Shipped means shipped — each line tracks a roadmap mark that is only set once it is true in production. 30 of 31 are live today; what is not built yet says so.
- Keyboard-first exception inboxJ/K navigation, single-key dispositionV1
- Multi-book batch applyone vendor across every book at onceV1
- Command palette (⌘K)V1
- Remembers your past decisionsyour firm's rules, visible and editableV1
- Reviewer modea second pair of eyes before the closeV2
So what does it cost?
Pricing · per location, unlimited seatsThe price is the price.
A location is one set of books. Unlimited seats on both plans, and the first 7 days are free with no card.
Unlimited seats at any count — the whole firm on every book, no per-user math.
| Core · 12 × $40 | $480/mo |
|---|---|
| Plus · 12 × $70 | $840/mo |
| A full year of Core · $480 × 12 | $5,760/yr |
Prove the cash at every location, every day.
What stops slipping through- Cash over/short caught daily, per location
- Tips owed vs. tips paid, rolled forward
- Deposits matched to sales, misses flagged
- One keyboard inbox for every book, batch in one key
- Files in by email: Toast, Square, Clover, Gusto, ADP
- Safe QuickBooks write-back, one-key undo
Hand every owner a signed close, and catch money that leaks outside the register.
Everything in Core, and- Signed Close Certificate, per location, monthly
- Owner report with your logo, emailed in one click
- Manager links answered without a login
- Delivery payouts, card fees and sales tax checked
- Payroll clearing, gift cards, intercompany
- Drift alerts if the books change after close
Free for 7 days · no card · cancel anytime · export your data whenever you want. See how we stack up →
Prices exclude tax. Sales tax or VAT is added at checkout where it applies.
Start with your 12 locations.
What happens next: start the trial — no card · connect QuickBooks · send your first month of files.
Fair questions, straight answers.
FAQQuestions from professional services.
What professional services ask first, answered straight. No support ticket required.
No. The chart has a Client trust (IOLTA) account so trust money never has to sit in income, but trust account reconciliation stays in your practice software.
A retainer paid up front is categorized to Unearned retainers, money held against future work. Recording it as Retainer revenue once the work is delivered stays a QuickBooks entry, as it is today.
No. The setup covers consultancies, agencies, software shops and accounting practices too. The trust account is there for the firms that need one.
$40 per location per month on Core, $70 on Plus, with unlimited seats. A location is one set of books. The first 7 days are free and need no card.
Don't see your question? Email a real human →·or start your free trial
Professional services, on top of QuickBooks Online.
Every client's books, sorted from one list.
Connect a client's QuickBooks and bank, then work every uncategorized line with the keyboard. Free for 7 days, no card.
Find what's missingFree for 7 daysFree for 7 days · no card · cancel anytime · export your data whenever you want