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Bookkeeping operations

The owner sees only what has been approved.

Monthly scans land in Drive. Extraction proposes a draft. An accountant signs off. Xero stays the official ledger.

Choose access See the path
  • Human approval
  • No automatic posting
  • Separate sign-in for each role

Month folder

Client / year / month
Draft layer
  • 01 unfiledNew scans for the month
  • 02 unsureWaiting on a closer look
  • 03 filedProcessed here, not posted to Xero

Choose your access

Each role signs in on its own. Work stays in the room it belongs to.

Admin

Platform

Tenants, people, and the settings that keep the practice running.

Sign in
Scan operator

Intake

Load the month’s scans into unfiled and keep every source indexed.

Sign in
Accountant

Review

Check the source behind each draft before the owner can see it.

Sign in
Owner

Clarity

Approved totals only, with the paperwork still attached to the figure.

Sign in

From a scan to a figure you can stand behind

Four steps. A person still decides what gets published.

1

Scan

The operator places the month’s files in unfiled.

2

Extract

Draft lines wait in unsure until someone checks them.

3

Approve

The accountant confirms the source, or sends it back.

4

Clarify

The owner opens the approved picture, and the proof behind it.

One folder shape for every month

The same three rooms, under the client’s year and month. Filed means processed here. It does not mean posted.

00-cloudbooks docs / Client / Year / Month

Unfiled

New scans arrive here and wait to be read.

Unsure

Unclear or low-confidence items stay visible until they are resolved.

Filed

Processed in CloudBooks. The official books remain in Xero.

Xero remains the system of record.

CloudBooks organises the paperwork and the approval. It does not file returns or send payments.

  • Draft totals stay off the owner screen.
  • Publishing waits for an accountant.
  • Each access keeps its own sign-in.