Frequently asked questions

Numbrr is AI bookkeeping software. You connect your business bank and credit card accounts, and Numbrr pulls in every transaction, codes each one to the right account in a real double-entry general ledger, and keeps your profit and loss statement, balance sheet, and statement of cash flows current. Anything it is not confident about goes to a review queue where it asks you a plain-English question instead of guessing.

QuickBooks and the person you pay to operate it. QuickBooks is a ledger you drive — it will happily sit there uncategorized until someone does the work. Numbrr does the driving and only stops to ask when it is genuinely stuck. Most small businesses running QuickBooks properly are also paying a bookkeeper $500–$1,500 a month to keep it clean. Numbrr is meant to replace both line items.

Two groups. First, founders and small businesses — SaaS companies, agencies and services firms, e-commerce sellers, and owner-operator businesses like clinics and med spas — who need real books for a bank, an investor, or a tax return, and do not want to learn double-entry accounting. Second, accounting firms and bookkeepers, who get a free firm workspace and run every client from one dashboard.

No. Numbrr is written for people who are not accountants while staying correct underneath. It asks "how long will you use it?" rather than "what is the useful life?", and shows "current value on your balance sheet" rather than "net book value". The double-entry mechanics are real and running the whole time — you just are not required to think in debits and credits to answer a question.

You connect your bank and card accounts through Plaid, Numbrr pulls in your transaction history, and the AI codes it. Anything ambiguous lands in Review. You work through that queue once — and because answering a card can also write a rule and sweep every other pending transaction from the same merchant, the queue shrinks much faster than one-at-a-time. After that, the ongoing work is a short weekly pass through whatever new items need you.

That depends on how many of your transactions are unambiguous, which in practice depends on how repetitive your spending is. The pattern is front-loaded: the first pass through Review is the real work, and every answer you give makes the next month smaller because it becomes a rule. Recurring vendors — software subscriptions, rent, the same suppliers every month — stop asking after the first time.

Yes, today. Numbrr is built for US companies and works in USD, with a US chart of accounts and US bank and card connections. It is not currently a fit for multi-currency operations or non-US filing requirements.

Not for businesses — Numbrr is a paid product from day one, starting at $199/month. There is one genuinely free tier: an accounting firm can create a free workspace for its own books and to manage client companies. If you want to see the product before buying, contact us and we will walk you through it.

In two layers. Learned rules run first — they are deterministic, instant, and free, so anything matching a known pattern ("code Adobe to Software") is booked without an AI call. Whatever the rules cannot handle goes to the AI, which reads the merchant, the amount, the account, and your existing chart of accounts, and picks the general ledger account with a confidence score attached.

It does not book it. Anything below the confidence threshold goes to Review — a queue with one card per transaction showing the merchant, the amount, what the AI thinks, why it thinks that, and how confident it is. You answer, and it books. This is the single most important design decision in the product: a wrong entry booked silently is far more expensive than a question asked.

A rule is a saved decision: this merchant always books to this account. You create one by answering a Review card and choosing "apply to this merchant forever" — which both writes the rule and sweeps every other pending transaction from that vendor at the same time. The AI can also mint rules from patterns it sees. Every rule, human- or AI-created, is visible in one place showing what it matches and where it books, so nothing is happening that you cannot inspect.

It can propose one when nothing existing fits, but under strict limits — and the first transaction that uses a brand-new account always goes to a human before it books. You never wake up to a chart of accounts you do not recognize.

Yes. Checks are always reviewed and never auto-booked, no matter how confident the model is. A check's payee and purpose change every time it is written, and the bank descriptor usually says nothing useful. Guessing on checks is how books quietly go wrong, so Numbrr does not.

They are matched and paired, and never touch your profit and loss. Moving $10,000 from checking to savings is not $10,000 of expense and not $10,000 of income — it is one movement seen twice. Numbrr recognizes both sides and books it as a transfer, which is a common way DIY books get inflated on both sides.

Yes. A single payment can be split across several general ledger accounts — useful for a card charge covering software and travel, or a supplier invoice spanning two cost categories.

Recategorize it inline from the Transactions screen, or send a booked transaction back to Review. Nothing is locked except closed periods, and those are corrected by reversal — which is what an auditor expects to see anyway.

Yes, and it starts before your first AI call. If you migrate from QuickBooks, Numbrr mines your own past coding decisions into rules first. For the med spa that moved over — 1,507 transactions across two years — that produced 51 rules covering roughly 70% of her transactions before the AI was asked anything at all.

The honest differentiator is not that there is AI in it — every competitor says that. It is what the AI is not allowed to do: it cannot book below a confidence threshold, it cannot auto-book a check, it cannot silently invent an account, and it cannot produce statements that fail their own consistency checks. The guardrails are the product.

Through Plaid, the same connection layer used by most US fintech products. You authenticate with your bank directly in Plaid's flow; Numbrr receives a read-only transaction and balance feed. Numbrr never sees or stores your online banking password.

No. Numbrr has read-only access to your bank feed and holds no money-transmitter licence. It cannot initiate a transfer, pay a bill, or send a payment. Even in the Bills workflow, Numbrr records and approves — the actual payment happens wherever you already pay from.

Every account the business actually transacts through: operating checking, savings, and each business credit card. The books can only be complete if the feed is complete. If you run business spending through a personal card, connect it or import those transactions, and code the personal portion as an owner draw.

Bank connections expire periodically — that is Plaid and your bank, not Numbrr. The Banks screen shows connection status and gives you a one-click reconnect. Nothing is lost while a connection is down; the feed backfills when it comes back.

Yes. CSV import is supported for accounts that cannot be connected, for historical data predating a connection, and for one-off cleanup.

They are derived automatically from the bank descriptor, with the bank noise stripped off. TD ZELLE RECEIVED 622700E0BLTM Zelle VANESSA RIVERA becomes Vanessa Rivera. You can rename any of them, and they drive the sales-by-customer and expenses-by-vendor reports.

Access inside your company is role-based — admin, member, and viewer. If you buy the Dedicated Controller add-on, a licensed controller reviews your books as part of that service. If your accounting firm invited you, that firm sees your workspace. Otherwise your data is yours.

Yes. Every report exports to PDF or Excel, and you can pull a full workbook. Your general ledger and transaction history are your records, not something you rent access to.

Yes. Numbrr is a real double-entry general ledger, not a spreadsheet with category labels. It has a chart of accounts with sub-accounts, journal entries, closed periods, reversals, and an audit trail. Every transaction posts a balanced entry.

Because the statements are checked against each other, not just produced. Assets equal liabilities plus equity. The trial balance's debits equal its credits. The cash flow statement ties to the cash line on the balance sheet. Net income on the P&L equals the movement in retained earnings. These are enforced invariants — if they did not hold, something would be wrong, and Numbrr would rather surface that than print a tidy-looking statement that does not tie.

A plug is a fake balancing entry a tool posts when its numbers do not add up — it makes the balance sheet balance without the underlying activity justifying it. Numbrr does not use one. Retained earnings derives from real categorized activity. If something does not tie, you find out rather than having it papered over.

Yes. It comes sensibly seeded so you are not starting from nothing, and it is fully editable, including sub-accounts. Most businesses adjust a handful of accounts and leave the rest.

Yes, on the Scale plan and above. Manual double-entry adjustments, with reversal, a 7-day trash for anything deleted by mistake, and hard protection for closed periods.

It locks a period. Once you close through a date, nothing can rewrite that period — not a bank sync, not an import, not a manual entry. Corrections after a close happen by posting a reversing entry in an open period, which leaves a visible trail. That is what closed means in real accounting, and it is what an auditor or a diligence process expects to find.

Yes. Click any figure on the P&L, balance sheet, or general ledger and you see the transactions behind it. A number you cannot trace is a number you cannot defend.

The Starter plan covers everyday cash-basis bookkeeping. The Scale plan adds the accrual suite — invoicing and accounts receivable, bills and accounts payable, revenue recognition with deferred revenue, and fixed assets with depreciation. If you need accrual books for an investor, a lender, or a real audit, Scale is the plan.

Profit and loss, balance sheet, statement of cash flows, trial balance, and a full general ledger — all with period presets, prior-period comparison, and drill-down to the underlying transactions.

Sales by customer, expenses by vendor, revenue by stream, MRR and ARR, accounts receivable aging, accounts payable aging, deferred revenue, an ASC 606 report, and a depreciation schedule.

A client-ready PDF generated from your actual books: cover, contents, an executive summary with written commentary, performance, a cash bridge, revenue, expenses, working capital, deferred revenue, the fixed-asset register, the three statements, and notes — typeset in the product's own typefaces. It is the thing you forward to an investor or a board without reformatting anything.

Yes. Any report exports to PDF or Excel, and you can generate a full workbook.

They are real financial statements off a real double-entry ledger that tie to each other, which is the bar. A spreadsheet cannot clear that bar. If the counterparty needs CPA review or an audit-ready sign-off, that is what the Dedicated Controller add-on and the Enterprise plan exist for.

Yes, prior-period comparison is available throughout the statements, alongside period presets, so month-over-month and year-over-year views are one click rather than a rebuild.

Yes, on the Scale plan. Build a branded PDF invoice, email it, and track it through sent, paid, and overdue. Payments you record post to the ledger automatically.

Reusable products and services with a default price and a default general ledger account, so building a repeat invoice does not mean retyping the same lines and re-picking the same account each time.

Yes. Stripe is a live integration — Stripe invoices and payouts flow into Numbrr and reconcile against the bank feed, so a Stripe payout that lands in your account is matched to the invoices it paid rather than sitting there as one lump of unexplained income.

Yes — the accounts receivable aging report shows outstanding invoices bucketed by how overdue they are, and sales by customer shows where revenue actually comes from.

Numbrr does not process payments itself. It sends invoices, tracks status, and records payments; the money moves through whatever you already use, including Stripe, which syncs back automatically.

Three ways. Drag a PDF or a photo in and the vendor, amounts, dates, and line items are read out of it. Forward the bill to your company's own inbox address — bills-yourcompany@inbox.numbrr.ai — and it appears by itself. Or key one in and attach the document afterwards.

No — and this is worth being precise about. Numbrr takes a bill all the way to the point of payment: capture, coding, approval, and a Pay Run screen showing everything approved and due. It does not execute the payment. Numbrr holds no money-transmitter licence and never initiates a transfer. You pay from your bank or card as you do today, and record the payment in Numbrr.

It puts everything approved and due in one place so you can see what needs paying this week and in what order, rather than reconstructing that from a pile of emails. It is a decision surface, not a payment rail.

Yes — the accounts payable aging report, plus expenses by vendor to see where the money is going.

Void it. Approval, payment recording, and voiding are all tracked, so the history of a bill is visible rather than disappearing.

Annual and multi-month contracts are held in deferred revenue and recognized monthly — straight-line and day-prorated — with a schedule per contract. Sell a $12,000 annual plan in March and Numbrr recognizes it across the twelve months instead of spiking March and flattening the rest of the year.

Numbrr produces an ASC 606 report and a deferred revenue schedule off the contracts you enter. As with any accounting software, compliance also depends on the contracts being entered correctly and on judgment calls about performance obligations — which is where a controller or CPA earns their fee.

Equipment you buy that lasts more than a year — a laser, a server, a build-out — is not an expense in the month you bought it. It goes on the balance sheet and depreciates over its life. Getting that wrong distorts a whole year of profit, and it is one of the most common DIY bookkeeping errors.

You set a capitalization threshold, Numbrr flags candidates from the bank feed above it, you capitalize the ones that qualify, and monthly straight-line depreciation posts itself from then on. Disposals are handled properly, including the gain or loss. There is a full asset register and a depreciation schedule.

The dollar line above which a purchase is treated as an asset rather than an expense. Below it, a $200 chair is just an expense; above it, a $9,000 machine goes on the balance sheet. You set the number in Settings, and Numbrr uses it to decide what to flag.

You tick off a statement — assisted, or automatically — and Numbrr keeps the reconciliation history with an exportable report. Reconciliation is what proves the books match reality rather than merely being internally consistent.

The premise of the product is that most of the close already happened during the month. Transactions were categorized as they arrived, ambiguous ones were answered in Review as they came up, and the statements were current the whole time. What is left at month end is reconciling, reviewing anything outstanding, and closing the period.

It is the list of every account with its debit or credit balance, and it exists to prove the two sides agree. You probably will not look at it often; your accountant will, and it is there.

You post a reversing entry in an open period. Numbrr will not let you silently rewrite a closed period, which is the point — a closed period that can still change is not closed.

Yes. Export a Journal report from QuickBooks Online and upload it. Numbrr loads the whole history pre-categorized, maps your accounts, and gives you a reconcile step against your own trial balance so you can confirm the numbers landed correctly instead of taking it on faith.

The reference migration was a med spa: 1,507 transactions across two years, loaded from a QuickBooks Journal export, tied to the penny against her own trial balance, profit and loss, and balance sheet. Her past coding decisions were mined into 51 rules covering about 70% of her transactions before a single AI call was made.

The opposite — it is the most valuable thing you bring. Numbrr reads how you coded things in the past and turns those decisions into rules, so the system starts out already agreeing with you rather than learning from zero.

The clean answer is at the start of a fiscal year or right after a completed close, because the cut-over point is unambiguous. That said, the Journal import brings history with it, so a mid-year switch is workable — you reconcile to your existing trial balance at the cut-over date and carry on.

The purpose-built importer is for the QuickBooks Journal export. For anything else, CSV import handles transaction history, and the same rule-mining applies to whatever coding history comes with it. Get in touch with what you are coming from and we will tell you honestly how clean it will be.

No. QuickBooks is a migration source, not a live sync — Numbrr is the alternative to QuickBooks, not a layer on top of it. You move your history across and run your books in Numbrr from then on.

From $199/month. Price scales with your monthly expense volume rather than a per-seat count, so a business spending $8,000 a month pays less than one spending $150,000 a month. Monthly and annual billing are both available. See pricing for the full table.

Because that is what drives the work. A business with 80 transactions a month and one with 3,000 are not the same job, regardless of how many people log in. Charging per seat would price the wrong thing.

Everyday cash-basis bookkeeping: bank and card feeds, AI categorization, rules, reconciliation, the chart of accounts, and reporting. Up to 2 users plus an accountant.

The accrual suite: invoicing and accounts receivable, sales items, bills and accounts payable with the vendor inbox, revenue recognition with deferred revenue schedules, fixed assets with automatic depreciation, and manual journal entries. Up to 5 users plus 2 accountants. If you need accrual books, this is the plan.

Everything in Scale, plus a dedicated account controller, CPA-reviewed audit-ready books, priority support, and unlimited users and accountants.

The one bundle: Starter bookkeeping, Tax Starter (federal plus one state filing), and Entity Formation, at one price on one bill. Everything in it is included, not an upsell — it exists because those three things are what a brand-new company needs at the same moment.

A licensed controller who reviews your AI-categorized books every month, at $200/month alongside Starter or Scale. Most people add it when it starts to matter — a fundraise, a tax season, a real audit — rather than on day one.

Yes. Plans and billing are managed from Settings, and the plan change takes effect on your subscription.

Pricing is the subscription, monthly or annual. Annual billing is cheaper per month than monthly, which is the only meaningful commitment decision.

Yes, and the firm model is built properly. Your firm gets its own free workspace, invites client companies, sees them all on a Clients dashboard, and manages each client's subscription. A bookkeeper running ten clients is a real intended user, not an edge case. See Numbrr for accountants.

Yes. The firm's own workspace costs nothing. It is not a trial and it is not a step on the paid ladder — it is a separate tier that exists because firms should not have to pay to hold their clients.

Either. The firm can be billed for its clients, or each client can pay directly. Volume discounts are available for firms carrying multiple clients.

Yes — the Clients dashboard lists every client company, and you move between them without separate logins. That is the specific pain of running ten QuickBooks Online files, and it is what the firm workspace is designed against.

The categorization work that fills billable hours is the part the AI does. What is left is the part clients actually value and that only you can do — review, judgment, advisory, and sign-off. Firms that price on hours will feel that differently than firms that price on value; it is worth thinking through before you migrate a book of clients.

Yes, using the same Journal import — and the rule-mining that comes with it means a client's existing coding conventions carry over rather than being relearned. That is usually the difference between a migration taking an afternoon and taking a week.

The software does not file returns — it produces the books a preparer works from. Numbrr the company does sell CPA-led tax filing as a separate service: Tax Starter covers a federal 1120 or 1120-S plus one state filing, and larger packages add multi-state, R&D credit studies, and 1099 filings. Those are a different purchase from the bookkeeping subscription, and the Numbrr One bundle includes Tax Starter.

No. Numbrr does not process payroll and does not file payroll taxes. Run payroll wherever you run it today; the resulting bank transactions come into Numbrr through the feed and get categorized like anything else.

They are part of the ecosystem Numbrr is designed to sit alongside, not live integrations. The live integrations today are Plaid for bank and card feeds, Stripe for invoices and payouts, and the QuickBooks migration import. We would rather say that plainly than let a logo imply a sync that does not exist.

No. Numbrr records, codes, approves, and schedules — it never initiates a transfer. It holds no money-transmitter licence. Payment execution is something we intend to add through a payments partner; until it ships, it is not a feature and we will not describe it as one.

There is no dedicated inventory module today. Inventory purchases are categorized like any other spend, and cost of goods sold can be tracked through the chart of accounts, but if you need perpetual inventory valuation, Numbrr is not that tool yet.

No. Numbrr is US-focused and works in USD.

Each company is its own workspace with its own ledger. A firm or a group can hold several companies and move between them, but automatic consolidated statements across entities are not a feature today.

Payroll processing, filing your own returns from inside the software, moving money, multi-currency books, perpetual inventory, and non-US filing requirements. If one of those is central to your business, be skeptical of any tool — including this one — that implies otherwise.

QuickBooks is a ledger you operate. It is mature, it is everywhere, and every accountant knows it — those are genuine advantages. But it does not do the work; it holds the work. Most businesses running it well are also paying a bookkeeper $500–$1,500 a month. Numbrr is the ledger and the operator: it categorizes, it learns your patterns, and it asks only when it is stuck.

Same shape as the QuickBooks comparison. Xero is a well-built ledger with a strong ecosystem, especially outside the US. It still assumes a person is driving. Numbrr assumes nobody is.

Those are services billed against human hours, usually delivered with a lag and through a portal you do not control. When you leave, the arrangement ends and the working relationship goes with it. Numbrr is software you operate, and the books are current today rather than three weeks after month end. Where a service wins: if you want to hand the whole thing to someone and never look at it, a service does that and software does not — which is why the Dedicated Controller add-on exists.

A good bookkeeper brings judgment, and judgment is genuinely valuable — that is not a thing to sneer at. What they mostly spend time on, though, is categorization, matching, and chasing documents, which is the part that automates well. The realistic outcome is not "fire your bookkeeper", it is "stop paying a bookkeeper $60–$120 an hour to do data entry, and buy their judgment where it matters".

A spreadsheet cannot produce a balance sheet a bank will accept, and — more importantly — it cannot tell you when it is wrong. There is no trial balance to prove the two sides agree and no reconciliation to prove it matches the bank. Spreadsheets are fine right up until the moment someone asks for real financials, which is always at the worst time.

This is the most expensive option, and it is what most small businesses actually do. A year of uncategorized transactions handed to a CPA in March costs more to clean up than it would have cost to keep current, and you spend the whole year making decisions without knowing your numbers.

Firstbase is strong at company formation and the surrounding compliance admin — incorporation, registered agent, state filings. Bookkeeping is not where its center of gravity is. Numbrr is a full double-entry accounting system with enforced statement invariants, an accrual suite, and a real firm model. If you need to form a company, Firstbase is a reasonable choice; Numbrr also offers Entity Formation at $249 including EIN and state registration, and the Numbrr One bundle folds formation, tax, and bookkeeping into one price.

Choose a plan on the pricing page, check out, and you will get an email inviting you to set your password on the app. Provisioning is immediate — there is no waiting period.

At app.numbrr.ai. The marketing site and the app are separate systems with separate accounts, so a login here is not a login there.

Yes. Every plan includes accountant seats on top of the user count — one on Starter, two on Scale, unlimited on Enterprise — with role-based access so you control what they can change.

Email admin@numbrr.ai or use the contact form. Enterprise includes priority support.

Ask us. If it is a question one person has, it is a question fifty people have, and it will end up on this page.