BOOKKEEPING’S NIGHT SHIFT
The Monday memo. No data entry. No cloud.
A machine reads the week’s paperwork — every supplier bill, deposit and pay stub — does the arithmetic, and writes the owner a plain-words memo: what’s due, what crept up, what got billed twice, what needs a human. On a box on your counter, or overnight on ours. Your files never touch Big Tech.
THE FIVE NUMBERS + COMPUTED TRENDS — 2.5 YEARS OF THE SPECIMEN CAFÉ
NO STOCK PHOTOS, NO BORROWED LOGOS — A PUBLISHED SPECIMEN YOU CAN CLICK.
THE WATCHDOG
Catches what shouldn’t be paid — before it’s paid.
Your accounting software records what already hit the bank. The Records Room reads the paper — and every finding is arithmetic, not AI opinion, cited to the exact page:
DUPLICATE BILL: invoice ML-5088 appears 2× — don’t pay the copy
QUANTITY CREEP: qty 40 → 76 at a flat price — spend up, no price change
RENT STEP: $3,800 → $4,180 (+10%) at renewal — check the lease clause
EVERY DOCUMENT SORTED — MONEY IN · MONEY OUT · NEEDS A HUMAN
THE DELIVERABLE
Ninety seconds, every Monday, and you know.
Not a dashboard with forty tabs. A memo in plain words: what’s due this week, who owes you, which vendor is creeping, what got set aside for a human. The numbers come from the deterministic ledger; a language model running on the machine itself only writes the sentences — and every claim carries the file name it stands on.
See a full year replayed in one click →
SPECIMEN MEMO — FICTIONAL CAFÉ, REAL ENGINE OUTPUT
HOW IT WORKS
One engine. Two ways to run it.
THE SERVICE — THE NIGHT SHIFT
For cafés & small business
- Change nothing. Keep saving invoices where you save them today.
- Midnight: new files stream over an encrypted tunnel to our one private machine — read, checked, originals deleted.
- Monday, 7am: the memo’s in your inbox.
THE BOX — INSTALLED
For law · dental · CPA
- One visit: the machine goes on your counter, your file history goes in.
- It reads where the files live. Nothing leaves the building — there’s nothing to leave to.
- Ask anything. Every answer cites the exact page it came from.
FOR FIRMS WHOSE FILES CAN’T LEAVE
Ask the records room. It answers with citations.
Law practices, dental offices, CPA firms: the machine reads decades of client files inside your building and answers in seconds — “pull every version of the Henderson trust” — citing the document every fact came from. Click the citation, see the page.
Walk into the law room →
220 CLIENT FILES, ONE QUESTION BOX, EVERY ANSWER CITED
PRICING — TWO WAYS TO HAVE IT
The box, or the night shift.
THE SERVICE — CAFÉS & SMALL BUSINESS
The Monday Memo
$199 /month per location
WHAT’S INCLUDED
- Monday memo by 7am — due, owed, crept, duplicated, flagged
- Nightly watchdog on every new invoice, deposit and stub
- Originals deleted after every run · card numbers auto-masked
- One-time setup & 90-day backfill: $250
TERMS
- Month to month — cancel anytime, your ledger goes with you
LAUNCH PRICING — FIRST TEN LOCATIONS
THE BOX — LAW · DENTAL · CPA
The Records Room, installed
$3,500 one-time · hardware included
WHAT’S IN THE BOX
- Apple Mac Studio (M4 · 36GB) — the machine is yours, on your counter
- sized to run the model comfortably, with room to grow
- Install visit — room set up, your file history loaded, staff walked through
WHAT IT DOES
- Ask-the-files room over decades of records — every answer cited
- The same payables watchdog on your bills
- Nothing ever leaves the building — no accounts, no cloud
ONGOING
- Care plan — updates & health checks on a simple monthly retainer
EVERY INSTALL STARTS WITH THE LIVE DEMO ON YOUR OWN QUESTIONS
WORKS WITH WHAT YOU ALREADY HAVE
If it can save a file, it’s connected.
The Room reads documents, not APIs — anything that can land a file in the watched folder is a source. No new habits, no new logins, nothing to migrate.
POINT OF SALE
Square · Toast · Clover
Save or schedule your sales & report exports into the folder — CSV exports are read natively.
Gmail · Outlook
Drag the whole email in (.eml) — the Room reads the message and pulls the attached invoices out by itself.
CLOUD DRIVES
Google Drive · Dropbox · OneDrive
Their desktop sync folder is the watched folder. If you already save invoices there, you’re done.
PAPER
Scanners & copiers
Scan-to-folder from any office machine; the scan is read by OCR on the machine itself.
YOUR POCKET
Phone photos
Snap the invoice on the counter — JPG/PNG photos are read by on-machine OCR, card numbers auto-masked.
THE BOOKS — COMPANION
QuickBooks · Xero
Keep them. The Room is the watchdog that reads paper before it’s paid; your books stay the system of record.
REPORTS
Payroll · inventory · end-of-day
Drop any report in — payroll summaries, inventory counts, POS end-of-day sheets (.xlsx / .csv) — and it rides the same Monday memo.
DATA TYPES READ TODAY
NUMBERS IT COMPUTES — ARITHMETIC, NOT AI
Anything the Room can’t read is never silently dropped — it’s kept by name and routed to a human.
STRAIGHT ANSWERS
The questions owners actually ask.
We already have QuickBooks. Isn’t this the same thing?
- Keep QuickBooks. It’s the filing cabinet — it records what already hit the bank.
- The Records Room reads the paper before it’s paid: unit-price creep, doubled invoices, step-ups at renewal.
- Different job. They work side by side.
Is this AI? Can I trust it?
- The findings are arithmetic — same documents in, same findings out, every one citing its page.
- A language model on the machine writes only the sentences, never the numbers.
- Don’t take it on faith: click any citation in the demo and see the source.
Where does our data actually live?
- Box customers: inside your building, full stop — the machine has no cloud accounts.
- Service customers: one encrypted hop to a single private machine we own — never a third-party AI cloud.
- Originals are deleted after every nightly run; the extracted line-items are retained for your ledger and deleted on request.
What about customer card numbers?
- Invoices and deposit summaries carry last-four digits at most.
- Belt and suspenders anyway: anything shaped like a full card number is auto-masked to its last four before it can be stored.