Automate Quickbooks with Ottermation by Speak Toomey

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Table of Contents

  • Pain Points

  • How We Help

  • Real Impact

  • Tech Stack

Pain Points

QuickBooks is powerful - but when every bill or payment requires manual entry and chasing approvals, things fall through the cracks:

  1. Unprocessed bills from form submissions or email chains.

  2. Finance bottlenecks waiting on approvals or missing data.

  3. Double entry into QuickBooks and tracking spreadsheets.

  4. Lack of visibility for spending.

Manual workflows cost teams time, money, and trust.

How We Can Help

With Ottermation by Speak Toomey, QuickBooks becomes a live reflection of real-time operations. Examples of our automations include:

  • Form → Bill: When someone fills out a bill request form in Airtable or Tally, a draft bill is created in QuickBooks with all key fields pre-filled.

  • Approval logic: Approvers receive an email with “Approve / Reject” buttons that auto-update the bill's status and log a timestamp.

  • Auto-tagging: Vendor names, GL codes, or departments are auto-tagged based on form logic and past patterns.

  • Syncing attachments: Uploaded receipts or invoices are automatically added to the bill in QuickBooks.

  • Reconciliation reports: Weekly roll-ups of paid/unpaid bills get pushed to Google Sheets or Airtable for easy tracking.

No missed bills. No follow-ups. Just clean, fast books.

Before Ottermation After Ottermation
Time to Process a Bill 15–30 minutes 3 minutes or less
Missing Receipts per Week 10+ 0
Approval Delays Days Hours or less
Bookkeeping Accuracy* 91% 99.4%

Tech Stack

  • Core: QuickBooks Online, Zapier, Ottermation

  • Forms: Airtable · Tally · Google Forms

  • Approvals: Email + Logic-based filters

  • Docs & Storage: Google Drive · Dropbox

  • Reports: Airtable, Google Sheets

Ready to automate your finance flow?

Book a free 15-minute automation audit

Questions? Check our Apps We Automate hub or email support@speaktoomey.com.