312 transactions went in.
11 invoices came out.
Ledgerline reads your bank and card feed, works out which spending was client work and which was just yours, and writes the invoices your accountant actually wants — receipts attached, mileage on the right line.
One month of transactions, filed
Seven of the 312 rows Ledgerline read from Priya Raghavan's studio account, printed here with her permission. Left column, what the bank sent us. Right column, what we filed it as.
| Posted | What the bank said | What we filed it as | Amount | State |
|---|---|---|---|---|
| Posted02 Mar | What the bank saidSQ *BLUE BOTTLE COFFE 4471 | What we filed it asClient meeting — coffeeHalvorsen Brand | Amount$9.75 | Statematched |
| Posted03 Mar | What the bank saidUBER *TRIP 3XK2Q | What we filed it asSite visit — travelMarlow Interiors | Amount$23.40 | Statematched |
| Posted05 Mar | What the bank saidAMZN Mktp US*2K4LM9Q3 | What we filed it asColor proofs, 12 sheetsIs this Marlow Interiors? | Amount$41.10 | Stateneeds you |
| Posted08 Mar | What the bank saidSHELL OIL 57442901 | What we filed it asClient visit fuel — 41 miOkonkwo Studio | Amount$52.30 | Statematched |
| Posted11 Mar | What the bank saidFIGMA INC 0091 SUBSCRIPT | What we filed it asDesign software — seatStudio overhead | Amount$18.00 | Stateoverhead |
| Posted12 Mar | What the bank saidHOME DEPOT #4412 | What we filed it asShelving and fixingsStudio, or Okonkwo Studio? | Amount$86.14 | Stateneeds you |
| Posted18 Mar | What the bank saidSTRIPE TRANSFER ST-4471 | What we filed it asRetainer receivedHalvorsen Brand | Amount−$2,400.00 | Statereceived |
March filed as 11 invoices, $3,206.40 billable4 rows still want a decision
- matched we found the client
- needs you pick one
- overhead not billable
- received money in
How it decides who the work was for
The first time Ledgerline meets a merchant, the row goes into a queue: the bank's mangled string on the left, the receipt and the date on the right. You pick a client, or say "that one was mine", and that is the last time you make that decision. The next SQ *BLUE BOTTLE COFFE 4471 files itself.
You can teach it as much or as little as you like. Rename one Home Depot charge to "studio shelving" and the next eleven follow it. Say that any drive over thirty miles is a client visit, and the mileage stops being a January scramble.
Anything it isn't sure about stays in the queue. Ledgerline would rather ask you than quietly put a personal lunch on a client's invoice — that is the mistake that costs you the accountant's trust, not the receipt.
Four things you'll stop doing by hand
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Finds the client, not just the merchant
A receipt, a date and the calendar entry you already made are enough to attach a charge to the right job. Matching on shop name alone is what spreadsheets do, and it is why March takes a weekend.
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Keeps the receipt on the line
Every matched charge carries its PDF into the invoice, so your accountant gets one folder instead of a scavenger hunt through your camera roll and three email threads.
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Learns a rule once
Rename one charge and the rule sticks. No re-teaching it every month, and no fifty-item settings screen you have to keep fed. If a rule stops being right, you change the one row it came from and the later ones follow.
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Files it the way an accountant reads it
One PDF per invoice, a summary sheet by client, and a list of the work you did that year and never billed. Most people find that last list pays for the year.
Last April I lost a Sunday to this and still filed late. This year I cleared the four rows Ledgerline flagged while dinner was in the oven, and found two clients I'd quietly stopped billing.
One price, because you already have enough line items
Ledgerline — the whole thing
Read-only bank and card connections, unlimited invoices, receipts stored for seven years, and an export your accountant can open without ringing you first.
- One bank and one card account, more if you need them
- CSV, Xero and PDF export, no per-invoice fee
- Mileage log that attaches itself to the visit that caused it
- Cancel from the same screen you signed up on
$16/month
Billed yearly at $160. No card for the first thirty days, and nothing to cancel in a quiet month.
Ask for a place in the betaLedgerline is in private beta. Tell us which bank you're with and we'll connect your first account by hand, usually inside a day.
Questions people ask before they hand over a bank feed
Does Ledgerline see my bank password?
No. It connects through a read-only bank-data provider, sees the transaction feed and the balances, and never stores your login. Revoke the connection from inside your own bank and the next sync simply stops.
What if it files a charge under the wrong client?
First-time merchants land in the queue with the receipt and the date lined up beside them. Pick a client and Ledgerline remembers, so the next SQ *BLUE BOTTLE COFFE 4471 files itself. Nothing is sent to a client until you press send.
I already have an invoicing tool I like.
Good. Ledgerline isn't trying to replace it — it exports to CSV, Xero and PDF, so the gaps in your books get filled and the rest of your stack keeps working the way it does now.
What actually comes out at tax time?
A dated folder: one PDF per invoice with its receipts attached, a summary sheet by client, and a statement of the work you did but never billed. Hand it over and you're done.
What happens to my data if I stop paying?
You keep it. Export everything as CSV and PDF for thirty days after a subscription lapses, then it's deleted from our storage, receipts included. There is no read-only hostage tier.