Setting Up LedgerPilot

Setting Up LedgerPilot

LedgerPilot automates transaction categorization and receipt collection for bookkeeping firms. This guide covers connecting your accounting platform, configuring categorization rules, and activating receipt chasing.

Prerequisites

• An active OperantOS account
• Admin access to your QuickBooks Online or Xero account
• A list of your clients (LedgerPilot manages multiple clients per firm)

Step 1: Connect Your Accounting Platform

1. Navigate to Settings > Accounting Connection in LedgerPilot
2. Click Connect QuickBooks Online or Connect Xero
3. You will be redirected to the platform's OAuth consent screen
4. Log in with your firm admin credentials and authorize LedgerPilot
5. LedgerPilot imports your chart of accounts, vendor list, and client entities automatically

Important: Use your firm-level (accountant) login, not an individual client login. This gives LedgerPilot access to all clients under your practice.

Step 2: Add Your Clients

After connecting, LedgerPilot displays your client list pulled from QBO or Xero. For each client:

1. Confirm the client is active and should be monitored
2. Set the client's industry (restaurant, contractor, e-commerce, professional services, etc.) -- this improves categorization accuracy
3. Enter the client's preferred contact method (SMS or email) and contact details for receipt chasing

Step 3: Configure Categorization Rules

LedgerPilot starts with 85% base categorization accuracy using your chart of accounts and vendor names. To improve accuracy from day one:

• Review the first batch of auto-categorizations and correct any errors. Each correction trains the model.
• Set manual rules for vendors you know will always map to a specific category (e.g., "AMZN Mktp" always goes to "Office Supplies" for Client X)
• Enable confidence thresholds: transactions above 95% confidence are auto-approved; those below are flagged for review

Step 4: Activate Receipt Chasing

Receipt chasing sends SMS or email messages to clients when bank transactions are missing receipts:

1. Go to Settings > Chase Configuration
2. Set the chase schedule (default: Day 0 after transaction posts, Day 3 follow-up, Day 7 final request)
3. Customize the message tone (professional, friendly, firm)
4. Enable magic links -- clients tap a link in the SMS, take a photo, and the receipt is automatically matched to the transaction

Step 5: Review Your Daily Digest

Each morning, LedgerPilot sends you a digest email summarizing:

• Transactions auto-categorized (with count and confidence distribution)
• Transactions flagged for review (low confidence or new vendors)
• Receipts received and matched
• Outstanding chase sequences (who has not responded)

The digest is your daily starting point. Review flagged items, approve or correct categorizations, and check chase statuses.

Tips for Best Results

• Correct categorization errors promptly -- each correction improves accuracy for all future transactions from that vendor
• Encourage clients to respond to chase messages within 48 hours for best receipt match rates
• Check the accuracy dashboard weekly to monitor the learning curve