The bookkeeper that never closes its books.
Quillstand sits on top of QuickBooks Online, Xero, Wave, or Zoho Books and handles the daily grind your accountant bills by the hour — pulling bank feeds, reconciling receipts, chasing late invoices, and dropping a one-page cash-flow briefing on your desk every Friday afternoon.
- 06:00
- Bank feeds in
- 09:00
- Late invoices chased
- Fri
- Cash-flow briefing
Built for owners
The four jobs no one should lose sleep over.
Quillstand takes the bookkeeping work that pulls a small business owner away from running the business. Each morning it does the day, each Friday it closes the week.
06:00
Bank feeds, already reconciled.
Every morning Quillstand pulls yesterday’s feeds, matches them to invoices and receipts, and flags anything that doesn’t add up.
09:00
Late invoices, politely chased.
The moment an invoice slips past its due date, a chase goes out in your voice and is logged. Only real replies get escalated.
14:00
Receipts caught from anywhere.
Email inboxes, photo uploads, and POS exports all flow into one inbox. You stop filing; Quillstand files for you.
Fri
Friday briefing, before the weekend.
A one-page cash-flow memo: what came in, what went out, who is late, how many weeks of runway remain, and the one thing to fix.
A day on Quillstand
Four quiet wins, before the kettle is even on.
Every step is automated, auditable, and reversible. The owner stays in control; Quillstand only escalates when a real human conversation is actually needed.
- 01 · morningCapture
Pull every feed, in every format.
Bank transactions, POS exports, email receipts, photo uploads from trades in the field — all routed into a single inbox.
How: Reads .csv exports, OFX, QFX, and PSD2 feeds; OCR on phone-camera receipt photos.
- 02 · mid-morningReconcile
Match the feed against the invoice.
Quillstand matches the feed against invoices and receipts already in your books, drafts an entry, and stages anything it can’t close on its own for your review.
How: Best guesses are flagged, not auto-posted. The owner approves the edge cases.
- 03 · afternoonChase
Send the polite nudge, log the reply.
When an invoice is overdue, Quillstand drafts and sends a chase in your voice, logs each open and reply, and only surfaces a thread to you when a human reply actually arrives.
How: Outreach templates are GDPR + CCPA reviewed and on/off per jurisdiction.
- 04 · FridayBrief
Drop the one-page memo.
Each Friday at 14:00, an at-a-glance briefing lands: cash in, cash out, overdue invoices, weeks of runway, and the one thing you actually need to look at before Monday.
How: Plain English. Acts as the agenda for the owner’s weekend or the next Monday call.
Every Friday at 14:00
A one-page briefing. Read it before Monday.
Plain English, no jargon, two minutes of reading. The owner knows what's coming in, what's going out, who's late, and how many weeks of runway remain — with a single recommended action if anything actually needs to be fixed.
- Cash in this week vs. last week, with the swing called out.
- Largest planned outflows over the next 30 days.
- Every overdue invoice — counterparty, amount, age, last contact.
- Weeks of runway remaining, with the assumption shown.
- The single decision the owner should make before Monday.
Briefing · week 31
Northside Coffee Co.
Fri 14:50 · this week
Cash in
$9,420.00
Cash out
$5,237.40
Runway
11 weeks
Overdue
2 invoices
Read this first
Review Maple Street Bakery ($1,140) by Tuesday.
Their second chase went out Thursday. If they don't reply by Tuesday we'll suggest a short, in-person follow-up — no fourth reminder needed.
Layered, not replaced
Your accountant's books stay the books.
Quillstand connects to the ledgers your accountant already trusts. The chart of accounts, the reports, the year-end tax exports — all unchanged. We add the daily reconciliation, the late-payment follow-up, and the briefing on top.
QuickBooks Online
Two-way sync; chart of accounts untouched.
Xero
Org-scoped OAuth; same books, same reports.
Wave
For freelancers and single-owner shops.
Zoho Books
Multi-currency and GST ready.
Trust by default
Switch it on without looping in legal.
GDPR + CCPA
Email consent capture, data export, and right-to-be-forgotten are built in — switch on Quillstand without a legal review.
Bank credential safety
Credentials never touch Quillstand; we connect through read-only aggregators with tokenised, scoped access and a full revoke flow.
Outreach on your terms
Templates are reviewed for tone and jurisdiction. Quiet hours, sender identity, and per-counterparty overrides are configurable per inbox.
FAQ
The questions owners and accountants ask first.
Not on the list? Email quillstand-2@polsia.app and we'll reply the same business day.
Get early access
Stop losing sleep over late invoices.
Quillstand opens to a small founding cohort each quarter. Send a one-line note about your shop and we'll get back to you within a business day with onboarding dates.
Quick line works
To: quillstand-2@polsia.app
Subject: "café, France"
We read every one. No forms, no funnel, no SDR.