Reference · Back office
Run the back office
Stop saving receipts in a shoebox for one awful week in April. Tell Claude about money as it happens — one sentence or a photo — and year-end becomes a download, not a dig.
Expenses: capture them the moment they happen
Bought chemicals, filled the truck, paid the insurance? Say so — or just snap the receipt and paste it in. Claude files it in the right category with everything the IRS wants recorded, and attaches the receipt image.
“Spent $84 at Leslie's on tabs.”
Big purchases become tracked assets
A new truck, a trailer, a serious vacuum rig — those aren't ordinary expenses; they're business assets your CPA depreciates. Claude spots them by size, asks the two or three questions that matter (in service yet? mostly business use? heavy truck or light?), and sets up the record so your CPA can write it off properly — often 100% in year one under current law.
“Bought a used F-250 for the business — $28,000.”
Mileage: the log that actually holds up
Vehicle write-offs are all-or-nothing: no contemporaneous log, no deduction — the IRS is strict about this one. So log drives the day they happen, in one line. Claude keeps the trip log with dates, miles, and purpose, timestamped as you go.
“Drove the Tuesday route today — 38 miles.”
Reports: how the business is really doing
- Profit & loss — “P&L for the quarter”: collected, spent by category, what's left.
- Growth — revenue, customer count, and average ticket, trending month over month.
- Margin per customer — which pools make you money and which ones quietly cost you (chemical burn included).
Year-end: hand your CPA one file
Say “get my year-end package ready” and Claude builds one spreadsheet with labeled tabs — every categorized expense, the asset and depreciation schedule, the full mileage log, and the worksheet numbers your CPA needs. Instead of a shoebox and a long afternoon, your accountant gets clean records and you get their bill for an hour, not a day.