How do you connect QuickBooks Online to your inbox so that a vendor invoice lands on the right project?
You put Bombos next to your inbox and QuickBooks Online: it reads the vendor invoice in the email, finds the project and prepares the bill with the reason beside it. Bombos reads the covering email, the receipt and the job address together, not the PDF alone. After you press Approve in Bombos, the bill is in QuickBooks Online on that project. Bombos works next to QuickBooks Online, not instead of it.
What Does QuickBooks Online Already Do, and What Not?
QuickBooks Online already does a lot. You can forward images of receipts and bills to your own QuickBooks email address, and QuickBooks pulls the date, the amount and the vendor from the image. With Projects, on the Plus and Advanced plans, you track income and costs per job and see the profit margin once a job is done.
The step that is left is the Customer/Project field. The invoice says who sent it and what it costs, not which job it belongs to. That sits in the covering email, on the delivery receipt, or in the head of the project manager who ordered the lumber. So someone in the office opens the email, checks the address against the open jobs, asks around, and only then picks the project.
That groundwork is what Bombos prepares. It reads the email and the attachment together, looks up the open projects in QuickBooks Online and proposes one, with the reason: this address belongs to that job, this vendor is on that estimate. What only the project manager knows, such as which supplier delivers to which site, Bombos interviews him about and writes down, so it counts the next time.
Which Tasks Run on QuickBooks Online?
Every task below starts with an email and ends, after your approval in Bombos, in QuickBooks Online. The vendor invoice is the usual first one, because it comes in every day and it always raises the same question: which job? Once that runs, the same lookups carry over to the work next to it. A payment reminder to a customer who is late, an invoice that does not match the quote, the monthly round of invoices built from hours in a spreadsheet. Each of these is work your office already does by hand, between the inbox and QuickBooks Online. You start with one task. After that, your own team teaches Bombos the next one, and you do not need to be technical for that.
What Changes in Your Week?
The pile of bills without a project goes away. Nobody opens QuickBooks Online to hunt for the right job; the bill is ready on a project, with the email and the receipt beside it, and you check it and press Approve. Questions to the project manager shrink to the few where the paperwork really says nothing. Your project reports are right sooner, because costs land on the job the week they come in.
That is how you do more with the same team, and the work gets better too, for less than half a day a week of the bookkeeper you would otherwise hire. We set up the first task with you, with your own QuickBooks Online and your own inbox. After that you can do it yourself, and you do not need to keep coming back to us.
What Doesn't Go Out Without Your Approval?
Bombos does not create a bill in QuickBooks Online, put a cost on a project or send a note to a project manager until someone at your company has pressed Approve in Bombos. It does not pay a vendor either, not even one you pay every month. That limit is always on. Only Bombos can switch it off, at your explicit request and at your own risk.
For every step you can read back afterwards what happened and why. For the work inside your office, such as looking things up, checking and preparing, you decide how much Bombos does ahead of time; messages to customers and payments always wait for your approval. A proposal can be wrong, even when the reason sounds believable. When in doubt, Bombos asks instead of guessing.
Bombos also works with FOUNDATION, Knowify, JobTread, and Contractor Foreman.
All tasks Bombos takes on are listed under use cases.