KBS AI Billing Integration Proposal
An intelligent billing system that automates invoice generation, payment tracking, and client communications — built specifically for Knapp Business Solutions
Executive Summary
Knapp Business Solutions has been serving clients since 1984 with expert tax preparation, advisory, bookkeeping, and payroll services. With hundreds of client engagements each year, manual billing processes eat into valuable time that should be spent on client work.
We're proposing an AI-powered billing integration that will:
Auto-generate invoices from completed tax returns and bookkeeping engagements
Track payments and flag overdue accounts automatically
Send smart reminders to clients without manual follow-up
Sync seamlessly with your existing accounting software
This is a custom solution designed around how KBS actually operates — not a generic tool you have to adapt to.
The Problem We're Solving
Today, billing at KBS involves:
Manually creating invoices after each completed engagement
Tracking payments across hundreds of clients with different billing cycles
Chasing down late payments with individual follow-up emails and calls
Reconciling billing data with bookkeeping records manually
Handling massive volume spikes during tax season with the same manual process
This process doesn't scale. Every hour spent on billing administration is an hour not spent on client work, advisory, or growing the practice.
The Solution: KBS AI Billing System
The KBS AI Billing System is a custom-built integration designed specifically for your firm. Here's how it works:
AI reads completed engagements — When a tax return or bookkeeping engagement is marked complete, the system automatically generates an itemized invoice.
Invoices go out automatically — Clients receive professional invoices via email with online payment options.
Payments are tracked in real time — The system monitors who's paid, who hasn't, and when reminders should go out.
Smart follow-ups handle the rest — Automated, personalized reminders go to overdue accounts on your schedule.
What's Included in Phase 1
AI Invoice Generation
Automatically creates accurate, itemized invoices from completed tax returns and bookkeeping engagements. No more manual data entry.
Smart Payment Tracking
Monitors all outstanding invoices, flags overdue accounts, and sends automated payment reminders on your preferred schedule.
Client Portal Integration
Clients can view their invoices, make payments online, and download receipts — all from a branded portal.
Accounting System Sync
Two-way sync with QuickBooks or your existing accounting software. Invoices, payments, and client data stay in sync automatically.
Seasonal Scaling
Handles tax season volume spikes without additional staff. The system scales with your workload automatically.
The Transformation
10+ Hours Saved Weekly
Reclaim time spent on manual invoicing, payment tracking, and follow-up communications.
Zero Missed Invoices
Every completed engagement generates an invoice automatically. Nothing falls through the cracks.
Faster Client Payments
Online payment options and automated reminders reduce average days to payment significantly.
One Billing Dashboard
See all outstanding invoices, payment status, and revenue data in a single view.
How It Works
Map Your Billing Workflow
We'll document how KBS currently invoices clients across tax, bookkeeping, and advisory services — and identify every automation opportunity.
Build Your AI Billing Engine
We build a custom system that reads your completed engagements and generates accurate, itemized invoices automatically.
Launch and Get Paid Faster
Go live with automated billing, real-time payment tracking, and smart client communications. We train your team and provide ongoing support.
Process + Timeline
Week 1–2: Discovery + Setup — We'll audit your current billing process, gather sample invoices, and map out the integration architecture.
Week 3–4: Core Build — Build the AI invoice engine, payment tracking system, and accounting sync. You'll see working demos along the way.
Week 5: Testing + Refinement — Test with real billing scenarios across tax, bookkeeping, and advisory services. We'll refine the AI logic based on your feedback.
Week 6: Launch + Training — Go live with the full system. We'll train your team and be on standby for any adjustments.
Pricing
Phase 1: Core AI Billing
AI invoice generation, payment tracking, automated reminders, and accounting system sync. Everything you need to automate your billing workflow.
Phase 2: Client Payment Portal
Branded online portal where clients can view invoices, make payments, and download receipts. Reduces payment friction and speeds up collections.
Phase 3: Analytics + Reporting
Revenue dashboards, aging reports, seasonal forecasting, and client profitability insights. Turn your billing data into actionable business intelligence.
Assumptions and What We Need From KBS
For this project to succeed, we'll need:
Current billing data — Export of recent invoices and client billing records so we can model the automation accurately
Accounting software access — API credentials or admin access to your QuickBooks or accounting platform for integration
Sample invoices — 5–10 examples across tax prep, bookkeeping, and advisory services so we can match your current format
Stakeholder access — Regular check-ins with someone who can make decisions on billing rules and approve the system
Branding assets — Logo, colors, and any formatting preferences for client-facing invoices and the payment portal
Next Steps
Here's how to get started:
Review this proposal — Let us know if you have questions or want to adjust the scope.
Confirm Phase 1 — Sign off on the AI Billing scope and timeline.
Kick off discovery — We'll schedule our first working session to audit your billing process and gather requirements.
KBS has been helping clients with their finances for 40 years. It's time your billing worked as efficiently as the services you deliver. We're excited to build this with you.
Chat with this proposal
Have questions about this proposal? Ask away.