Products
Project profitabilitySee what every engagement earnsMargin GuardFind the work you haven’t billedSales and quotingQuote from the delivery planPeople and capacityStaff by skill and availabilityDelivery and timePlans, timesheets and approvalsInvoicing and cash flowBill on time, see cash 13 weeks outWorkflows and approvalsRules, forms and deadlinesSecurity and accessRoles, permissions and sign-in
OrkestraWhy is Lone Star losing money?OrkestraLone Star’s margin at completion is −9.7%, against 28.0% sold. The team logged 395 days of the 300 planned.3 sourcesMeet Orkestra
Finance teams
Trace every invoice and every dollar. From project milestone to bank deposit.
Plan invoices from project milestones, approve them before they reach QuickBooks, forecast payments from client history, and reconcile your bank accounts.
InvoicesMost overdue first
To collectAll invoicesCredit memos
InvoiceDue dateLeft to collect
INV-2026-041Ironwood Precision ManufacturingAug 1483 d late$95,200
INV-2026-059Ironwood Precision ManufacturingSep 2739 d late$71,400
INV-2026-064Northshore Boreal LogisticsOct 315 d late$53,813CAD 74,225
INV-2026-067Thamesford Capital PartnersNov 9In 4 days$34,849GBP 27,440
INV-2026-062Lone Star Rail & Transit AuthorityNov 19In 14 days$79,500
5 invoices$334,762
RequestsInvoice
Brazos Valley BancorpCloud resilience · planned from the findingProposed by KPilot$41,300
To reviewCreated · INV-2026-071
Lucy Hargrove, Finance
Lucy Hargrove, FinanceFrom milestone to bank deposit
The finance work KPilot handles, in the order money moves.
01Planned invoices
Plan invoices from project work
Each project plans its invoices. Late invoices are flagged with how many days late, the currency, and whether Margin Guard found them.
- Planned invoices by project
- Days late to invoice
- Foreign currencies converted
Planned invoices4 rows · $164,450
Billing status UnbilledInvoice type All
ClientPlanned invoicePlanned dateAmount
Northshore Boreal LogisticsGrid strategy, milestone 2Late to invoice by 16 daysOct 20$13,050CAD 18,000
Brazos Valley BancorpDelivered in October From Margin GuardTo invoice in 5 daysNov 10$41,300
Sierra Vista Health NetworkSupport retainer, Q4Dec 1$36,600
Brazos Valley BancorpPINV-2026-012 · Remediation phase 3Dec 15$73,500
02Invoice requests
Approve invoices before they reach QuickBooks
Project managers request invoices, finance reviews them, and KPilot creates them in QuickBooks with your item, tax and payment terms.
- To review, sent back or refused
- Approve from Outlook
- Created only after approval
Requests
AllInvoicesEstimatesPurchasesQuickBooks · Mesabrook Advisory LLC
To review3oldest invoice waiting 2 days
Needs attention1sent back by accounting
Creating in accounting1usually under a minute
Invoices created this month4$214,650, all linked
Brazos Valley BancorpCloud resilience · delivered in OctoberProposed by KPilot$41,300To reviewCreated · INV-2026-071
Northshore Boreal LogisticsGrid strategy, milestone 2 · CAD 18,000Lucy Hargrove$13,050Creating in accounting
Lucy Hargrove$13,050Creating in accounting03Bank
Match bank lines to payments
Lines from First Limestone and Banco Mercantil del Bajío are categorized on arrival and matched to invoices and payments.
- Bank rules and learned categories
- Matches to confirm
- Unmatched lines with reasons
Bank reconciliationAuto-reconcile
Control period Oct 6 to Nov 5Amount tolerance $0.01Date tolerance 3 days
Total gap$14,860To justify
Coverage (amount)96.8%93% by line count
Reconciled bank statement lines94Fully matched
Unreconciled bank statement lines7Action required
Oct 15WIRE SIERRA VISTA HEALTH NETWORKINV-2026-055 · same amount, same day+$36,600.00MatchMatched
Oct 30ACH GUSTO PAYROLL MESABROOKPayroll, Oct 30 · same amount−$84,112.40MatchMatched
Nov 2CARD AMAZON WEB SERVICESSoftware · purchase PO-2026-118 · 1 day apart−$2,184.20MatchMatched
Operating Account - USD, First Limestone Commercial Bank. Statement lines imported from the bank.
04Approval rules
Define who approves what
Invoice requests over $50,000 go to Lucy. Write the rule once in plain language and decide what happens if nobody responds.
- Department, company, then group rules
- Reminders and escalation
- Tested on a real request
New approval ruleBilling
Whenan invoice request is submitted for Mesabrook Advisory LLC
only ifAmount is over $50,000
then askA named person: Lucy Hargrove
A named person: Lucy HargroveIf nobody is found, ask
Eleanor Vance-Sterling
Eleanor Vance-SterlingIf nobody answers,remind after 2 days, pass it on after 4 days, then keep waiting and tell the rule’s owner
Tell someone tooonce approved, tell the requester In the bell By email
+ Add a condition
About this ruleSave as draftTurn onOn
A 13-week cash forecast
Payments are dated from each client’s payment history, against the minimum balance you set.
Forecast
Granularity WeeklyScenario None (baseline)Expected receipts from Delivery
Category / counterpartyW46W47W48W49W50W51
Opening balance$798k$783k$587k$651k$811k$643k
Inflows$47k$18k$112k$231k$41k$96k
Expected receipts from Delivery$35k$0k$80k$221k$13k$74k
Outflows−$62k−$214k−$48k−$71k−$209k−$58k
Payroll, Gusto$0k−$168k$0k$0k−$168k$0k
Net cash flow−$15k−$196k$64k$160k−$168k$38k
Expected receipts placed on the timeline from each client’s payment history. Ironwood’s two open invoices, $166,600, are placed in W49 from how Ironwood has paid.
Weekly balancesOpening and closing cash.
Payment historyBased on when clients pay.
ScenariosTest changes without editing data.
Included in GrowthFrom $599 a month for up to 10 full users. Team members $8 each.
Questions
Does KPilot replace QuickBooks?
No. It reads invoices, payments and credit memos back, and creates invoices there once a request is approved.
Can we control who approves invoices?
Yes, with approval rules by company, department and amount, and approval from Outlook.
Several currencies?
Yes. GBP, CAD and MXN amounts are converted at the month’s rate, and FX forwards can be recorded as hedges.
Trace every invoice and every dollar.
Start with Mesabrook’s invoices, or connect QuickBooks.