Mach Lilies
Stop the month-end scramble for receipts and "what was this payment?" answers.
Every month, the same gaps: missing receipts, supplier invoices that never arrived, bank statements that stop a week short, remittances nobody forwarded. Mach Lilies builds an AI helper that chases each client every week for what's missing, turns your uncategorised transactions into a 30-second question, and files what comes back — so month-end closes when you planned it to.
Works with Xero, QuickBooks, Sage, Dext and AutoEntryEvery action loggedYou approve what goes out
The problem, as your team knows it
Bookkeeping runs on other people's paperwork. The bank feed arrives on its own; the receipts behind it don't. Clients pay for something in the first week of the month and can't remember it by the last. So every month ends the same way — a scramble to collect receipts and supplier invoices, a "what was this payment?" list that sits unanswered for days, and a pile of uncategorised transactions that stops the close. The work isn't hard. The waiting is.
Then there's January. Self Assessment lands on top of the usual month-end and VAT-quarter work, and the clients who ignored your nudges since September now need a year of answers at once. The chasing isn't different in January — there's just months of it, squeezed into four weeks, while the day job carries on.
What the helper actually does
A working week, in order:
- Checks each client's books for transactions with no receipt or supplier invoice behind them, and builds that week's chase list.
- Emails each client — from your address, in your tone — asking for exactly what's missing. Weekly, not just in the month-end panic.
- Sends your uncategorised-transactions list as a question clients will actually answer: "three payments we couldn't place — 30 seconds to answer."
- Reads what comes back. Files receipts and remittances, matches answers to the right transactions, and marks each query closed.
- Flags duplicates and odd amounts — the supplier invoice entered twice, the £1,450 that's usually £145 — with a one-line note each.
- Assembles the month-end pack as replies arrive, and ticks off the close checklist so you can see who's ready to close.
- Sends you a Friday summary: receipts in, queries answered, and which clients are holding up month-end.
You choose the autonomy level. Most bookkeepers start with every client email requiring one-click approval, then loosen it as trust builds. Nothing is sent that you haven't allowed.
And it isn't only month-end. The same helper keeps chasing through VAT quarters, year-end and the January rush — its pace stays the same even when yours can't.
Works with what you already use
The helper works inside your setup, not instead of it. It watches the uncategorised-transactions list in Xero, QuickBooks or Sage, and chases receipts into Dext, AutoEntry or Hubdoc — the apps your clients already have on their phones. Nobody installs anything new, and nothing moves out of your software.
It works with Xero, QuickBooks, Sage, Dext, AutoEntry, Hubdoc and most bookkeeping tools — we confirm your setup in the free chat.
What it costs
Setup
from £3,500 fixed
One job, built and tested with you. Price agreed in writing before we start.
Run
from £600 per month
Monitoring, improvements, your weekly summary, and support.
Rule of thumb
If you look after more than 15 clients, the chasing alone usually covers the fee.
We're taking on two founding clients this quarter with no setup fee
— in exchange for honest feedback and a case study.
Questions bookkeepers ask
Is client financial data safe, and is this GDPR compliant?
Yes. We sign a data processing agreement, the helper only accesses the client records and mailboxes you authorise, your data is never used to train AI models, and everything it does is logged. Details are on our data safety page — written so you can forward it to any client who asks.
Do we need to change software?
No. The helper works alongside what you already run — Xero, QuickBooks, Sage, Dext, AutoEntry and most bookkeeping tools. We connect to your setup rather than replacing it.
How long until it's working?
Two to three weeks from our first proper conversation, including testing on a pilot batch of your real clients. Most bookkeepers start with the handful of clients they chase hardest.
Will clients get annoyed by the nudges?
Usually the opposite. You set the tone and the frequency, and every message goes out calm and polite. What annoys clients is sporadic and frantic — silence for weeks, then three urgent emails at month-end. A short, consistent ask each week is easier to answer, and it keeps the pile small.
Can it work with receipt apps we already use?
Yes — it chases into them, not around them. If a client is set up on Dext, AutoEntry or Hubdoc, the helper asks them to snap the receipt into the app they already use, then checks it actually arrived. No new apps for anyone.