QuickBooks sync or upload
Connect QuickBooks Online read-only and open invoices, credits, and customer contacts sync every morning. Or upload an A/R aging export as Excel or CSV.
Ledgerkind AR · by Gleeson & Co.
Get paid on schedule, and see your cash 13 weeks out.
Ledgerkind AR turns your A/R aging into a scheduled series of payment reminders and account statements sent from your own mailbox, a 13-week cash forecast that includes your open bills, and a one-page Friday snapshot of what’s open, promised, and paid. Connect QuickBooks Online read-only, or upload the export you already run. Built and backed by Gleeson & Co., an accounting and finance advisory firm led by founder Todd Gleeson and backed by in-house finance experts.
Start with a 14-day free pilot. Then $49 a month or $490 a year per company, with the 13-week cash forecast included.
The problem
Receivables get followed up when someone has time.
For bookkeepers, fractional CFOs, and small businesses with thin accounting staff, receivables follow-up usually happens between other jobs.
- Follow-up is inconsistent. Reminders go out when someone has time, and the oldest invoices get the least attention.
- Most tools want into your books. Typical AR apps need a live QuickBooks Online connection or an app installed in the client’s file. Many clients and their advisors won’t grant that access.
- Native reminders stop short. QuickBooks reminders are a short sequence with no holds, dispute tracking, or owner reporting.
- Owners lack a weekly answer. What’s open, what’s promised, and what came in? It shouldn’t take a spreadsheet to find out.
How it works
Three steps, once a week.
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Upload
Upload your QuickBooks aging export, as Excel or CSV.
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Review
Review the schedule. Put disputes, promise-to-pay dates, or legal holds on any invoice, and mark any customer do-not-contact.
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Send
Send letters from your own mailbox, then re-upload next week to see what cleared.
What you get
Controller-grade discipline for receivables and cash.
Reminders from your mailbox
A scheduled series of reminders, from a courtesy note to a firm final reminder, sent from your Gmail or Microsoft 365 account, with review-first approval or auto-send.
13-week cash forecast
Expected customer payments based on how each customer actually pays, plus payroll, rent, and open bills. Best, base, and worst cases with a minimum-cash alert.
Open AP from QuickBooks
Open bills flow into the forecast through the same read-only connection. Move a bill to a later pay date, hold it, or leave it out; your choices survive the next sync.
Forecast vs. actual
Each past week compares forecast customer payments with cash that actually came in, so you can see how far to trust the forecast.
Friday snapshot
A one-page owner summary: still open, promised, disputed, on hold, paid this week, and the cash outlook.
Reliable sending
Letters go through a send queue that retries on its own. Failed sends, revoked mailboxes, and a missed morning run raise an alert instead of going quiet.
Client mailbox link
Bookkeepers send a client a single-use, 7-day link to connect their own mailbox. No passwords change hands.
Two-step sign-in and firm tools
Authenticator-app two-step sign-in the owner can require for the whole team, team roles, an activity log, and one firm subscription for all your client companies.
Connect QuickBooks, or just upload
Connect QuickBooks Online with read-only access, and the desk refreshes open invoices and bills before each morning’s run. Prefer not to connect? Upload the A/R Aging Detail, Invoice List, or Customer Balance Detail you already export, as Excel or CSV. Nobody needs your QuickBooks password.
A/R Aging DetailExcel or CSV export from QuickBooks
Invoice ListExcel or CSV export from QuickBooks
Customer Balance DetailExcel or CSV export from QuickBooks
OptionalQuickBooks Online read-only connection; we never ask for your QuickBooks password
Every invoice followed up, on schedule
Every open invoice is aged and scheduled for reminders at the due date and at 7, 14, 30, and 45 days past due. The tone moves from a friendly reminder to a firm final reminder, so nothing sits for 60 days without a word.
- Duedue date
- 7days past due
- 14days past due
- 30days past due
- 45days past due
Letters in your name, from your mailbox
Letters go out from your company’s Gmail or Microsoft 365 account, signed by you, with your payment instructions and pay link on every one. If a send fails, it stays on the desk with the reason so you can fix it.
You connect your mailbox by signing in with Google or Microsoft. We never see or store your mailbox password, and the permission only allows sending.
See your cash 13 weeks out
The cash forecast starts from today’s balance, adds the payments each customer’s payment history suggests, and subtracts payroll, rent, loan payments, and open bills from QuickBooks. It flags any week that dips below your minimum, shows best, base, and worst cases, and exports to Excel.
Disputed and legal-hold invoices are shown separately, never counted as cash. Past weeks show forecast against actual.
Know what came in every Friday
Each upload is compared invoice by invoice with the last one, recording what was paid in full and what was paid down. The owner gets a one-page Friday snapshot: still open, on schedule, promised, disputed, on hold, do-not-contact, paid this week, and the cash forecast summary.
Software with an advisory firm behind it
Ledgerkind AR is built and supported by Gleeson & Co., a family-owned accounting and finance advisory firm led by founder Todd Gleeson, with in-house experts experienced in AP and AR, credit, and cash management. When an account needs judgment rather than another reminder, you can talk to someone who has managed receivables at scale.
About Gleeson & Co.Who it’s for
- Bookkeepers and fractional CFOs who manage receivables for several small-business clients from weekly exports and want one consistent process across all of them.
- Small businesses with thin accounting staff, such as trades and services companies where the owner or a part-time bookkeeper follows up on invoices between other jobs.
Pricing
Simple pricing. Start with a 14-day pilot.
Pay annually and save, or pay month to month. Every plan includes the 13-week cash forecast.
Single Company
For one small business
$49/ company / month
or $490 per company per year (about $41/mo, 2 months free)
- QuickBooks Online sync or Excel/CSV upload
- Scheduled letters from your own mailbox
- Holds, disputes, and promises to pay
- 13-week cash forecast with open AP
- Friday snapshot
Firm Plan
For firms that run AR for several clients
$149/ month
Up to 5 companies, then $20 per extra company/mo · or $1,490 per year · no minimum
- Everything in Single Company, for each client
- One subscription for all client companies
- Client mailbox connect links
- Team members, audit log, and 2-step sign-in
All prices in US dollars. Annual plans are billed upfront at about ten months’ price.
Pilot offer
14-day free pilot. Send last week’s aging report and we’ll set up your desk with you.
- Free for up to 3 companies (one business, or up to 3 client companies for a firm)
- Choose a plan any time before day 14
- Companies lock if unpaid after the pilot; your data stays put
Do I need to connect QuickBooks?
No, it’s optional. You can connect QuickBooks Online with read-only access so invoices and open bills sync each morning, or upload an export you already run (A/R Aging Detail, Invoice List, or Customer Balance Detail) as Excel or CSV.
Who do letters come from?
From you. Letters send from your company’s own Gmail or Microsoft 365 mailbox, in your company’s name, with your payment instructions and pay link.
What about disputes?
Mark the invoice as disputed and it comes off the letter schedule until you clear the dispute. Holds stay in place when you upload a new report.
What if a customer promises to pay?
Record the promise-to-pay date. Letters pause and the invoice returns to the schedule automatically if that date passes. You can also place a legal hold on an invoice, or mark a customer do-not-contact for all future uploads.
What happens to my data?
We only see what’s in the export you upload: customer names, contact details, invoice numbers, dates, and balances. We never ask for your QuickBooks login.
Your data is sent over encrypted connections and stored encrypted with a US-based cloud provider. QuickBooks access is read-only, and connection tokens are encrypted. Only your team and the Gleeson & Co. support staff you invite can see your desk. You can disconnect QuickBooks at any time, and if you cancel, we delete your data on request. Ask us for our current security and data-retention details.
Can I manage several clients? Who’s behind this?
Yes. The Firm Plan is built for bookkeepers and fractional CFOs who manage receivables for multiple companies from weekly exports. The software is built and supported by Gleeson & Co., an accounting and finance advisory firm in Atlanta led by founder Todd Gleeson.
See it with your own numbers
Send us last week’s aging report.
We’ll show you which invoices would get a letter this week, and what they would say.