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3 Levels of Bookkeeping Automation

Updated: Oct 13

Bookkeeping is one of the most essential (and often time-consuming) tasks for any business. Fortunately, QuickBooks Online (QBO) offers powerful automation capabilities that can save time, reduce errors, and improve financial clarity. In this post, we will explore:

  • Where to start

  • Determine which level of automation best fits your business 

  • How to implement your automation strategy


Bookkeeping automation levels using QuickBooks Online

We have created a free video series that walks you through specific steps to help you implement QBO automation and several native App integrations.


Be sure to check them out for hands-on examples.


Before we dive in, let’s frame your approach.

 

Where Do You Start? 

Think of automation in bookkeeping like a pyramid with three levels: 


Levels of bookkeeping automations to consider for your business - UCentric Solutions - Kansas business

Tier 1: Foundational Automation with QBO and Integrated Apps 

For simplicity and cost, this is where everyone should start. QBO provides a wide range of built-in automations and native app integrations that can eliminate manual tasks like data entry, invoice reminders, payment syncing, categorization and much more. 


In our blog post Streamline Bookkeeping with QuickBooks Online Automation, we cover many of the automation options in QuickBooks Online.  In the blog post you’ll find video links to key steps such as how to: 

These “click-and-connect” integrations, tips and tools are the foundation of an automated digital bookkeeping system. Start here before moving on to more advanced automation. 

 

Tier 2: No /Low Code Integration Tools 

Once your built-in QBO automations are in place, you may still have data sitting in tools that don’t talk directly to QBO. This is where platforms like Zapier, Make (Integromat), and Pabbly Connect shine. 


These tools allow you to: 

  • Push data from a host of popular applications, CRMS, inboxes, forms, or spreadsheets into QBO 

  • Parse PDF receipts and import expenses 

  • Automatically tag and assign transactions based on conditions 

  • Build multi-step logic without writing code 


It takes a bit of setup time, but most business owners can build these workflows themselves or with a little help. Also, keep in mind there will be additional financial cost, albeit minimal.


Want to see how this automation can work for you? This blog post may be helpful - "How to Automate Entry of Bills and Receipts in QuickBooks Online Using Zapier and Parsio" (We will be updating the video on this blog soon!)  


Tier 3: Custom Application & Process Automation (Tailored Solutions) 

When QBO or No/Low Code automation options aren’t enough and you need more help, it is time to investigate options for custom application/process automation. 


Here, you're working with specialists who design and manage custom automation solutions geared to specifically address your business-critical bookkeeping processes. These providers typically leverage APIs, RPA (robotic process automation), AI agents, custom scripting, and more to deliver automation beyond what off-the-shelf connectors like Zapier alone can do. 


Keep in mind this option isn’t cheap. Be sure you will generate a positive Return on Investment before you begin.  

 

Below is one accounting automation specialist company worth mentioning: 

Opzer - Opzer is a boutique automation consultancy focused on accounting firms, that builds custom workflows using APIs, RPA, spreadsheet scripting, and even AI agents. They streamline bookkeeping, client onboarding, billing pipelines, dashboards, and other high-value repetitive processes (working with cloud apps even when integrations don’t natively exist). They’ve saved firms tens of thousands of hours and support end-to-end system design, not just one-off automations. There are many other automation specialists serving the commercial business space.


Why Tier 3 Matters 

  • When you’ve exhausted Tier 1 and Tier 2 options but still have manual steps, inefficiencies, or compliance issues. 

  • When your workflow requires logic or data flows beyond what Zapier or Make can handle. 

  • When your business’s core financial processes are unique or vertical specific you need automation that's built for your process, not the generic tool’s constraints. 

  • When ROI justifies the investment: significantly reduced manual error, faster month ends, client onboarding automation, or scalability support. 


Automation isn’t about eliminating humans from bookkeeping - it’s about eliminating repetitive, error-prone work so you and your team can focus on insights and decisions.  


Start small by implementing Tier 1 QBO automations using our video series as a guide. As your needs grow, consider expanding to Tier 2.  It is amazing how much can be integrated with No/Low Code tools.  And, if your needs are more complex it may well be your best option to check into Tier 3 automation options. The investment you make in automation today will pay dividends in time savings and accuracy tomorrow. 


If you are looking for guidance on automating QuickBooks Online for your business or need help figuring out what automations may benefit you.


CONTACT US - We are here and happy to help!


Our UCentric Solutions team helps small and mid-sized businesses in Kansas clean up, organize, modernize and confidently manage their finances. Whether you need full bookkeeping support, payroll help, application assistance or even Virtual CFO-level insight, we would love the opportunity to be your trusted financial partner.

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