QRMReal books, in the same place as the work.
QRM includes a double-entry general ledger. Invoices, vendor bills, expenses and purchase-order receipts post to it automatically, so the financial statements and the jobs that produced them come from the same records.
A general ledger your accountant will recognize.
Journal entries with a review step
Every entry is balanced debits and credits. Entries move from draft to review to posted. A posted entry is voided or reversed, never edited in place, and attachments stay with the entry.
Recurring entries
Set up monthly, quarterly or yearly entry templates. Each run creates a draft for review or posts directly, as you choose.
Your chart of accounts
Start from a default chart or bring your own. An account that has ever been used cannot be deleted, only deactivated, so history stays intact.
The subledgers post for you
Invoices, vendor bills, expenses and purchase-order receipts post to the accounts you map in Accounting Settings. Bills and expenses can be coded with plain-English expense codes, so buyers never have to pick a GL account.
Every change recorded
Changes to accounting settings, mappings and codes are written to an append-only audit trail.
Role-based access
Viewing the books and changing them are separate permissions, granted by role. A buyer can code a bill without seeing the general ledger.
The statements, on accrual or cash basis.
The books are kept on an accrual basis. The income statement can also be read on a cash basis, which recognizes revenue and expense when they are paid.
Trial balance
Every account's debits, credits and balance for the period, with drill-down to the lines.
Balance sheet
Assets, liabilities and equity as of any date.
Income statement
Profit and loss for any range, on accrual or cash basis.
Cash flow statement
Operating, investing and financing activity, using the indirect method.
General ledger
Every posted line by account, each one traceable to its source record.
A/R and A/P aging
Summary and detail as of any date, with a control block that ties the aging totals to the receivable and payable accounts in the ledger.
Reconcile the bank. Close the period.
Reconcile to a $0.00 difference
Bring in transactions from a statement, a CSV file or a bank feed, and let matching rules pair transactions with the books. To reconcile a statement, enter its ending date and balance, then tick what cleared. QRM finalizes the reconciliation only when the difference is exactly $0.00.
- Finalized reconciliations lock their entries: they cannot be voided or reversed until the reconciliation itself is reversed.
- Each finalized reconciliation is kept in a reprintable history.
Open, closed and locked periods
Generate a fiscal year from your start month. Each period is open, closed or locked, and QRM refuses to post into a period that is not open.
- Year-end close moves net income into retained earnings and locks the year.
- A closed year can be reopened when an adjustment is needed.
The finance work that feeds it.
Estimates and invoices
Send an estimate, convert it to an invoice when the customer agrees, and record payments against it.
Requests, approvals, orders
Purchase requests go through review and approval stages, then become purchase orders. Vendor bills carry the purchase order and the project they belong to.
Contracts
Track contract values and roll costs up by contract as well as by project.
A live ledger per project
Every project shows what is committed, actual, billed and collected, with one row for each record that moved its money. It refreshes as new records arrive.
AI that reads the books
QaiS can run the reports, read journal entries, including drafts waiting for review, and explain the accounting setup, using the asking person's own permissions. Changes to the books stay with people.
Bring your books over
Import Anything brings a chart of accounts from QuickBooks Online or Desktop, Xero, FreshBooks, Wave, NetSuite or Sage. Journal entries import from CSV as drafts for review.
Follow a job from lead to profit.
Here is how a single project moves through QRM, and where each step lands in the books.
A lead comes in
The lead is logged in the CRM with the customer and the work they want.
You send an estimate
The estimate goes to the customer. When they accept, it converts to an invoice without retyping a line.
The invoice posts
The invoice posts to accounts receivable and revenue in the general ledger.
The crew needs materials
Someone raises a procurement request on the project. It goes through its approval stages and becomes a purchase order to the vendor.
The vendor bills you
The vendor bill carries the purchase order and the project, and posts to accounts payable and the expense codes on its lines.
The customer pays
The payment is recorded against the invoice and clears accounts receivable. It is then matched when you reconcile the bank.
You see what the job made
The project ledger shows the job's funding, committed and actual costs, what was billed and what was collected, row by row. The same numbers appear in Costing, next to every other job.
Run the books where the work happens.
Open a workspace, or ask us to walk your accountant through it at support@qais.app.