Collect
Clients drop invoices and receipts into a shared intake folder from wherever they work.
Private shared cloud workflow for bookkeeping
From receipt to QuickBooks Online, without chasing the paperwork.
FileFolders gives businesses and bookkeepers a shared inbox workspace along with an easily accessible archive of historic documents - both available from any device with only a web browser or open source apps.
Built for practical bookkeeping workflows on a private shared cloud platform.
The problem
Receipts should not become a second job.
When invoices arrive through email, photos, paper, and text messages, somebody eventually has to sort through the mess. Documents get duplicated, missed, or separated from the bookkeeping transaction they support.
- Receipts arrive from everywhere.
- Missing documents lead to repeat requests.
- Files become detached from posted transactions.
- Owners lose visibility into what has been handled.
How FileFolders works
One shared workflow from intake to archive.
Keep the source document connected to the accounting work instead of scattered through inboxes and file folders.
Review
FileFolders automatically prepares draft bills or expenses for bookkeeper review.
Post
Approved bills and expenses are posted into QuickBooks Online.
Organize
Supporting documents are renamed, archived, and linked back to the posted transaction.
See it in action
See the workflow from your side of the desk.
For business owners
A quick client look
About 2 minutes
See how receipts and invoices move into a shared bookkeeping workspace without email chains or paper drop-offs.
For bookkeepers & accounting firms
A quick bookkeeper look
About 2 minutes
See how documents become reviewable drafts, post to QuickBooks Online, and remain organized with their supporting files.
Want the full workflow?
Complete walkthrough
About 7 minutes
Follow the process from shared intake through review, QuickBooks Online posting, document archiving, and later retrieval.
Tutorial Centre
Help that grows with the workflow.
As FileFolders expands, this library will provide quick videos and step-by-step guides for clients, bookkeepers, and accounting firms.
Built for collaboration
For the people on both sides of the bookkeeping workflow.
Business Owners
Send documents simply and spend less time responding to requests for missing paperwork.
Bookkeepers
Review organized source documents and automated draft QBO transactions without assembling files from multiple places.
Accounting Firms
Give clients a consistent document process while retaining professional review and control.
Shared workspace. Clear control.
A document workflow built around accountability.
FileFolders uses a private shared cloud workspace powered by Nextcloud, with QuickBooks Online integration for the accounting workflow. Clients and bookkeepers work from the same organized document system while maintaining a clear review process.
Shared intake and archive
Documents have a clear place to arrive and a clear place to remain.
Professional review before posting
AI securely automates the workflow with better results; the bookkeeper remains in control.
Supporting documents kept connected
Posted accounting activity stays linked to the documentation behind it.
Developed from real practice
Designed from accounting workflow experience.
FileFolders is being developed by Randy Sekura, Chartered Professional Accountant, in Hanna, Alberta, to address everyday document-handling problems faced by businesses and their bookkeepers.
Contact Sales
Ready for a better document workflow?
Tell us about your business, bookkeeping practice, or accounting firm. We will follow up directly to discuss whether FileFolders fits your workflow.
Practical discussion.All of your questions will be answered one on one by the developers. No Chat bots or automated sales funnels.
Economically priced. Less than $1 a day per company.
Free trial period.Full setup and 30 day trial with no obligation or payment information required.
Professional context. Built by a Chartered Professional Accountant in Hanna, Alberta. If needed we can connect you with a fully qualified and experienced bookkeeper.
Current users
Need help with FileFolders?
Get help with setup, document handling, or the bookkeeping workflow through the dedicated support form.