How to Automate Your Accounting — CPA Guide (2026)

Most Canadian small business owners still spend hours every week on manual bookkeeping: downloading bank statements, typing in receipt details, reconciling deposits line by line, cutting cheques for vendors, and manually entering payroll journal entries. It does not have to be this way. With the right stack of cloud tools, you can automate nearly every recurring accounting task and reduce manual data entry to near zero. This is not about replacing your CPA with artificial intelligence. It is about eliminating the low-value typing so your CPA can focus on review, compliance, tax planning, and strategic advice. At LedgerLogic, we implement this exact automation stack for every bookkeeping client during onboarding, and we maintain it as part of our Virtual CFO service. This guide walks you through every layer of the stack, what each tool does, what it costs, and how the pieces connect.

This guide references several tools that we use with our own clients and recommend based on hands-on experience. For detailed reviews and comparisons of each category, see our Xero deep-dive, our Dext setup guide, our A2X vs Synder comparison, our payroll software comparison, and our Float corporate card review.

Affiliate Disclosure: LedgerLogic earns commissions from some of the tools mentioned in this guide. We only recommend products we use with our own clients. Your cost is the same whether you use our links or not.

What "Automated Accounting" Actually Means

Before diving into the tech stack, it is worth clarifying what automation means in the context of small business accounting. It does not mean AI is doing your taxes. It does not mean software replaces professional judgment. It means that the repetitive, manual tasks that consume most of your bookkeeping hours happen automatically, with humans reviewing rather than entering data.

Specifically, automated accounting means:

• Bank transactions flow automatically from your financial institution into your accounting software daily, without downloading CSV files or manually entering deposits and payments
• Receipts are captured and coded without manual entry — you snap a photo or forward an email, and the system extracts the vendor, amount, tax, and account code, then posts the transaction
• E-commerce sales data reconciles against bank deposits — your Shopify, Amazon, or WooCommerce transactions are broken into their components (gross sales, fees, refunds, taxes) and matched to your actual payouts
• Payroll runs on schedule with journal entries posted automatically to your accounting software, CRA remittances calculated, and T4s generated at year-end
• Vendor invoices flow through an approval workflow and are paid electronically, with the payment recorded in your books without manual entry

The goal is zero manual data entry for recurring transactions. Your CPA or bookkeeper still reviews every transaction, reconciles accounts monthly, catches errors and anomalies, handles tax filings, and provides strategic advice. Automation does not eliminate the need for professional oversight — it makes that oversight dramatically more efficient.

The Foundation — Cloud Accounting Software

Every automation layer described in this guide connects to a central hub: your cloud accounting software. This is Layer 1, and everything else builds on top of it. For Canadian small businesses, we recommend Xero as the foundation.

Why Xero over the alternatives? Three reasons matter most for automation:

• Unlimited users on all plans. You, your bookkeeper, your CPA, and your team can all access the system without per-user fees. QuickBooks Online charges extra for each additional user.
• Native Canadian tax support. GST/HST, PST, and QST are built in. Multi-province tax rules work out of the box. CRA integration for payroll remittances is straightforward.
• Deep integration ecosystem. Every tool in this guide (Dext, A2X, Synder, Wagepoint, Plooto, Float) connects to Xero with native, certified integrations. Data flows bidirectionally without manual intervention.

QuickBooks Online is a viable alternative if your business is already established on that platform. Most of the tools discussed here also integrate with QBO. However, for new implementations, we find Xero provides a cleaner automation experience. For a complete comparison, see our Xero deep-dive for Canadian businesses.

Xero pricing starts at $22 CAD per month for the Starter plan (up to 20 invoices and 5 bills per month) and goes to $65 CAD per month for the Premium plan (unlimited invoices, bills, and multi-currency). Most small businesses that need the full automation stack land on the Growing plan at $40 CAD per month.

Layer 2 — Bank Feed Automation

Once Xero is set up, the first automation to enable is bank feeds. Xero connects directly to all major Canadian financial institutions — RBC, TD, BMO, Scotiabank, CIBC, National Bank, Desjardins, and most credit unions. Once connected, your bank transactions flow into Xero daily without any manual action.

When a transaction appears in your Xero bank feed, the software suggests a match based on historical patterns. After two to three months of use, Xero's machine learning accurately suggests the correct account and contact for 80% or more of your recurring transactions. You review and confirm the suggested matches rather than entering transactions from scratch.

For a typical small business processing 50 to 200 bank transactions per month, bank feed automation alone saves 3 to 5 hours of manual data entry every month. This is the single highest-impact automation for the lowest cost — it is included in your Xero subscription with no additional fees.

Setup takes 10 to 15 minutes per bank account. Navigate to Xero's bank connections page, search for your institution, authenticate through your bank's secure login, and select which accounts to feed. Transactions typically start flowing within 24 to 48 hours.

Layer 3 — Receipt Capture

Bank feeds handle the transaction record, but they do not capture the receipt or invoice that supports each transaction. For CRA compliance, you need to retain source documents for every business expense. This is where receipt capture automation enters the stack.

Dext (formerly Receipt Bank) is our recommendation for businesses processing 20 or more receipts per month. The workflow is simple: snap a photo of a receipt with your phone, or forward a supplier email to your dedicated Dext email address. Dext's OCR technology extracts the vendor name, date, total amount, tax amount, and line items. It then matches the receipt against a supplier rule (which you configure once) and pushes the coded transaction directly into Xero.

The result: a receipt arrives, gets processed, coded to the correct account, and posted to Xero — all without you opening your accounting software. Your bookkeeper reviews the posted transactions during the regular reconciliation cycle.

For businesses with simpler needs (fewer than 20 receipts per month), HubDoc is a viable alternative. HubDoc is included free with every Xero subscription and handles basic receipt capture and document storage. It lacks Dext's advanced supplier rules and automated coding, but for low-volume businesses, it covers the basics.

For a detailed walkthrough of setting up Dext with Xero, including supplier rules, tax mapping, and team permissions, see our Dext + Xero setup guide for Canadian businesses. For a broader comparison of receipt management tools, visit our receipt management comparison page.

Dext pricing starts at approximately $30 CAD per month for small business plans.

Layer 4 — E-commerce Reconciliation

If your business sells through Shopify, Amazon, WooCommerce, or another e-commerce platform, you have a specific reconciliation challenge. Your sales platform collects payments from customers, deducts its fees (transaction fees, platform fees, refund reversals), and deposits a net payout into your bank account. That net deposit is not your revenue — it is your revenue minus a dozen different fee types.

Two tools solve this problem by sitting between your sales platform and Xero:

A2X creates summary journal entries that break each payout into its components: gross sales, shipping revenue, discounts, refunds, transaction fees, platform fees, and taxes. It posts a single, properly categorised journal entry per payout period. This is the cleaner approach for businesses processing high volumes (500+ orders per month).

Synder takes a different approach, recording individual transactions for each order. This provides order-level detail in your accounting software, which is useful for businesses that need granular reporting but can create a high volume of transactions in Xero.

Both tools connect directly to Xero and automate the entire reconciliation process. When your Shopify or Amazon payout arrives in your bank feed, it matches against the A2X or Synder journal entry with a single click. No more manually calculating what each deposit represents.

For a detailed comparison of these two tools, including which business types each is best suited for, see our A2X vs Synder comparison. For a broader look at e-commerce accounting tools, visit our e-commerce accounting tools page or read our comprehensive e-commerce accounting guide for Canadian sellers.

A2X pricing starts at approximately $25 USD per month per connection. Synder starts at approximately $20 USD per month.

Layer 5 — Payroll Automation

Payroll is one of the most time-consuming and error-prone manual accounting tasks. Calculating source deductions (CPP, EI, income tax), remitting to the CRA, issuing ROEs, preparing T4s — a single mistake can trigger penalties. Automating payroll eliminates the calculation risk and removes the manual journal entries that accompany each pay run.

Wagepoint is our top recommendation for Canadian small businesses. It is purpose-built for the Canadian market with full CRA integration: automatic CPP/EI/income tax calculations, direct deposit to employees, CRA remittance filings, T4 generation at year-end, and ROE filing when employees leave. Most importantly for automation, Wagepoint connects to Xero and posts payroll journal entries automatically after each pay run. No more manually entering gross wages, deductions, employer portions, and net pay.

Rise (formerly Rise People) is the alternative for businesses that need HR features alongside payroll, such as benefits administration, time tracking, and onboarding workflows. Both integrate with Xero, though Wagepoint's integration is slightly cleaner for pure payroll automation.

For a detailed comparison of Canadian payroll options, see our best payroll software for Canadian small businesses guide or visit our payroll tools comparison page.

Wagepoint pricing starts at a base fee of $20 per month plus $4 per employee per pay period. For a business with 5 employees paid bi-weekly, that works out to approximately $60 per month.

Layer 6 — Accounts Payable

If your business pays 10 or more vendor invoices per month, the process of receiving bills, getting approval, writing cheques or sending e-transfers, and then recording the payment in your books consumes significant time. Plooto automates this entire accounts payable workflow.

The workflow with Plooto: a vendor invoice arrives (via Dext or entered directly), Plooto pulls the bill from Xero, routes it through your configured approval workflow (for example, any bill over $1,000 requires owner approval), and then executes the payment via EFT or international wire. The payment is automatically recorded in Xero. No more logging into your bank to send e-transfers, no more printing and mailing cheques, no more manually matching payments to bills.

Plooto integrates natively with Xero and supports both domestic Canadian payments (EFT) and international payments. It also handles accounts receivable if you want to automate customer collections, though most small businesses start with the AP side.

Plooto pricing starts at approximately $25 per month for domestic payments. International payments carry additional per-transaction fees.

Layer 7 — Spend Management

Traditional corporate credit cards create a reconciliation headache: employees make purchases, receipts get lost, and at month-end someone has to match 50 to 100 credit card transactions against a pile of paper. Float corporate cards solve this problem by combining real-time spend tracking with automated receipt capture and Xero integration.

With Float, you issue virtual or physical cards to team members with per-card spending limits and category restrictions. Every transaction triggers a receipt request to the cardholder. Transactions flow into Xero automatically with the receipt attached. Your bookkeeper reviews pre-coded, receipt-attached transactions rather than chasing down paper receipts.

Float also provides real-time spend visibility and budget tracking — you see exactly who is spending what, against which budget, in real time. This is a significant upgrade from the traditional approach of finding out about overspending when the credit card statement arrives three weeks later.

For a detailed review, see our Float corporate card review for Canadian businesses. For a broader comparison of spend management tools, visit our spend management comparison page.

Float offers its Professional plan free for 12 months for new businesses.

Layer 8 — Cash Flow Forecasting (Virtual CFO Level)

The first seven layers handle historical data — recording what has already happened. Layer 8 shifts your accounting from backward-looking bookkeeping to forward-looking financial strategy. Cash flow forecasting tools pull your current bank balances, upcoming receivables, scheduled payables, and recurring transactions to project your cash position weeks or months into the future.

This is where automated accounting graduates from bookkeeping into Virtual CFO territory. Instead of asking "what happened last month?" you are asking "will we have enough cash to cover payroll in three weeks?" and "when can we afford to hire our next employee?"

Float (the same company that makes the corporate card) offers cash flow forecasting features that integrate with Xero. Other options include Futrli and Fathom. The common pattern is: connect to your Xero data, build scenarios (best case, worst case, most likely), and update projections weekly as actuals flow in.

Rolling cash flow forecasts are particularly valuable for seasonal businesses, project-based businesses, and any company experiencing rapid growth where cash timing is critical. If your business has ever been profitable on paper but short on cash, forecasting is the layer that prevents that disconnect from becoming a crisis.

The Complete Stack — What It Costs

Here is the approximate monthly cost for a typical Canadian small business running the full automation stack:

Layer	Tool	Monthly Cost (approx.)
1. Cloud Accounting	Xero (Growing plan)	$40
2. Bank Feeds	Included with Xero	$0
3. Receipt Capture	Dext	$30
4. E-commerce Reconciliation	A2X (if applicable)	$35
5. Payroll	Wagepoint (5 employees, bi-weekly)	$60
6. Accounts Payable	Plooto	$25
7. Spend Management	Float Corporate Cards	$0 (first year free)
8. Cash Flow Forecasting	Float / Futrli	$30-60
Total		$220-250/month

Not every business needs every layer. A service-based business with no e-commerce and no employees might only need Xero + bank feeds + Dext, bringing the total to approximately $70 per month. An e-commerce business with employees and vendors might need the full stack at $200-400 per month depending on plan tiers and employee count.

The return on investment is straightforward: this stack replaces 10 to 20+ hours of manual bookkeeping per month. At even a modest valuation of your time at $30 per hour, 15 hours of saved work is $450 per month — well above the software cost. The real value, however, is not just time savings. It is accuracy: automated data entry does not make typos, does not forget to record transactions, and does not miscategorise expenses because it is Friday afternoon and the bookkeeper is tired.

All software subscription costs are tax-deductible as business expenses in Canada.

How LedgerLogic Sets This Up

We implement the full automation stack during client onboarding as part of our bookkeeping service. Here is how the process works:

• Week 1: Connect Xero, set up chart of accounts, enable bank feeds for all business accounts
• Week 1-2: Configure Dext with supplier rules for your top vendors, connect to Xero
• Week 2: Set up A2X or Synder if you have e-commerce channels, map account codes
• Week 2-3: Configure Wagepoint (if applicable), connect payroll journal entries to Xero
• Week 3: Set up Plooto for AP automation (if applicable), configure approval workflows
• Week 3-4: Issue Float corporate cards (if applicable), connect spend tracking to Xero

By the end of week four, the full stack is operational. We then run parallel for one month — verifying that automated transactions match what manual entry would have produced — before fully transitioning. The entire implementation is included in our onboarding process at no additional setup fee.

After onboarding, our team reviews your automated books monthly, reconciles all accounts, handles GST/HST filings, and provides ongoing advisory through our Virtual CFO service. See our pricing page for current rates.

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