For bookkeepers with many clients
One business with one receipt app is tidy. A bookkeeper with thirty clients is not: those thirty clients use thirty different ways of sending receipts. This page is the whole multi-client setup in one place β intake, rules, publishing, backlog β in tvmmm's own words.
The intake problem, stated plainly
One client texts photos of each receipt. One forwards a monthly email. One drops off a shoebox of paper in March. Capturing receipts for one individual is one thing; capturing them for many clients, or many employees, is something else entirely. The costliest failure at year-end is rarely a single lost receipt β it is a bookkeeping team with no single intake process, so documents arrive by text, email, shared drive and paper, and each one is handled differently depending on who picks it up. Some get entered twice, some never get attached, and supplier bills get coded differently from one month to the next.
The fix: one intake, one rule set, per client
One place per client
Every client gets one place to send documents and one set of supplier rules. Once intake is consistent, the choice of any single capture channel matters far less than the consistency itself.
Rules before backlog
Set recurring-vendor rules β category, tax treatment, payment method β before the backlog arrives, so most documents publish without review and coding stays stable month to month.
Publish to the right ledger, only
Clean records publish to that client's QuickBooks or Xero account, with no typing from the bookkeeper and no mixing between clients. Connections are set up during trial onboarding, via each ledger's own approval screen.
Compare by fit, not by feature count
tvmmm
- Primary user: Bookkeepers and accountants with many clients
- Capture: One intake per client; public demo parses plain text, signed-in accounts can test image OCR, email capture is an onboarding feature
- Multi-client: Yes β intake and rules per client
- Pricing model: Per document, not per seat
Dext-style tools
- Primary user: Accountants and their clients
- Capture: Mobile, email, web upload, some portal fetching
- Multi-client: Yes, built for practices
- Pricing model: Per client / volume-based
Hubdoc-style tools
- Primary user: Accountants, especially Xero-aligned practices
- Capture: Mobile, web upload, strong auto-fetch from portals
- Multi-client: Yes, built for practices
- Pricing model: Bundled with a ledger subscription, or standalone
Expensify-style tools
- Primary user: Business owners and finance teams
- Capture: Mobile SmartScan, email, card auto-import
- Multi-client: No β single-organisation focus
- Pricing model: Per user / usage-based
A firm handling client bookkeeping usually needs capture and per-client publishing. A company whose own employees spend usually needs expense approval as well. tvmmm is capture-first; it does not claim to be a full expense-management system.
Set up capture that survives a busy week
1 Β· One route per client
Decide a dedicated address, a mobile upload, or a shared folder for each client. Tell clients exactly where documents go and stop accepting them anywhere else.
2 Β· Supplier rules first
Build rules for recurring vendors before the backlog comes in, so most documents publish without review.
3 Β· Match or create β consistently
Decide per client whether documents create new transactions or match existing bank-feed entries, and apply that rule every time. That is where most duplicates come from.
4 Β· Capture at payment
The receipt is in hand and the purpose is still in memory at the point of payment. Sorting a pile later is the version that eventually stops happening.
What a receipt must show, and how long to keep it
A card slip alone rarely supports a deduction. The record should show what was bought (itemised, not just a total), from whom, when, for how much, and why it was a business cost β and it should match a ledger entry that can be retrieved together with the original. For meals, travel and anything with a plausible personal use, business purpose and the people involved are part of the record. Retention differs by document type and by how long the relevant return can be examined or amended, so organise by tax year and do not delete property or carried-forward records early. This is general information, not tax advice; check the current guidance for your clients' categories.
Clearing a backlog
Bulk-upload the backlog, let supplier rules code what they can, and review the rest in batches by supplier, then by month. Match to bank-feed entries instead of creating new ones, so nothing is recorded twice. Once the backlog is clear, switch the client to a single ongoing intake route and keep it there.
Honest limits: the public demo on this site parses plain text only. Signed-in accounts can also upload receipt images for OCR and push approved receipts to QuickBooks Sandbox for testing. Email fetching, supplier rules and production ledger publishing are set up during trial onboarding, per client, with your own credentials. No customers, testimonials or measured accuracy rates are claimed anywhere on this site.