Internal Tool2026

BackOfficely

AI-driven automation for invoicing, accounting, reporting, and tax forecasting

An internal operations platform that automates a consulting practice's entire back office: time-tracking sync, invoicing, bank import, double-entry reconciliation, AI-assisted categorization, and financial reporting.

145
Operations across 9 modules: 99
Automated tests on the core: 9
Journal sources tracked in the ledger: 6
Financial reports, all Excel-exportable

DashboardSync hoursNew entry

Thursday, June 11, 2026Books in balance

The books are open.

312 entries posted · double-entry, cash basis

Cash on hand

$48,210

From ledger · reconcile pending

Revenue (YTD)

$86,400

Cash basis · posted on payment

Expenses (YTD)

$21,930

From categorized txns

Net (YTD)

$64,470

▲ profit

Needs your attention3 items

4 bank transactions need review warning

AI categorized 12 of 16 on import

Review →

Deposit ready to match info

Invoice 2026-014 · $4,800.00 paid

Match →

Q2 estimated tax due Jun 15 critical

1040-ES + IT-2105 · reserve funded

Review →

Recent activityLedger →

Invoice 2026-014 payment received

4,800.00

06-09 · bank-import · JE-0311

June software subscriptions

214.00

06-08 · bank-import · JE-0310

Client hours — May timesheet

9,600.00

06-05 · invoice · JE-0309

Q2 federal tax reserve

3,050.00

06-01 · tax-reserve · JE-0308

Trial balance184,320.00 = 184,320.00balancedNightly backup 2:00 AM · retention 30 days

Illustrative mockup — representative of the product interface, with placeholder data.

Overview

Running a consulting practice means running a small accounting operation on the side. BackOfficely consolidates that into one app: hours sync automatically from time tracking, flow into timesheets and invoices, bank transactions import and reconcile against a double-entry ledger, and the system produces P&L, balance sheet, cash forecasts, and quarterly tax reserve calculations.

AI does the tedious parts: imported expenses are categorized automatically and land in the right accounts, recurring charges are detected and flagged so subscriptions never surprise the forecast, and a self-updating attention inbox surfaces only what genuinely needs a human decision.

It runs entirely on local infrastructure with scheduled jobs handling nightly backups and automated data sync — a deliberate choice for a tool that touches sensitive financial data.

Tech Stack

PythonFastAPISQLAlchemy + AlembicSQLiteHTMXpytest

AI Angle

Applied AI in the back office: automatic expense categorization on import, recurring-spend detection that feeds the cash forecast, and an attention inbox that filters noise from decisions.

The Challenge

Bookkeeping automation fails when reconciliation is an afterthought. The pipeline had to keep a true double-entry ledger as the source of truth while still automating the tedious flows into and out of it.

The Approach

Each integration — time-tracking sync, bank statement import, invoice PDF generation — feeds a true double-entry ledger at the core. Imported transactions are categorized automatically, with corrections teaching the rules over time, and recurring spend is recognized and carried into the forecast. The ledger enforces its own rules: every entry must balance to the cent, posted entries can never be edited, and corrections happen only through linked reversals.

The interface is deliberately simple — fast, light, and small enough for a single operator to maintain indefinitely. A self-updating attention inbox surfaces what needs action — uncategorized transactions, unreconciled invoices, upcoming tax deadlines — and items clear themselves the moment the underlying issue is resolved.

The Closed Loop

01Time TrackingHours sync on a weekday schedule
02InvoicesTimesheets become branded PDF packets
03Bank ImportAuto-categorized, no duplicates
04LedgerDouble-entry, reconciled, tamper-proof
05Reports & TaxP&L, balance sheet, forecast, reserves

AI in Action: Automatic Expense Classification

Bank Import — Review

16 transactions imported · AI categorized 12 automatically

4 need review

06-10

CLOUDHOST*MONTHLY 0231recurring

5110 · Software & SaaS

21.00Auto · 98%

06-10

AIRLINE TKT 0062341

5400 · Travel

428.90Auto · 94%

06-09

SQ *COFFEE SHOP NYC

5310 · Meals (50% deductible)

6.75Auto · 91%

06-09

OFFICE SUPPLY CO #441

5200 · Office Supplies

84.12Review · 62%

06-08

CHECK #1042

No suggestion

1,250.00Categorize

Corrections teach the rules — next import applies them automatically2 recurring charges detected · added to the forecast

Illustrative mockup — representative of the product, with placeholder data.

Reporting: The 12-Month Cash Forecast

Cash Flow Forecast

Next 12 months · actuals through May, forecast beyond

Revenue Expenses Ending cash

Projected year-end cash $85.3kRecurring spend flagged automatically: 14 items · $1.9k/moTax installments reserved: Apr · Jun · Sep · Jan

Illustrative mockup — representative of the product, with placeholder data.

Highlights

End-to-end pipeline: time tracking → timesheet → invoice → bank import → reconciled ledger → reporting
AI-assisted expense categorization — imported transactions land in the right accounts automatically, and corrections teach the system
Recurring expenses detected and flagged automatically, feeding straight into the cash forecast
True double-entry bookkeeping: entries must balance to the cent, and corrections happen by reversal — never by editing history
Quarterly tax reserves computed with the IRS annualized-income installment method
Self-clearing attention inbox — items vanish when the underlying issue is resolved
12-month cash forecast that overlays actual results as each month closes

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