AI bookkeeping
AI bookkeeping for contractors: every charge on the right project
Bank and card charges come in on their own. Dex suggests where each one belongs, reads your receipts, and the office approves the sure ones in one tap. Your accountant gets their own portal.
The shoebox problem
A crew lead buys mortar at the supply house, fuel on the way, and a blade at the hardware store. Weeks later the office is staring at a card statement trying to remember which project each charge was for. Job costing ends up a guess, and the accountant gets a box of receipts at tax time.
Charges come in on their own
Connect your bank and card accounts and the charges sync on their own, ready to file to a project or to overhead, several at a time. You can keep some accounts private.
Dex sorts them, you approve
At the top of the bank feed, Dex shows the charges it has sorted: the sure ones, and the ones to look at. For each charge you see where Dex would put it (a project and cost type, a company category, a split, or personal), a one-line reason, and how sure it is.
Dex decides from your own records first: a matching receipt, a confirmed material order or awarded bid for that amount, rules it learned from you, how the same merchant was filed before, and where the card holder’s crew was working that day. Approve the sure ones in one tap; change or skip the rest. “Remember: file this merchant here next time” teaches it.
Snap the receipt
Take a photo of a receipt (or upload a PDF) from the project, the bank feed, or a chat with Dex. Dex reads the vendor, date, total, tax and line items, picks the project, and matches the receipt to its bank charge when it syncs.
Job costing and books in one place
Because the charges land on projects, the money dashboard shows real profit by project, income against costs by month, and what’s overdue. Your books live in Northdesk too: trial balance, general ledger, balance sheet, profit and loss on a cash or accrual basis, and journal entries.
Invite your accountant with their own login to a finance-only side of Northdesk, with Excel and PDF exports and no access to your projects, crew or chats. A QuickBooks sync is available as an add-on.
Who sees the money
Only people you give banking access see the bank feed, Dex’s suggestions and the receipts. A private card’s charges are visible only to its owner. Northdesk staff can’t see your company’s money.
Questions people ask
Does Dex file charges on its own?
No. Dex suggests; a person approves. The sure ones can be approved in one tap, and the uncertain ones are never in that one tap.
Can Dex read receipts?
Yes. Take a photo or upload a PDF; Dex reads the vendor, date, total, tax and lines and matches it to the bank charge.
Do I still need separate accounting software?
Many companies don’t: the books live in Northdesk and your accountant gets their own portal. If you use QuickBooks, a sync is available as an add-on.
How does Dex know which project a charge is for?
From your records: matching receipts, material orders and awarded bids, rules you taught it, past filings of the same merchant, and where the card holder was working that day.
Can my accountant see our projects and chats?
No. The accountant portal is finance only.
Related
- Estimates and invoicesEstimates, change orders, invoices and statements go out with your logo and colors, emailed in your company’s name.
- AI assistant for contractorsDex is the assistant built into Northdesk.
- Project managementOne page per project with today’s work up front, and the whole business around it: crew, schedule, subs, materials and money, in one place, with Dex built in.
- General contractorsSubs to bid, insurance certificates to chase, inspectors to meet, owners to keep happy and a budget to protect.
Run the day from one desk.
We’ll set Northdesk up around your company: your name, your logo, only what you use. Dex will book you a walkthrough with our team.