FINANCIAL OPERATIONS · BOOKKEEPING

The inbox
writes the entry.You just
approve it.

An invoice lands in Gmail. Seconds later it is a line in the journal — vendor, amount, date, a recommended category — checked against everything already on file and waiting for one click. That is what is left of bookkeeping once the typing is gone.

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01Four days in a month

Nobody decides to fall behind.
It happens on four specific days.

The same month, every month. Mark the days the books slip and you will find they are always the same ones.

DAY

03

The invoice is in Sent. The receipt is in Screenshots.

Meridian's bill came as an attachment, the fuel receipt is a photo, the statement is a download. One line of the books, three apps — and none of them is the books.

DAY

12

Paid — or just forwarded twice?

A colleague forwards the same invoice with "did we do this?". Now it is either in the ledger twice or not at all, and the only way to find out is to open both and compare.

DAY

19

Category: Other.

Every entry logged in a hurry lands in the same bucket. By the third week, Other is the biggest line on the report, and it explains nothing.

DAY

24

The close ends on the 24th. The next one starts on the 1st.

Three weeks of a month spent reconstructing the month before it. That is the version of bookkeeping most small teams actually run.

Each of those days is a document that arrived and was not written down the moment it did. CashFish writes it down the moment it does.

10+ HRS / WEEK BACK, ON AVERAGE

02The posting path

One invoice,
six stages,
one click from you.

Follow Meridian's $412.80 invoice from the moment it lands to the moment August's total moves. Every stage runs on its own — except the one that is yours.

Advances on its own — pick a stage to stop it.

01Stage 01 of 06

A document arrives

Meridian Office Supply emails invoice MOS-2214 for $412.80. CashFish checks your Gmail, Outlook or IMAP inbox every five minutes, so the PDF is picked up where it landed — nobody forwards it anywhere. The photographed fuel receipt and August's bank statement come in the same way.

Invoice MOS-2214Meridian Office Supply · PDF · found in Gmail$412.80

Receipt #88213Fuel stop · photo upload$61.40

Statement · AugustFirst Harbor Bank · PDF—

02Stage 02 of 06

The details come out

Vendor, issue date, amount and payment terms are read in about two seconds — 99% of documents come out right in under three. Nothing is retyped, and the original PDF stays pinned to the entry.

Vendor · Meridian Office SupplyIssued Aug 27Due Sep 26 · Net 30$412.80Read in 2.1s

03Stage 03 of 06

A category is suggested

Six earlier Meridian entries sit under Office supplies, so that is the suggestion — with the reason shown beside it, not buried. Change it once and the next Meridian invoice follows your correction.

Suggested · Office suppliesBased on 6 prior Meridian entriesAlternative · Equipment

04Stage 04 of 06

The duplicate check runs

A day later a colleague forwards the same invoice. Same number, same vendor, same $412.80 — CashFish holds the copy instead of booking the expense twice, and says why.

MOS-2214 · originalarrived Aug 27 via Gmailkept

MOS-2214 · forwarded copyarrived Aug 28 · same number, same amountheld

05Stage 05 of 06

You approve it

One click confirms the entry. Edit anything first — vendor, category, amount — and every edit sharpens the next suggestion. Nothing reaches the books without your say.

Approved · Office suppliesOne click · nothing retypedCorrections teach the next suggestion

06Stage 06 of 06

The books take it in

The line posts, and August's Office supplies total moves from $225.20 to $638 in the same moment. Because every document takes this path on the day it arrives, month-end stops being archaeology — closes that took 3–4 weeks come down to 2–3 days.

Office supplies

$638+12%

Software & tools

$1,2400%

Contractors

$3,800−6%

03A posting, traced

The anatomy of
one entry.

Left to right: the email it came from, the four fields read out of it, the line it became, and the click that posted it. Four minutes, start to finish, and one of them was yours.

01

The email

M

Meridian Office Supply

billing@meridianoffice.com

Invoice MOS-2214 — August

MOS-2214.pdf · 84 KB

RECEIVED 09:12 · PICKED UP 09:14

Nobody forwarded it. The inbox check found it on the next pass, two minutes after it landed.

02

Four fields

VendorMeridian Office Supply

Amount$412.80

DateAug 27 · due Sep 26 (Net 30)

CategoryOffice supplies · suggested from 6 prior entries

READ IN 2.1s · ORIGINAL ATTACHED

Vendor, amount, date and a recommended category. The PDF stays with the entry.

03

The journal line

CHECKED AGAINST THE FILE · NO DUPLICATE

One line, written the way the ledger wants it — and compared with everything already posted before it can double anything.

04

The approval

Approved

ONE CLICK · 09:16

Aug totalOffice supplies $225.20 → $638.00

PostedSame moment. Nothing to reconcile later.

Your only keystroke in the whole path. Edit a field first if you like — the next Meridian invoice learns from it.

04What it does, in six lines

Six jobs
you stop doing
by hand.

None of them is clever on its own. Together they are the difference between books that are current on a Tuesday and books that are reconstructed on the 24th.

01

Inbox-to-books extraction

Gmail, Outlook and any IMAP inbox, checked every five minutes. Invoices, receipts, bills and statements are read on arrival — 99% accuracy, under three seconds each.

NEXT CHECK · 5 MIN

02

Category recommendations

Each suggestion comes from the vendor and your own past decisions, with the reasoning shown. You stay the approver; every correction is remembered.

6 OF 6 → OFFICE SUPPLIES

03

Duplicate detection

Forwarded copies, re-scans and second sends are matched by number, vendor and amount, then held for you — never silently booked twice.

HELD

#4482 · SAME NUMBER, SAME AMOUNT

04

150-day back-fill

The first sync reads up to 150 days of documents already sitting in the inbox, so the books open with recent history rather than a blank page.

150 DAYS · READ AT CONNECTION

05

One-way accounting import

Existing records come in from QuickBooks or Xero. The flow runs into CashFish only — nothing is ever written back to your accounting file.

QuickBooks · XeroCashFish

IMPORT ONLY · NOTHING WRITTEN BACK

06

CSV and PDF export

Hand your accountant organised records in the format they ask for, any day of the year — not only at tax time.

CSVPDF

ANY DAY OF THE YEAR

05The numbers that hold

Fast enough to happen
before you notice.

0%

of documents read accurately

IN UNDER 3 SECONDS

0min

between checks of a connected inbox

GMAIL · OUTLOOK · IMAP

0

days of documents imported at connection

HISTORY, NOT A BLANK PAGE

2–3days

to close the month, down from 3–4 weeks

WHEN EVERY DOCUMENT POSTS DAILY

06Where the documents come from

The inbox you have.
The books you don't, yet.

Every connection shows its health in settings and can be disconnected there at any time. Bank access, on Growth, is read-only.

Gmail

Invoices, receipts, bills and statements read as they land

AVAILABLE

Outlook

The same treatment for Microsoft inboxes

AVAILABLE

IMAP

Yahoo, iCloud, Zoho — any mailbox that speaks IMAP

AVAILABLE

QuickBooks

Existing records imported into CashFish, one way

ONE-WAY IMPORT

Xero

The same one-way import for Xero ledgers

ONE-WAY IMPORT

Google Drive

A connected source for the documents that live in Drive rather than email

AVAILABLE

QuickBooks and Xero import into CashFish one way; nothing is written back. Data is protected with 256-bit encryption (SOC 2 Type II, ISO 27001, GDPR).

07Growth, and why

Connect the inbox tonight.
Review 150 days in the morning.

Starter covers the document side — extraction, classification, review. Growth adds read-only bank sync and automatic payables and receivables, so the books show money moving, not only the paperwork about it. That is the version worth calling bookkeeping.

$29/mo billed yearly ($349) · or $39/mo monthly

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08Before you connect

What people ask before approving.

You catch it at the review step. Every entry waits for your approval before it posts, and fixing a field is a click, not a retype. Extraction runs at 99% accuracy, and each correction you make changes how the next similar document is handled.

The inboxwrites the entry.You justapprove it.

Nobody decides to fall behind.It happens on four specific days.

One invoice,six stages,one click from you.