Frequently Asked Questions
What exactly does RoboDebit do?
RoboDebit automates recurring journal entries when the amount changes based on information already in your books.
You define the accounts, the calculation and the posting schedule. RoboDebit retrieves the appropriate balances, performs the calculation and creates the journal entry in Quickbooks Online.
Think interest accruals, allocations, reclasses, commissions, estimated COGS and other entries you calculate the same way every month- but can’t schedule in Quickbooks because the amount changes.
Is RoboDebit an AI accounting tool?
No.
RoboDebit is deliberately rules-based. It does what you tell it to do, using calculations you define. It doesn’t interpret your books, decide what an entry should be or invent an accounting treatment.
Your firm provides the accounting judgement. RoboDebit handles the repetitive execution.
How is this different then recurring journal entries in QuickBook?
QuickBooks can memorize a journal entry when the amount stays the same.
RoboDebit is designed for the other kind: entries where the calculation stays the same but the amount changes.
If an entry is always $500, you probably don’t need RoboDebit.
If an entry is always 2% of the this balance that’s where RoboDebit becomes useful.
Does RoboDebit replace the accountant's judgement?
No- and it isn’t intended to.
An accountant determines what should be posted, how it should be calculated, and which accounts should be used. RoboDebit turns those instructions into a repeatable process.
It automates the mechanics, not the accounting.
Can I audit what RoboDebit posts?
Yes.
RoboDebit is designed around auditability. The calculation behind an entry remains visible, and the journal entry memo documents the basis of the calculation so another accountant can understand how the amount was determined.
The goal isn’t simply automation. It’s automation you can audit.
Will RoboDebit interfere with my Quickbooks journal-entry numbering?
No.
RoboDebit does provide a unique numbering sequence with a user-defined prefix to make the entries readily identifiable. However, it does not cause Quickbooks to continue numbering subsequent entries from it. Your existing Quickbooks journal-entry numbering remains intact.
It sounds like a small thing until you’ve worked with an integration that changes it. Then it becomes impossible to distinguish the integration entries from all subsequent entries.
Do I have to set up the automation separately each month?
No. That’s the point.
You establish the rule once. RoboDebit uses that rule to calculate the amount each period and create the journal entry.
If the accounting changes, you change the rule.
What kinds of journal entries are a good fit?
RoboDebit works best when you find yourself saying:
“We make this entry every month, but we have to calculate the amount first.”
That might include interest accruals, management fees, commissions, allocations, reclasses, estimated COGS or other balance-driven calculations.
If the process is repetitive and the calculation can be express as a rule, it may be a good candidate.
What is a client has an unusual calculation?
Talk to us.
RoboDebit is being built around real accounting workflows, not hypothetical ones. If you firm has a recurring calculation RoboDebit can’t currently handle, we want to understand it.
The doesn’t mean every edge case belongs in the product. It does mean useful patterns across accounting firms help determine what gets built next.
Can I control when a journal entry is posted?
Yes. RoboDebit lets you specify the time of day, not just the posting date.
That matters when an entry depends on data ariving from another system. If Shopify syncs your revenue overnight, for example, you can schedule RoboDebit to post afterward. The same applies to payroll imports, sales data, or other information that needs to be in Quickbooks before your calculation runs.
Timing also lets you control the order of related entries. You might schedule RoboDebit to:
10:00 PM — Accrue commissions equal to 25% of sales.
10:15 PM — Reclass 50% of those commissions to another account.
The second calculation can run after the first entry has been posted, so each rule operates on the QuickBooks balances you expect it to see.
For dependent calculations, when an entry posts can be just as important as what it posts.
What accounting systems does RoboDebit support?
RoboDebit currently works with QuickBooks Online.
We’re intentionally starting there rather than trying to support every accounting platform at once.
Is RoboDebit meant for individual businesses or accounting firms?
RoboDebit is primarily for accounting, bookkeeping and CAS firms managing recurring accounting processes across multiple clients.
The balance become particularly apparent when a firm has accumulated dozens—or hundreds—of small recurring calculations that staff members currently perform manually during close.
Can I try RoboDebit first?
Absolutely.
Connect a few clients with recurring calculations that currently require manual work and use RoboDebit through a few close cycles.
We’d rather you see whether it eliminates real work in your firm before deciding whether it belongs in your process.
How is RoboDebit priced?
RoboDebit is licensed to the accounting firm rather than purchased separately for every user.
Pricing depends on the size of your firm and the number of client connections you need. We’ll discuss that with you after you’ve had an opportunity to try the product.
The objective is simple: once your firm has RoboDebit, we don’t want employees deciding not to automate a useful entry because doing so requires buying another seat.
Why is it called RoboDebit?
Because “Variable Recurring Journal Entry Calculation and Posting Application” wasn’t going to fit on the logo.
And because sometimes the debit really should just post itself.