Do my clients need a login?

No. Each client gets a secure link that expires. They upload the document and that is the whole interaction.

How often does it check for missing documents?

On a schedule, and on demand whenever you want. You can also add an item by hand if you know something is missing before the ledger does.

What happens if a client never sends the receipt?

Reminders go out automatically on a cadence you set. If a document genuinely does not exist, the item can be marked as such with a reason, so your file shows you asked.

How do I connect my accounting system?

You sign in to QuickBooks Online, Xero, Sage Accounting or FreeAgent and approve BilagPilot once. Access refreshes automatically after that, and you choose which clients to sync — none are synced until you do.

Integrations

Every transaction that is missing its receipt, in one list

BilagPilot connects to QuickBooks Online, Xero, Sage Accounting and FreeAgent, finds the posted transactions with nothing attached, chases your clients for the paperwork, and files each document back against the right transaction.

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The BilagPilot mascot connects to an accounting system

How they compare

All of them support the whole workflow. The differences are in which countries each one serves, how its ledger exposes the data, and what it will hold against a transaction, and they are worth knowing before you pick. Anything still marked as a pilot is limited or experimental — the legend below says which.

Overview of feature differences for BilagPilot integrations
Comparison	Production-ready	Production-ready	Production-ready	Production-ready
Core workflow
Find missing items from a bank statement	Not available	Not available	Not available	Not available
Secure connection and client selection	Supported	Supported	Supported	Supported
Automatic search for undocumented transactions	Supported	Supported	Supported	Supported
Chasing the client	Supported	Supported	Supported	Supported
Filing back and audit trail	Supported	Supported	Supported	Supported
Connecting
Where it is available	Australia, Canada, Ireland, New Zealand, UK, US	Australia, Canada, Ireland, New Zealand, UK, US	UK, US	Canada, Ireland, UK
How your practice connects	Sign-in	Sign-in
Clients per connection	One company
Reads the chart of accounts and tax rates		Supported	Supported	Supported
Finding what is missing
Transaction types covered	Expenses, bills, journals	Spend money, bills		Purchase invoices, credit notes, payments
How a missing document is detected		Flagged by Xero		Flagged by Sage
How much one search covers
Only counts posted transactions	Supported	Supported		Supported
Ignores transfers and payments of an existing bill	Supported	Supported	Supported
Filing the document back
Attaches to the original transaction	Supported	Supported	Supported	Supported
Takes a receipt with no transaction yet		Not supported	Not supported	Not supported
Documents per transaction
File size limit	100 MB per file	10 MB per file	5 MB per file	2.5 MB per file
File types sent back	PDF, PNG, JPG, GIF, TIFF	PDF, PNG, JPG, GIF, TIFF	PDF, PNG, JPG, GIF	PDF, PNG, JPG, GIF, TIFF
Safe to retry	Supported	Supported

Production-ready

Core workflow

Find missing items from a bank statement Bank statement analysis is currently being verified for Norwegian accounting systems. It is not available for these integrations.: Not availableNot available
Secure connection and client selection An encrypted connection to the ledger. Your practice imports its clients and chooses which ones to follow up.: Supported
Automatic search for undocumented transactions A scheduled sync finds posted transactions with nothing attached. You can also add items by hand.: Supported
Chasing the client Requests by email or SMS, a secure upload link that needs no client login, and automatic reminders.: Supported
Filing back and audit trail The approved document is attached to the original transaction. Status, history and an audit log throughout.: Supported

Connecting

Where it is available The countries each accounting system is sold in and its API actually serves. BilagPilot only offers a system to practices in a market it covers.: Australia, Canada, Ireland, New Zealand, UK, USAustralia, Canada, Ireland, New Zealand, UK, US
How your practice connects What someone at the practice does once to link the ledger to BilagPilot.: Sign-inSign-in
Clients per connection How many client organisations one approval covers, and what happens as you add more.: One companyOne company
Reads the chart of accounts and tax rates Used to show account and tax detail alongside each transaction, per client.: Supported
Account numbers are optional in QuickBooks, so accounts are matched on their name and type when no number exists.

Finding what is missing

Transaction types covered Which posted transactions are checked for a document.: Expenses, bills, journalsExpenses, bills, journals
How a missing document is detected Whether the ledger states outright that a transaction has no attachment, or whether it has to be worked out.: Compared against attachmentsCompared against attachments
QuickBooks has no per-transaction flag, so BilagPilot reads the attachment list and compares. Same result, slightly more work per sync.
How much one search covers How far back a single run reaches, and how much of a busy client it can read in one go. Whatever it could not reach is named in the sync report, and everything already found stays in your list.: A year, 1 000 per type each quarterA year, 1 000 per type each quarter
Read as four 92-day windows, newest first. QuickBooks cannot filter on the missing ones, so every transaction in a window counts against the limit, and a quarter too large to finish ends the run at that date rather than skipping ahead.
Only counts posted transactions Drafts and voided entries are ignored, so your list is never padded with things that are not real yet.: Supported
Ignores transfers and payments of an existing bill Money moving between your own accounts, and a payment that settles an invoice you already hold, need no separate receipt.: Supported

Filing the document back

Attaches to the original transaction The document lands on the transaction it belongs to, not in a general file store.: Supported
Takes a receipt with no transaction yet What happens to a document a client sends before the ledger has anything to attach it to — a receipt for a purchase nobody has booked.: Supported
It goes to the company's Attachments list in QuickBooks, where whoever books the transaction can pick it up.
Documents per transaction How many files the accounting system will hold against one transaction. This is the limit that bites when a client photographs a receipt in several pieces.: SeveralSeveral
Intuit publishes no per-transaction limit, so the pages of a receipt can go up as separate files.
File size limit Set by the accounting system, not by BilagPilot.: 100 MB per file100 MB per file
File types sent back The formats the accounting system itself accepts. Anything else a client sends is converted automatically where possible; where it cannot be, the file stays approved in BilagPilot instead of being sent.: PDF, PNG, JPG, GIF, TIFFPDF, PNG, JPG, GIF, TIFF
Safe to retry A retried send cannot file the same document twice against the same transaction.: Supported

Production-ready

Core workflow

Find missing items from a bank statement Bank statement analysis is currently being verified for Norwegian accounting systems. It is not available for these integrations.: Not availableNot available
Secure connection and client selection An encrypted connection to the ledger. Your practice imports its clients and chooses which ones to follow up.: Supported
Automatic search for undocumented transactions A scheduled sync finds posted transactions with nothing attached. You can also add items by hand.: Supported
Chasing the client Requests by email or SMS, a secure upload link that needs no client login, and automatic reminders.: Supported
Filing back and audit trail The approved document is attached to the original transaction. Status, history and an audit log throughout.: Supported

Connecting

Where it is available The countries each accounting system is sold in and its API actually serves. BilagPilot only offers a system to practices in a market it covers.: Australia, Canada, Ireland, New Zealand, UK, USAustralia, Canada, Ireland, New Zealand, UK, US
How your practice connects What someone at the practice does once to link the ledger to BilagPilot.: Sign-inSign-in
Clients per connection How many client organisations one approval covers, and what happens as you add more.: One organisationOne organisation
Approvals accumulate, so a practice builds its client list one at a time. No client is synced until selected.
Reads the chart of accounts and tax rates Used to show account and tax detail alongside each transaction, per client.: Supported

Finding what is missing

Transaction types covered Which posted transactions are checked for a document.: Spend money, billsSpend money, bills
How a missing document is detected Whether the ledger states outright that a transaction has no attachment, or whether it has to be worked out.: Flagged by XeroFlagged by Xero
How much one search covers How far back a single run reaches, and how much of a busy client it can read in one go. Whatever it could not reach is named in the sync report, and everything already found stays in your list.: A year, 300 per sourceA year, 300 per source
Xero returns only the transactions with nothing attached, so all 300 are documents you are chasing rather than ordinary traffic.
Only counts posted transactions Drafts and voided entries are ignored, so your list is never padded with things that are not real yet.: Supported
Ignores transfers and payments of an existing bill Money moving between your own accounts, and a payment that settles an invoice you already hold, need no separate receipt.: Supported

Filing the document back

Attaches to the original transaction The document lands on the transaction it belongs to, not in a general file store.: Supported
Takes a receipt with no transaction yet What happens to a document a client sends before the ledger has anything to attach it to — a receipt for a purchase nobody has booked.: Not supported
Documents per transaction How many files the accounting system will hold against one transaction. This is the limit that bites when a client photographs a receipt in several pieces.: Up to 10Up to 10
A transaction already carrying ten is refused with that reason instead of failing at the ledger.
File size limit Set by the accounting system, not by BilagPilot.: 10 MB per file10 MB per file
File types sent back The formats the accounting system itself accepts. Anything else a client sends is converted automatically where possible; where it cannot be, the file stays approved in BilagPilot instead of being sent.: PDF, PNG, JPG, GIF, TIFFPDF, PNG, JPG, GIF, TIFF
Safe to retry A retried send cannot file the same document twice against the same transaction.: Supported

Production-ready

Core workflow

Find missing items from a bank statement Bank statement analysis is currently being verified for Norwegian accounting systems. It is not available for these integrations.: Not availableNot available
Secure connection and client selection An encrypted connection to the ledger. Your practice imports its clients and chooses which ones to follow up.: Supported
Automatic search for undocumented transactions A scheduled sync finds posted transactions with nothing attached. You can also add items by hand.: Supported
Chasing the client Requests by email or SMS, a secure upload link that needs no client login, and automatic reminders.: Supported
Filing back and audit trail The approved document is attached to the original transaction. Status, history and an audit log throughout.: Supported

Connecting

Where it is available The countries each accounting system is sold in and its API actually serves. BilagPilot only offers a system to practices in a market it covers.: UK, USUK, US
How your practice connects What someone at the practice does once to link the ledger to BilagPilot.: Sign-inSign-in
What the connection can read follows that user's FreeAgent permission level: level 5 (Bills) covers supplier bills and expenses, and level 6 (Banking) is needed for bank payments.
Clients per connection How many client organisations one approval covers, and what happens as you add more.: One company, or your whole practiceOne company, or your whole practice
Practice Dashboard access covers every client at once, but FreeAgent grants it separately on request.
Reads the chart of accounts and tax rates Used to show account and tax detail alongside each transaction, per client.: Supported

Finding what is missing

Transaction types covered Which posted transactions are checked for a document.: Bills, expenses, bank paymentsBills, expenses, bank payments
Bank payments require the connecting user to hold FreeAgent's Banking level; otherwise the sync reports that it skipped them instead of quietly finding less.
How a missing document is detected Whether the ledger states outright that a transaction has no attachment, or whether it has to be worked out.: Compared against attachmentsCompared against attachments
FreeAgent has no filter for it, so BilagPilot reads the transactions in the period and checks each one. Same result, more work per sync, which is why the search window matters more here.
How much one search covers How far back a single run reaches, and how much of a busy client it can read in one go. Whatever it could not reach is named in the sync report, and everything already found stays in your list.: A year, 500 per sourceA year, 500 per source
FreeAgent cannot filter on the missing ones, so every bill and expense in the window is read and checked here — ordinary bookkeeping spends the same budget as the documents you are chasing. Bank payments are read per account, up to 10 business accounts; personal accounts are left out.
Only counts posted transactions Drafts and voided entries are ignored, so your list is never padded with things that are not real yet.: Supported
Mileage claims are skipped too — the rate is the evidence, so there is no receipt to chase.
Ignores transfers and payments of an existing bill Money moving between your own accounts, and a payment that settles an invoice you already hold, need no separate receipt.: Supported

Filing the document back

Attaches to the original transaction The document lands on the transaction it belongs to, not in a general file store.: Supported
Takes a receipt with no transaction yet What happens to a document a client sends before the ledger has anything to attach it to — a receipt for a purchase nobody has booked.: Not supported
Documents per transaction How many files the accounting system will hold against one transaction. This is the limit that bites when a client photographs a receipt in several pieces.: OneOne
An existing attachment is left alone rather than overwritten, so several pages have to be sent as one combined file.
File size limit Set by the accounting system, not by BilagPilot.: 5 MB per file5 MB per file
File types sent back The formats the accounting system itself accepts. Anything else a client sends is converted automatically where possible; where it cannot be, the file stays approved in BilagPilot instead of being sent.: PDF, PNG, JPG, GIFPDF, PNG, JPG, GIF
Safe to retry A retried send cannot file the same document twice against the same transaction.: Supported
A transaction that already carries a document is left alone rather than overwritten.

Production-ready

Core workflow

Find missing items from a bank statement Bank statement analysis is currently being verified for Norwegian accounting systems. It is not available for these integrations.: Not availableNot available
Secure connection and client selection An encrypted connection to the ledger. Your practice imports its clients and chooses which ones to follow up.: Supported
Automatic search for undocumented transactions A scheduled sync finds posted transactions with nothing attached. You can also add items by hand.: Supported
Chasing the client Requests by email or SMS, a secure upload link that needs no client login, and automatic reminders.: Supported
Filing back and audit trail The approved document is attached to the original transaction. Status, history and an audit log throughout.: Supported

Connecting

Where it is available The countries each accounting system is sold in and its API actually serves. BilagPilot only offers a system to practices in a market it covers.: Canada, Ireland, UKCanada, Ireland, UK
How your practice connects What someone at the practice does once to link the ledger to BilagPilot.: Sign-inSign-in
A connection left unused for a month has to be approved again.
Clients per connection How many client organisations one approval covers, and what happens as you add more.: Your whole practiceYour whole practice
No client is synced until you select it.
Reads the chart of accounts and tax rates Used to show account and tax detail alongside each transaction, per client.: Supported

Finding what is missing

Transaction types covered Which posted transactions are checked for a document.: Purchase invoices, credit notes, paymentsPurchase invoices, credit notes, payments
How a missing document is detected Whether the ledger states outright that a transaction has no attachment, or whether it has to be worked out.: Flagged by SageFlagged by Sage
How much one search covers How far back a single run reaches, and how much of a busy client it can read in one go. Whatever it could not reach is named in the sync report, and everything already found stays in your list.: A year, 600 per sourceA year, 600 per source
Sage returns only the records with nothing attached, so all 600 are documents you are chasing rather than ordinary traffic.
Only counts posted transactions Drafts and voided entries are ignored, so your list is never padded with things that are not real yet.: Supported
Ignores transfers and payments of an existing bill Money moving between your own accounts, and a payment that settles an invoice you already hold, need no separate receipt.: Supported
Only the payment side of a bank entry is chased.

Filing the document back

Attaches to the original transaction The document lands on the transaction it belongs to, not in a general file store.: Supported
Takes a receipt with no transaction yet What happens to a document a client sends before the ledger has anything to attach it to — a receipt for a purchase nobody has booked.: Not supported
Documents per transaction How many files the accounting system will hold against one transaction. This is the limit that bites when a client photographs a receipt in several pieces.: SeveralSeveral
Sage would store the same file twice, so BilagPilot checks its name and size against existing attachments before sending.
File size limit Set by the accounting system, not by BilagPilot.: 2.5 MB per file2.5 MB per file
File types sent back The formats the accounting system itself accepts. Anything else a client sends is converted automatically where possible; where it cannot be, the file stays approved in BilagPilot instead of being sent.: PDF, PNG, JPG, GIF, TIFFPDF, PNG, JPG, GIF, TIFF
Safe to retry A retried send cannot file the same document twice against the same transaction.: Supported
A document already attached under the same name and size is not sent again.

Common questions

Approved documents are returned to the supported destination in your accounting system. The integration determines whether a file is attached to the original transaction or delivered to the document inbox.

QuickBooks Online and Xero are available across Australia, Canada, Ireland, New Zealand, the UK and the United States. FreeAgent covers the UK and the US, and Sage Accounting covers Canada, Ireland and the UK — those are the regions their APIs serve, so BilagPilot only offers each system where it genuinely works. BilagPilot reads each client's country and base currency from the ledger and uses the right terminology and tax treatment for it — VAT in the UK and Ireland, GST in Australia and New Zealand, GST/HST in Canada, and sales tax in the United States.

Coming next

Which accounting system should we integrate with next?

We prioritize integrations based on what accounting firms ask for. Tell us which system you use.

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