Free OpenClaw Skill for Bookkeeping Firms: Monthly Close and Client Workflow Agent (Download)

What this skill does for your bookkeeping firms

• Drives the monthly close checklist per client: bank reconciliation, credit card reconciliation, A/R aging review, A/P aging review, uncategorized expense sweep, sales tax accrual, payroll journal entry, depreciation, monthly journal entries.
• Chases missing receipts and statements via Hubdoc, Dext, or Auto-Entry until the close packet is complete, with a per-client cadence keyed to that client's responsiveness pattern.
• Triages QuickBooks Online and Xero bank feed transactions: applies rules, surfaces unrules, and routes ambiguous transactions to the bookkeeper rather than mis-categorizing.
• Builds the monthly client review packet (P&L, balance sheet, cash flow, AR/AP detail, notes on anomalies) and drafts the client review meeting agenda before the bookkeeper opens it.
• Routes every client-facing message through the firm owner or senior bookkeeper for approval by default; flips to autonomous after a two-week validation on routine receipt-chase templates.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: bookkeeping-close-and-workflow
description: Monthly close checklist, bank feed triage, receipt and statement chase, and client review packet drafting for bookkeeping firms. Integrates with QuickBooks Online, Xero, Hubdoc, Dext, Karbon, Financial Cents, Bill.com.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/bookkeeping-firms
---

# OpenClaw Skill: Bookkeeping Monthly Close and Client Workflow Coordinator

## Overview

This skill turns the OpenClaw agent into the close-and-workflow coordinator for
a bookkeeping firm. It owns the monthly close checklist, the missing-receipt
and missing-statement chase, the bank feed transaction triage, and the client
review packet drafting. The role it amplifies is the senior bookkeeper or firm
owner who sits between the prep work and the client review meeting.

It is designed for bookkeeping firms with 10 to 200 active monthly close
clients, running QuickBooks Online or Xero as the ledger, Hubdoc / Dext /
AutoEntry as the receipt-capture tool, and Karbon / Financial Cents / Jetpack
Workflow / Pixie / TaxDome as the practice management tool. Solo bookkeepers
and small CAS (client accounting services) firms both work.

## What this skill does

1. Monthly close checklist per client: bank rec, credit card rec, AR aging, AP aging, uncategorized expense sweep, sales tax accrual, payroll JE, depreciation, monthly recurring JEs
2. Missing-document chase via Hubdoc, Dext, or AutoEntry until close packet is complete
3. Bank feed transaction triage: applies rules, surfaces unrules, proposes new rules for bookkeeper approval
4. Client review packet drafting: P&L, balance sheet, cash flow, AR/AP detail, anomaly notes, draft client review agenda
5. Year-end packet for tax preparer handoff: year-end JEs, depreciation, fixed asset roll, owner draws, accrual-to-cash notes
6. Bill.com AP queue monitoring for clients on Bill.com (skill does not authorize payments)

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 7 * * 1"          # Mondays 7am
    action: weekly_close_progress_audit

  - type: heartbeat
    schedule: "0 8 * * 2,4"        # Tues and Thurs 8am
    action: missing_doc_chase_pass

  - type: heartbeat
    schedule: "0 9 * * 3"          # Wednesdays 9am
    action: bank_feed_triage_pass

  - type: heartbeat
    schedule: "0 7 5 * *"          # 5th of month 7am
    action: month_open_close_kickoff

  - type: heartbeat
    schedule: "0 8 25 * *"         # 25th of month 8am
    action: close_packet_review_drafts

  - type: on_event
    event: ledger.transaction_uncategorized
    action: route_or_propose_rule

  - type: on_event
    event: receipt_tool.new_doc_received
    action: match_to_transaction_or_queue
```

## Workflow: monthly close checklist

For each client the skill maintains the close checklist:

```yaml
close_checklist:
  - bank_reconciliation
  - credit_card_reconciliation
  - ar_aging_review
  - ap_aging_review
  - uncategorized_expense_sweep
  - sales_tax_accrual
  - payroll_journal_entry
  - depreciation
  - monthly_recurring_jes
  - intercompany_elimination          # if multi-entity
  - inventory_adjustment              # if inventory client
  - sales_tax_filing                  # state-specific
  - client_review_packet_drafted
  - client_review_meeting_scheduled
```

Each item has a default target date relative to month-end (typical: bank rec by day 5, AR/AP by day 7, uncategorized sweep by day 8, payroll JE by day 10, full packet ready for client meeting by day 15). The skill audits progress against the target and flags off-track items.

## Workflow: missing-document chase

The hardest part of bookkeeping is the chase. Clients miss receipts, lose statements, ignore the request. The skill maintains a per-client responsiveness pattern: which clients respond on the first ask, which need a Tuesday morning text, which need a Friday afternoon email, which need the firm owner to call.

The chase cadence is keyed to that pattern:

- High-responsive clients: one ask via the client's preferred channel, two reminders if not received
- Medium-responsive clients: ask, reminder day 3, reminder day 7, escalate to owner day 10
- Low-responsive clients: ask, reminder day 3, owner call day 7, escalation to engagement-review day 14

The escalation path keeps the firm owner aware before a low-responsive client becomes a close-blocking emergency.

## Workflow: bank feed triage

QBO and Xero both let you define rules that auto-categorize bank feed transactions. The skill watches every transaction that comes through without a rule match. For each, the agent:

1. Looks for a near-duplicate pattern in the prior 90 days
2. If the pattern is repeatable (same vendor, same amount, same memo pattern), proposes a new rule for bookkeeper approval
3. If the transaction is one-off, proposes a categorization (with a confidence note) for bookkeeper approval
4. Never auto-applies a categorization or rule; that authority stays with the bookkeeper

Common ambiguous patterns the skill flags rather than guesses: Amazon (could be Office Supplies, COGS, or owner-personal), gas station transactions (vehicle expense, fuel for inventory delivery, owner-personal), Costco (COGS, Supplies, owner-personal), Venmo and Zelle transfers (owner draw, owner contribution, contractor payment).

## Workflow: client review packet

By day 25 of each month the agent drafts the client review packet:

- P&L with month-over-month and year-over-year comparison
- Balance sheet with month-over-month comparison
- Statement of cash flow (indirect method for most clients, direct for those who prefer it)
- AR aging summary
- AP aging summary
- Anomaly notes: spending outside historical patterns, account-trend changes, unusual journal entries
- Draft client review agenda with 3 to 5 talking points

The senior bookkeeper reviews the packet, edits the agenda, and the client meeting starts on the actual conversation rather than the construction of the packet.

## Workflow: year-end tax preparer handoff

In December the skill builds the year-end packet for the tax preparer (whether internal or external):

- All year-end JEs posted
- Depreciation schedule reconciled
- Fixed asset additions and disposals reconciled
- Owner draws and contributions summarized
- Accrual-to-cash conversion notes (for cash-basis tax-return clients on accrual books)
- 1099 vendor list with W-9 status
- Payroll year-end summary

The tax preparer opens the engagement with the packet ready instead of chasing the bookkeeper.

## Message templates

```yaml
templates:
  receipt_chase_first_ask:
    body: |
      Hi {client_first_name},

      For your {month_name} close, I am missing a couple of receipts. If
      you can drop these into Hubdoc by {target_date}, we will keep your
      close on schedule:

      {missing_documents_list}

      Reply if anything on that list does not match what you have.

      {bookkeeper_first_name}

  receipt_chase_reminder:
    body: |
      Hi {client_first_name},

      Friendly nudge: still need these items for your {month_name} close.
      Aiming to wrap by {target_close_date}.

      {missing_documents_list}

      Quickest path: just snap a photo and upload via Hubdoc.

      {bookkeeper_first_name}

  bank_statement_chase:
    body: |
      Hi {client_first_name},

      Your {bank_name} statement for {month_name} has not yet uploaded. Two
      options:

      1. Log into {bank_name}, download the PDF, and forward to
         {hubdoc_email}
      2. Reply and I will walk you through the bank feed connection if it
         broke

      {bookkeeper_first_name}

  uncategorized_expense_query:
    body: |
      Hi {client_first_name},

      Quick question on a few transactions from {month_name} I am not sure
      how to categorize:

      {transaction_list_with_dates_and_amounts}

      Just reply with what each was for and I will book them.

      {bookkeeper_first_name}

  client_review_packet_ready_internal:
    channel: internal_slack
    body: |
      CLIENT REVIEW PACKET READY
      Client: {client_name}
      Close month: {close_month}
      Packet status: {packet_summary}
      Anomalies flagged: {anomaly_count}
      Draft agenda items: {agenda_items}
      Meeting date: {client_meeting_date}
      Action: senior bookkeeper review before {client_meeting_date}

  bank_rule_proposed_internal:
    channel: internal_slack
    body: |
      BANK RULE PROPOSED
      Client: {client_name}
      Pattern: vendor "{vendor_pattern}", amount range "{amount_pattern}"
      Suggested category: {suggested_category}
      Match count last 90 days: {match_count}
      Action: bookkeeper review and approve or reject
```

## Memory keys

```yaml
memory:
  - key: bk.client_ledger[{client_id}]
    description: Master record per client
    schema: { entity_name: string, ledger: string, target_close_day: int, responsiveness_pattern: string, services: array }

  - key: bk.close_status[{client_id_month}]
    description: Monthly close checklist progress
    schema: { items: object, target_close_date: date, actual_close_date: date }

  - key: bk.missing_docs[{client_id_month}]
    description: Outstanding receipts and statements
    schema: { documents: array, last_chase: date, chase_count: int, escalation_state: string }

  - key: bk.bank_rules[{client_id}]
    description: Proposed and applied bank rules
    schema: { proposed: array, applied: array, rule_review_state: string }

  - key: bk.client_review_packet[{client_id_month}]
    description: Drafted review packet state
    schema: { packet_drafted: bool, anomalies_flagged: array, agenda_items: array, meeting_scheduled: date }

  - key: bk.year_end_packet[{client_id_year}]
    description: Year-end packet for tax preparer
    schema: { ye_je_posted: bool, depreciation_reconciled: bool, w9_status: object, accrual_to_cash_notes: string }
```

## Required integrations

| Integration             | Purpose                                          | Read | Write |
|-------------------------|--------------------------------------------------|------|-------|
| QuickBooks Online       | Transactions, COA, AR/AP, rules                  | yes  | optional |
| Xero                    | Transactions, COA, AR/AP, rules                  | yes  | optional |
| Hubdoc                  | Receipt capture and matching                     | yes  | optional |
| Dext                    | Receipt capture and matching                     | yes  | optional |
| AutoEntry               | Receipt capture and matching                     | yes  | optional |
| Karbon                  | Practice management tasks                        | yes  | optional |
| Financial Cents         | Practice management tasks                        | yes  | optional |
| Jetpack Workflow        | Practice management tasks                        | yes  | optional |
| Pixie                   | Practice management tasks                        | yes  | optional |
| Bill.com                | AP queue monitoring (no payment authorization)   | yes  | no    |
| Twilio (or similar)     | Outbound SMS                                     | no   | yes   |
| Email provider          | Outbound email                                   | no   | yes   |
| OpenClaw Memory         | Cross-run state                                  | yes  | yes   |
| OpenClaw Heartbeat      | Scheduled cadence                                | yes  | yes   |

Write-back to the ledger starts disabled. The bookkeeper commits all changes manually for the first two weeks. After validation, write access can be flipped on for low-risk fields (transaction memo updates, attachment links, rule application after explicit approval).

## Compliance notes

Bank rule application: every new rule is human-approved. The agent never auto-applies a rule, and never auto-categorizes a transaction.

Bill.com payment authorization: the skill monitors the AP queue but does not authorize payments. Payment authorization stays with the client and the firm's existing approval workflow.

Client data: the skill operates within the BAA-equivalent environment configured by the firm. Outbound client communications respect the client's preferred channel (email, SMS, in-app message).

State data residency: confirm requirements before pointing OpenClaw at a cloud provider. Some firms handling regulated-industry clients (cannabis, gaming, federally-chartered banks) have data residency restrictions that override the default OpenClaw configuration.

Tax preparation: the skill is a bookkeeping coordinator. It does not prepare tax returns. The year-end packet is a handoff artifact, not a tax-return draft.

## Configuration

```yaml
config:
  firm_name: "Your Bookkeeping Firm"
  ledger_systems_supported: [quickbooks_online, xero]
  receipt_capture: hubdoc                # or "dext", "autoentry"
  practice_management: karbon            # or "financial_cents", "jetpack_workflow", "pixie", "taxdome"
  approval_mode: senior_bookkeeper_approves_all   # or "autonomous_after_2_weeks_routine_only"
  monthly_close_targets:
    bank_rec_by_day: 5
    ar_ap_by_day: 7
    uncategorized_by_day: 8
    payroll_je_by_day: 10
    packet_ready_by_day: 15
    target_close_by_day: 20
  client_responsiveness_patterns: [high, medium, low]
  chase_cadences:
    high: { reminders: 2, escalation_days: null }
    medium: { reminders: 3, escalation_days: 10 }
    low: { reminders: 2, escalation_days: 7 }
  year_end_handoff_target: jan_15
  bill_dot_com_clients: []               # list of client IDs on Bill.com
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv bookkeeping-firms.md ~/.claude/skills/bookkeeping-close-and-workflow.md
# Edit the config block to match your firm
```

Launch OpenClaw and the skill is live. Run `audit close progress` or `chase missing docs` or `triage bank feed` on demand, or wait for Heartbeat.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific ledger, your receipt tool, your PM tool, and your firm's close discipline, on a fixed-price two-week clock with the founder writing every line of the build, the door is at
https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded bookkeeping-firms.md as ~/.claude/skills/bookkeeping-close-and-workflow.md (or your project-level .claude/skills/). OpenClaw picks up new skill files on next agent launch.

2. 2

   Connect your ledger and workflow stack

   Edit the integrations block to point at QuickBooks Online or Xero, your receipt-capture tool (Hubdoc, Dext, AutoEntry), and your practice management tool (Karbon, Financial Cents, Jetpack Workflow, Pixie). Read-only access is enough to start.

3. 3

   Launch in approval mode, validate, then flip to autonomous

   Start with the senior bookkeeper approving every client-facing message and every bank-rule application proposed by the agent for the first two weeks. Defaults route any new bank rule, any reclassification, and any prior-period adjustment to a human. After validation, flip the routine document-chase templates to autonomous.

Example conversation

Common questions

Related free skills