Document Data Extraction for Accounting Firms: The Complete Client Workflow

Accounting firms face a version of the document processing problem that is more complex than any single business faces internally. You have dozens or hundreds of clients, each with their own vendors, invoice formats, chart of accounts, and tolerance for how their data is handled. You need extraction that is accurate, auditable, and organized per client — without requiring a separate tool or subscription for each one.

This guide covers how accounting firms set up and run Quixyl across their client base.

---

The multi-client workspace model

Quixyl organizes data around workspaces. For accounting firms, the recommended structure is:

Option A: One workspace per client Each client gets their own Quixyl workspace, with its own API key, storage, extraction history, and settings. Your firm’s master account has access to all client workspaces from a single login.

Option B: Shared workspace with client tags All clients processed in one workspace, with every document tagged with a client_id field. Suitable for firms with many small clients where the overhead of N separate workspaces is not worthwhile.

Most mid-sized firms (20–100 clients) use Option A. High-volume bookkeeping operations with simple document types typically prefer Option B.

---

Setting up a new client workspace

When you onboard a new client, the typical setup takes 15–20 minutes:

1. Create the workspace

In the firm admin panel under Clients → New Client, enter:

• Client name (used in all exports and reports)
• Primary contact email (for approval workflow notifications)
• Billing assignment (bill to firm or bill to client directly)

2. Configure extraction settings

Different clients have different document types and accuracy requirements. For each client workspace, configure:

• Document types to process: invoices, receipts, purchase orders, delivery notes
• Confidence threshold: minimum confidence score before human review is triggered (default 90%)
• Currency and locale: affects date parsing, number formats, and currency symbol recognition
• Duplicate detection window: how far back to check for duplicate invoice numbers

3. Import vendor templates (optional but recommended)

If you have processed documents for this client before — either in another system or manually — upload 3–5 sample invoices from each major vendor. Quixyl uses these to build vendor-specific extraction templates, which push accuracy above 99% on repeat formats.

4. Connect their accounting system

Quixyl pushes extracted data directly to the client’s accounting software. Supported platforms:

Platform	Connection type	Notes
QuickBooks Online	OAuth2 (no credentials shared)	Supports auto-post for approved invoices
Xero	OAuth2	Supports bills, expense claims
Sage Business Cloud	OAuth2	UK/EU-focused clients
MYOB	API key	Australia/NZ
FreshBooks	OAuth2	Small client use
Generic CSV	Export	For platforms not directly integrated

5. Set up staff permissions

Under Workspace → Team, add your staff members with appropriate roles:

Role	Capabilities
Viewer	Read-only access to extractions and exports
Reviewer	Can correct extracted fields and approve reviewed items
Manager	All Reviewer permissions + can configure settings
Admin	Full access including billing and integrations

For client-facing access, create a Reviewer account for the client’s own bookkeeper — they can handle exception reviews directly without needing access to other clients’ workspaces.

---

The standard document processing workflow

For most accounting firm clients, documents flow through this sequence:

Client sends documents
  → Quixyl inbox (email) or folder-watch (local/cloud)
  → Extraction runs automatically
  → High-confidence results auto-approved or routed for client sign-off
  → Low-confidence fields flagged for reviewer attention
  → Approved records pushed to accounting software
  → Export / report generated for filing

Intake channels

Email intake: Each client workspace has a unique intake email address (e.g., acme-corp@intake.quixyl.com). Ask clients to forward their supplier invoices to this address, or set up a rule in their existing AP inbox to auto-forward.

Cloud folder watch: Connect the client’s Google Drive, Dropbox, or SharePoint folder via Integrations → Cloud Storage. Any file dropped in the monitored folder is automatically queued.

Manual upload: For clients who prefer to batch-upload a month of documents at once, the bulk upload UI or bulk API endpoint handles it in one shot.

---

Quality control: the reviewer dashboard

The reviewer dashboard shows every extraction that needs attention, sorted by urgency:

• Due-date risk: invoices with payment due within 5 days
• Confidence flags: any field below your threshold
• Validation failures: math errors, duplicate detection hits, vendor mismatches

Each flagged item shows the original document image on the left and the extracted fields on the right. Reviewers can correct inline — corrections feed back into the model for that vendor.

Target review rates by document type:

Document type	Typical review rate
Digital PDF invoices from established vendors	2–4%
Scanned invoices	6–10%
Receipts	8–12%
Purchase orders	3–6%
Handwritten documents	15–25%

If a client’s review rate is consistently above these benchmarks, check whether vendor templates are configured. Adding templates for the top 5 vendors typically halves the review rate.

---

Reporting and audit trails

Per-client extraction reports

Under Reports, filtered by client workspace:

• Volume report: documents processed per period, breakdown by type
• Accuracy report: confidence score distribution, review rate, correction rate
• Timing report: average hours from document receipt to ledger post
• Vendor analysis: which vendors generate the most exceptions

Export all reports as PDF or CSV for client review meetings.

Audit trail export

For each extraction, Quixyl retains:

• Original source file (unmodified)
• Extraction timestamp and model version
• All field values and confidence scores
• Every correction made, with reviewer identity and timestamp
• Accounting system post confirmation

This trail is exportable as a structured JSON or PDF report, per client, for any date range. It satisfies audit requirements for document retention and data provenance.

---

Client billing options

Quixyl’s firm pricing supports two billing models:

Firm pays, bills clients separately: The firm has one master subscription covering all client document volume. Quixyl provides per-client usage reports (pages processed, extraction count) that you can use as the basis for client billing on your own terms.

Client-direct billing: Each client workspace is billed separately to the client’s payment method. The firm retains admin access but usage costs are the client’s responsibility.

Hybrid arrangements are supported — some clients billed directly, others bundled in the firm plan.

---

Common questions from accounting firms

Can clients see other clients’ data? No. Client workspaces are fully isolated. A Reviewer account in client A’s workspace has no visibility into client B’s workspace, even if both are managed by the same firm.

What happens if a client leaves the firm? The client workspace and all its data can be transferred to a standalone Quixyl account in the client’s name. Historical extractions, templates, and audit trails are preserved. Data is not deleted.

Do we need to install anything? No. Quixyl is fully web-based. The only local component is the optional folder-watch connector for automated intake from network drives.

Can we white-label exports? Yes. PDF export templates can be customized with your firm’s logo and branding under Settings → Export Templates. The firm’s name and branding appear in all client-facing reports.

---

Getting started

1. Create a firm account — sets up the master admin panel
2. Add your first client workspace and run 20 real invoices
3. Review confidence scores and add vendor templates for the top 5 suppliers
4. Connect to the client’s accounting software and run a parallel dry-run
5. Go live on intake

Most firms are fully operational for their pilot client within a day.

---

Further reading

• Automate Accounts Payable with AI in 2026
• Invoice Data Extraction for Accounting Firms
• The True Cost of Manual Invoice Processing