Accounts by role, MFA everywhere
A named account for every staff member, multi-factor on all of them, admin rights held by the fewest people possible. No shared “info@” password living in a sticky note.
TrueFigures — AI operations for Ontario bookkeeping firms
Your receipts, ledgered. The HST already split.
It starts with a Google Workspace your firm actually runs on — accounts, shared drives, and payroll data behind a real wall. Then TrueFigures watches one Drive inbox, reads each receipt with a vision model running on your own hardware, applies the Ontario rules you already know, and appends a validated row to your Master Invoice Ledger. Anything it can’t read cleanly, it flags with a written reason.
The automation does the reading, the math, and the filing. The professional judgement — what’s a personal expense, what needs chasing, what gets signed — stays with the bookkeeper.
the sandbox — 4 nodes
- 01 drive / inboxwatch
- 02 vision modelread
- 03 13% HST rulesapply
- 04 master ledgerrecord
- derived HST math
- 13/113
- derived HST math
- meals ITC rule
- 50%
- meals ITC rule
- HST# required
- $150+
- HST# required
- receipts leaving your network
- 0
- receipts leaving your network
Start here
First, a workspace with walls.
A bookkeeping firm holds the most dangerous combination in a small business: client bank details, CRA credentials, payroll files, and one shared inbox where anyone can ask for any of it. Before a single receipt is automated, the workspace gets a real perimeter — a named account per person, payroll and partner data behind a wall, permissions that follow the person and end when they leave. AI hasn’t changed what’s at risk. It has made the convincing email cheaper to write.
the three layers
- 01 WorkspaceAccounts · shared drives · payroll wall · fraud settings
- 02 Invoice pipelineDrive inbox → validated ledger rows
- 03 RetainerHosting · rule updates · onboarding
One foundation, then the money work, then the upkeep. No layer is useful without the one beneath it — which is why every engagement starts with the workspace.
Payroll and partner data walled off
Organizational units and sharing rules put payroll, partner draws, and client tax IDs behind a wall — so a phished session, a junior staffer, or a staff AI tool can’t reach them by accident.
One shared drive per client, clean offboarding
Access follows the person, not the folder someone forwarded. When staff turns over — and it will — you can revoke one account and know exactly what they could see.
Configured against invoice fraud
External-sender banners, private-by-default sharing, and device and session rules — the unglamorous settings that make a fake supplier email look fake before anyone clicks it.
the threat surface moved
None of this needs a sophisticated attacker any more. The things small firms actually see:
Payment diversion
A supplier “changes their bank details” in an email that reads perfectly.
Business email compromise
A real inbox, a real thread, one quiet rule that forwards everything out.
Synthetic documents
Receipts and invoices generated wholesale — clean scans, no paper behind them.
Gemini is optional and comes later, if you want it — inside the same perimeter. Nothing on this page depends on it, and nothing about it is switched on by default.
Same month end. Different week.
Nothing here changes what your staff knows or how your clients send things. It changes where the hours go.
Today
With TrueFigures
Today
the month-end crunch
Hours per client spent keying receipts by hand — deriving HST on tax-inclusive slips one at a time, separating tips, fixing what junior staff entered against the wrong rule.
With TrueFigures
the month-end crunch
Staff drop a file in a folder. The pipeline types the row — vendor, date, totals — and files the receipt itself.
Today
the rulebook
Invoices over $150 need a valid HST registration number. Meals are a 50% ITC, not 100%. Tips aren’t taxable at all. Miss any of it and the CRA notices before you do.
With TrueFigures
the rulebook
The rules live in code and are checked to the cent on every document — never reinterpreted, never tired at 11pm. What’s ambiguous still waits for a human.
Today
the chase
The receipts that never showed up, the folders that say “final_v2”, the client who swears they sent it. Entry is only half the cost — so is knowing what’s missing.
With TrueFigures
the chase
Named folders, renamed files, and a review queue that says exactly what’s missing — the gap becomes visible instead of discovered at filing time.
One folder is the entire interface.
Layer 01 built the folder and the perimeter. This is what happens once a file lands in it — four steps, in the order they actually run.
01
Watch
A scan, photo, or PDF lands in the client’s Google Drive inbox — either dragged in or scanned straight to it. No new app for your staff, no retraining.
02
Read
A vision model reads vendor, date, totals, tips, and tax lines — including scanned pages with no text layer. The model runs locally; the document never leaves your hardware.
03
Apply
The Ontario rules, in code: 13% HST, the 13/113 derivation on tax-inclusive receipts, the 50% meals ITC, tips excluded from the taxable base, and an HST registration-number check on anything over $150.
04
Record
One validated row lands in your Master Invoice Ledger; the file is renamed and archived. If anything is unclear, the document becomes a flagged review row with a written reason — never a silent guess.
Clean row, or a flag with a reason. Nothing in between.
Every document the pipeline touches ends in exactly one of two states: a clean ledger row, or a review flag with a written reason. There is no third state.
Deterministic math
HST split, derived tax-inclusive amounts, and ITC logic are computed in code and validated to the cent — not re-interpreted per document.
Reviewable output
Every row is clean or carries a written reason. Cut-off scans, unreadable totals, and rule violations surface — they don’t pass silently.
No duplicate rows
The same receipt cannot land twice. Deduplication runs against the real ledger before any commit.
A file trail
Each processed document is renamed to a standard form and moved to the archive. The inbox stays empty; the audit trail stays complete.
Your judgement stays
TrueFigures removes the typing, not the review. Ambiguous documents wait for a human — that’s the design, not a limitation.
Where your clients’ receipts actually run
Most capture tools send your clients’ documents to their cloud before you see a single field. TrueFigures takes receipts seriously because you take them seriously — and it starts with a workspace whose perimeter you control.
A perimeter you set, not one we inherit
The Layer 01 workspace puts payroll and partner data behind organizational units before any automation exists. The pipeline is then granted access only to the inbox and archive folders it actually needs — nothing else in the tenant.
Reads on your hardware
The vision model that reads receipts can run locally — on premises or on infrastructure you control. The document bytes stay inside your perimeter.
Documents stay in your Drive
The inbox, the archive, and the ledger are your Google Drive and your Google Sheet. If we part ways, you keep every byte.
A cheaper path, honestly labeled
Cloud model inference is available if a firm wants the leanest possible setup. The local option exists for firms that won’t send client documents anywhere. You pick; we’ll say which you chose.
Three predictable packages. No hourly billing.
Three layers, priced so a firm can start with the foundation and add the next when it pays for itself: the Workspace your team runs on, the pipeline that fills the ledger, and the retainer that keeps both alive.
01
Google Workspace Readiness Sprint
The foundation — where every engagement starts.
$1,000CAD
one-time · one week
- Google Workspace set up and secured: firm domain, a named account per person, MFA on every login
- One shared drive per client — permissions inherit, and access ends when someone leaves
- Payroll and partner folders locked behind organizational units that staff and staff AI tools can’t reach
- Fraud-oriented settings: external-sender banners, private-by-default sharing, device and session rules
- The inbox folder pattern the pipeline will watch, plus a CRA & firm SOP reference desk
- A one-page security checklist and a 60-minute walkthrough. AI tools optional — nothing depends on them
02
Managed Invoice Pipeline
Layer 02 — automate the money work.
$1,500CAD
one-time build & deploy
- The full extraction pipeline on the Drive inbox the Sprint set up
- Master Invoice Ledger, receipt renaming, archive discipline
- Ontario rules enforced: 13% HST, 50% meals ITC, tips, $150+ HST# guardrails
- 30 days of settle-in tuning on your real documents
03
Managed Retainer
Layer 03 — so it never breaks.
$550CAD
per month · recurring
- Hosting and upkeep of the pipeline on our managed server
- Monthly tax-rule and prompt updates as CRA guidance shifts
- New client folders, new staff, and Workspace changes onboarded as you grow
- Priority fixes when an upstream API changes its mind
Every engagement starts with the Sprint — the workspace comes first. Prices in CAD; Ontario HST applies.
Talk it through on a callBuilt by an operator, not an agency
TrueFigures is built and run by Zylan Labs in Oshawa, Ontario. The pipeline you’ll see on the demo call is the same one running in our test firm’s sandbox — live Workspace, live folders, live ledger, real Ontario receipts. We’ll show you yours before you buy anything.
About Janaka and Zylan Labs →See your own month end, without the typing.
Book a 15-minute call. We’ll show the sandbox running end to end, answer the technical questions, and tell you honestly if the pipeline wouldn’t pay for itself at your volume.