Ledgerline

A finance team of software agents for small businesses, that asks before anything happens.

Ledgerline is operated by Vantrel Consulting LLC. We install and run software agents inside a business's existing systems, so the business gets the benefit without doing the integration work.

The agents work in your accounting system and your mailbox:

• Accounts Payable reads the invoices arriving in your mailbox and checks each against what you already hold — is this a duplicate, has this vendor been paid before, does it match a purchase order — and puts anything that needs a decision in front of a person, with its reasoning shown.
• Billing & Receivables keeps track of who owes you, and reminds your customers in your own words, as you allow.
• Cash & Treasury forecasts your cash thirteen weeks ahead and tells you early when it will be low.
• Spend & Expenses reviews what you spend by card, check and cash: categories, missing receipts, and regular charges that went up.
• Bookkeeper finds what needs cleaning up in your books — money in holding accounts, possible duplicates, possible miscoding — for you or your bookkeeper to fix. It changes nothing itself.
• Close Controller works through your month-end checklist against QuickBooks' own month-end reports, proposes accruals for you to approve, and keeps the month's figures when you sign it off.
• Compliance Calendar keeps the filing deadlines your CPA gives you — 1099s, estimated tax, annual reports, sales tax — and gets the data ready. It gives no tax advice.
• Planning & Growth shows where you make your money, drafts next year's budget from last year, and works out what a hire, a price change or dropping a product would have meant.
• Financial Analyst explains what changed in a month once it is closed — against your budget, last year and the month before — and how much of it will happen again. It says plainly when it cannot tell why.
• CFO reads the rest of the team's work and writes you a short weekly brief, with the source of every figure in it.

What it does not do, and what it does only as you allow

These are limits of the software, not settings.

It does not move money. There is no capability to make a payment or transfer funds, and it never touches bank details. A vendor's mailing address changes only from that vendor's own reply to a request you approved. When it says a bill is approved for payment, a person approved it and somebody still has to pay it.

It changes your books only as you approve. Changing QuickBooks is off unless you ask for it. When it is on, the service can make only a few named changes — enter a bill from an emailed invoice, record an accrual, create an invoice, categorise an uncategorised purchase, create a vendor — and each one only after a person approves that exact change. The one exception: when you approve asking a vendor to confirm their details, their reply is written to your records without asking again, and every change is listed for you. It cannot delete, void or pay anything.

It emails your customers only as you allow. Reminders and statements go from your own mailbox, in your own wording, to the address QuickBooks holds for the customer. Routine reminders go on the timetable you set unless you switch that off; a final notice, a statement, and anything already overdue when automatic reminders began always wait for a person.

It does not decide anything that needs deciding. Bills under a limit you set are approved automatically and every one is recorded with the reason. Anything that trips a check stops and asks you. Set the limit to zero and everything goes to a person.

Any change to a vendor's payment details is escalated to a person at any amount, because that is the fraud pattern that value thresholds do not catch.

How it is set up

We do the setup. We connect your accounting system and your mailbox through each provider's own consent screen, configure the limits and your reminder wording with you, and show your team how to work with the agents. You can disconnect us at any time, from inside the service, without asking us.

Documents

• Privacy Policy — what we access, why, who else sees it, how long we keep it
• Terms of Service — the contract
• Data Processing Addendum — processor terms, sub-processors, and the security measures in detail

Contact

support@vantrelco.com

Vantrel Consulting LLC · State of Florida, United States