What ClarionOps Does
ClarionOps is an expense document automation system. It takes the receipts, invoices, and vendor bills your team generates, extracts the relevant financial data using AI and OCR, routes it through an approval workflow, and — once approved — maps it to your accounting structure and posts directly to QuickBooks.
The goal isn't to digitize your receipts. It's to eliminate the manual work that happens between submitting an expense and getting it into your books—correctly categorized, assigned to the right project, and approved by the right people.
It's built for small to mid-sized businesses where expense volume is real, bookkeeping resources are limited, and QuickBooks is the system of record.
The Problem It Solves
Manual expense processing creates recurring overhead that compounds as your team and transaction volume grow.
- ✕Documents arrive via email, photos, and paper—and then sit until someone has bandwidth to deal with them.
- ✕Manual entry into QuickBooks is repetitive, inconsistent, and error-prone—especially across multiple team members.
- ✕Project cost tracking is delayed or incomplete, making up-to-date visibility hard to get.
- ✕Accounting spends significant time on classification work that should be handled automatically.
- ✕Approvals are disconnected from actual financial data, living in email threads instead of the accounting workflow.
- ✕Month-end close is slower than it needs to be because reconciliation happens after the fact.
What's Included
Document Submission
Upload photos, forward emailed invoices, or enter your own — like hours worked. No format restrictions.
AI Data Extraction
OCR plus AI pulls vendor name, transaction and due dates, amounts, tax, and line items from image submissions — without manual input.
Approval Workflows
Project managers can review first; accounting always reviews before anything moves forward — including a second gate for team-submitted expenses.
Accounting Mapping
Approved expenses are matched to your actual QuickBooks vendors, accounts, and chart of accounts using AI — refined by mapping rules you define.
Project Cost Tracking
Assign expenses to projects and cost centers. See spend by project whenever you check, with budget vs. actual built in.
QuickBooks Sync
Approved entries post directly to QuickBooks Online as bills, purchases, or vendor credits—fully mapped to your existing structure.
Financial Reports
Spend by project, category, and vendor, budget vs. actual, and where approvals are slowing down — all pulled from real transaction and audit data.
Time Tracking & Invoicing
Log hours against a project and turn unbilled time into an invoice, through the same review and approval workflow as any other document.
Multi-Tenant Architecture
Isolated environments per company. Role-based access control within each tenant. Built to support bookkeeping firms managing multiple clients.
Full Audit Trail
Every document, mapping decision, override, and approval is logged with timestamps. Complete history for compliance and accountability.
How It Works
Submit
Your team submits receipts, invoices, or vendor bills — or their own entries, like hours worked. Documents can come from any source: a job-site photo, an emailed invoice, or a direct entry in the app.
Extract
If the submission is an image, ClarionOps processes it using AWS Textract and AI — pulling vendor name, transaction date, due date, totals, tax amounts, line items, and currency for human review.
Approve
A project manager may review first, depending on the expense. Accounting always reviews before anything can move forward.
Map & Post
Once approved, the system matches the entry against your QuickBooks vendors, accounts, and projects, applying any mapping rules you’ve configured, and posts it directly to QuickBooks Online. A full audit record is written at every step.
Who It's For
Small construction & trade contractors (5–30 employees)
Contractors with enough job volume that manual entry is a real cost, but not enough accounting staff to absorb it — the sweet spot between a shoebox of receipts and a full construction PM platform. The same problem shows up for agencies, field service companies, and consultancies, and ClarionOps works well there too.
Finance teams running QuickBooks
Accounting staff who need to move faster at month-end, reduce categorization errors, and maintain clean books without increasing headcount. The system integrates directly into your existing QuickBooks Online environment.
Bookkeeping firms managing multiple clients
Practices that handle expense processing across several companies. ClarionOps’ multi-tenant architecture keeps client data isolated while giving your team a consistent, efficient workflow.
What's Coming
QuickBooks Online is the first supported accounting integration. The core pipeline—submission, AI extraction, approval, mapping, and posting—is designed to connect to additional platforms. Other accounting systems are on the roadmap.
If you use a different accounting system and want to be notified when support is added, reach out using the contact link below.