Frequently asked questions

What is LedgerBuddy?

LedgerBuddy is an Australian receipt-chasing app for bookkeepers whose clients use Xero. It finds the bank transactions in a client’s Xero file that have no receipt, asks the client for them by text message and email in the practice’s name, and attaches what comes back to the right transaction once someone in the practice approves it. Clients don’t need an app or a login: they tap a secure link and take a photo. It is made in Adelaide by JR Photo and Video Pty Ltd.

Who is LedgerBuddy for?

Australian bookkeeping and accounting practices whose clients keep their books in Xero, and who spend time every month chasing those clients for receipts. Each practice has its own private account.

How much time does it save?

Our working estimate, not yet a measured result: a bookkeeper with 20 clients who spends about an hour per client per month chasing receipts spends about 20 hours a month, or around $2,000 of time at $100 an hour. Allowing 7 minutes per client for the review work that’s left, that is about 18 hours back. A more conservative model (25 clients at $55 an hour) gives about 8 to 10 hours a month back. Tidy clients with two or three missing receipts save less, which is why you only pay in months you chase a client. See the assumptions.

What does LedgerBuddy cost?

Nothing today: it is free during the restricted beta and the pilot is free for three months. The planned pricing after the beta is a single price per client, charged only in months that client is chased, with optional AI phone calls as an add-on (coming soon). Unlimited invoices, no overage charges, no tiers and no lock-in. Before any fee applies we give your practice at least 30 days’ written notice, and you can leave before then without charge (Platform Terms clause 8).

When would I be charged?

Under the planned pricing, a client counts for a month only if LedgerBuddy chased at least one of its receipts in that calendar month. Billing would be monthly, after the month ends. A client with nothing to chase that month costs nothing, and there is nothing to remember to switch off. Billing is switched off during the beta.

Can I switch clients on and off each month?

Yes. Each client has a chasing switch, and you choose when to start a chase and which items to include. A client you don’t chase in a month isn’t counted. Archived clients aren’t chased or billed, and their history is kept.

Is it simple enough for a small practice?

That is the aim: one price per chased client, unlimited invoices, no tiers. Setup is a 30-minute call to connect a client’s Xero file through Xero’s own approval screen and set your practice details. After that you start a chase with a couple of taps and review what comes back.

What does my client need to do?

Nothing to install and nothing to log in to. They get a text and an email from your practice with a secure link, tap it, and photograph or upload the receipts. Links normally expire after 30 days and can be cancelled earlier. Every file is security-screened before anyone opens it.

Are AI phone calls optional? Can they be switched off?

Yes. AI phone calls are an optional add-on that is still being finalised and is not available in the beta. When it is introduced it will be off unless your practice switches it on, after consent checks. The call will say first that it is automated and recorded, name your practice, and never ask for passwords or payment. Clients can always provide documents another way.

Does LedgerBuddy work with QuickBooks or MYOB?

No. LedgerBuddy works with Xero only today. QuickBooks is on the roadmap, with no date promised.

Is LedgerBuddy Xero certified?

Not yet. LedgerBuddy connects to Xero with your permission through Xero’s own approval screen, and never asks for a Xero password. It is an independent product: not made, endorsed or certified by Xero.

Does LedgerBuddy change anything in Xero by itself?

No. Every write to Xero, such as attaching a receipt to a transaction, needs a person in your practice to approve it first, and writing is only available where it has been switched on for that client file. See exactly what it reads and writes.

Where is the data stored, and is it secure?

Application records and uploaded receipts are hosted on Cloudflare; Australia-only storage or processing is not guaranteed. Document scanning and daily backups run on AWS in Sydney. Text messages and emails go through HighLevel, which processes data in the United States. Data is encrypted in transit and at rest, every user signs in with multi-factor authentication, and LedgerBuddy never sees a Xero password. Full provider and location list.

Does AI read the receipts?

Only where your practice switches on optional receipt AI with the required client authority; it is in limited release during the beta. The receipt and relevant transaction details are then sent to Anthropic, which processes data in the United States, to read the receipt and suggest a match. A person reviews every suggestion. Xero data isn’t used to train AI models.

Who is responsible for the accounting decisions?

Your practice. LedgerBuddy collects documents and suggests matches; a person in your practice reviews and approves every accounting action. LedgerBuddy doesn’t give tax or accounting advice, lodge BAS or tax returns, or supply a supervising BAS or tax agent.

What happens if a client never responds?

After the text, the itemised email and the final notice, the outstanding items come back to you in a review queue and you decide each one. There is an audit trail of every contact.

Is there an iPhone app?

Yes, for bookkeepers. LedgerBuddy for iPhone has been submitted to the App Store and is awaiting review, so it isn’t available to download yet. It shows what needs doing today, lets you start chases and review and approve receipts on the go. Your clients never need an app. About the iPhone app.

What is the pilot?

We are starting with a small group of practices, initially three, each trying LedgerBuddy on one client for three months, free. We ask for short monthly feedback and, if you are happy to, a case study you approve first. Practices that continue get a discounted rate for their first months. Join the pilot.

We are a network of practices. Can we use LedgerBuddy across the group?

Each practice has its own separate, private account and its own client files. Arrangements for practice networks are available by agreement: email admin@ledgerbuddy.com.au.

Am I locked in?

No. Practices accept the published Platform Terms online. There is no automatic conversion to a paid plan, at least 30 days’ written notice before any fee, and you can disconnect Xero and leave at any time.