TradeLedger AI captures every field receipt and timesheet entry by text message — no app, no training, no change in how your crew works. Posted to QuickBooks Online in under 10 seconds.
Your foreman buys $600 of fittings Tuesday morning. The receipt goes in his van. Friday he hands in a stack. Monday, the office enters them. By Wednesday you see that cost in your ledger — nine days later, with two more stacks behind it. Every decision made in those nine days was based on a budget that was materially wrong.
of construction projects exceed their budgets
average lag before a budget problem becomes visible
of project management time spent on non-productive admin
Where those nine days go — every week, on every job
The decisions you made this week were based on a budget that was nine days out of date.
No app to download. No account to create. No training session. If your crew can send a text, they can use TradeLedger.
Photograph any receipt, open native SMS, text it with the job name to the TradeLedger number. Any phone. No app. No login. Nothing new to learn.
Vendor, amount, HST, date, and job code extracted and matched to your active project list. If a job name is ambiguous, a numbered reply menu is sent — one digit and it's done.
A properly-coded Bill is created in QuickBooks Online with the original receipt image attached as CRA Section 230 source documentation. Worker gets a confirmation text within 10 seconds.
What your field worker actually receives
Ask any HVAC or plumbing contractor who has tried app-based receipt tools. Real-world field adoption is poor — not because the tools are bad, but because a worker in a crawl space on a 45-second break is not opening an app, logging in, and navigating a receipt flow.
TradeLedger works through the native SMS app that is already open on every phone. No download. No account. No password to forget. No update to install. We give you a dedicated phone number, you put it on a laminated card in every van, and that is the entire training program.
If a job name is unclear, we text back a numbered list: "Which job? Reply 1 for Burlington Retrofit, 2 for Oakville Reno." The worker replies with one digit. Twenty seconds.
Two capabilities. One phone number. Zero new apps for your crew.
Worker texts a photo of any receipt. The vendor, amount, HST, date, and job code are extracted and posted to your QuickBooks Online account as a properly-coded Bill or Expense — with the original receipt image attached as CRA Section 230 source documentation. Your bookkeeper gets a weekly summary of everything processed.
Core product — all tiersWorker texts "IN Burlington Retrofit" at the start of the day. "OUT" at the end. TradeLedger logs the hours and posts a Time Activity to QuickBooks against the correct job code. Worker receives a daily hours confirmation. No paper timesheets. No spreadsheets. Same phone number as receipts — nothing new to remember.
Included in all tiersPrice varies by field crew size only. Every tier includes the same capabilities, the same QuickBooks integration, and the same live onboarding.
Field Essentials
+ $799 one-time setup
3–10 field workers
Field Professional
+ $1,099 one-time setup
10–22 field workers
Field Enterprise
+ $1,599 one-time setup
22+ field workers
All prices in CAD. Setup fees are one-time and cover the live 60–90 minute onboarding: QuickBooks authorization, Chart of Accounts mapping, worker roster registration, and a live end-to-end test on the call. Setup fees are non-refundable. Month-to-month — no minimum term, cancel anytime with thirty (30) days' written notice. Integrates with QuickBooks Online.
Yes. TradeLedger works on any phone that can send a text message — iPhone, Android, or older devices. It uses native SMS, not a messaging app. If the phone can send a photo by text, it works with TradeLedger.
The system detects when it cannot read a receipt with sufficient confidence. Rather than posting a potentially wrong number to your QuickBooks, it holds the transaction and sends a follow-up text to the worker requesting a clearer photo. Transactions are never auto-posted with low-confidence data.
Your bookkeeper receives a weekly digest email listing any held transactions for review. The philosophy is to flag and hold anything uncertain rather than post it wrong — a delayed transaction is recoverable, a wrong one in closed books is not.
The system sends back a numbered list of the closest matching active jobs: "Which job? Reply 1 for Burlington Retrofit, 2 for Oakville Reno, 3 for Milton Office." The worker replies with a single digit. The receipt is logged correctly — under 30 seconds, no app, no link, no login.
TradeLedger integrates with QuickBooks Online only. QuickBooks Desktop does not offer the same API that allows automated bill posting and receipt image attachment. If your firm is considering migrating to QBO, contact us — we are happy to walk you through what that involves.
You own your data. All receipt images and transaction records are stored on Canadian servers in compliance with PIPEDA. We do not sell, share, or use your data for any purpose other than operating the service. Your data can be exported or deleted on request.
You notify us and we deactivate that worker's mobile number from your account immediately. Any subsequent texts from that number are rejected. No downtime for other workers. Email or call us — it takes about 30 seconds on our end.
TradeLedger is designed to work with a bookkeeper, not around them. Every Monday morning, the bookkeeper receives a digest email summarising every receipt processed that week — total receipts, total dollar amount, any flagged items needing review, and any transactions held due to ambiguity or low confidence.
The bookkeeper retains full review authority. TradeLedger eliminates the receipt chase — it does not replace their judgment. Every original receipt image is permanently attached to the corresponding QuickBooks transaction.
Month-to-month. No minimum term. No annual commitment. Cancel with 30 days written notice. Setup fees are non-refundable — they cover real onboarding labour — but there is no penalty on the monthly retainer and no lock-in period. We keep clients by being worth keeping.
We'll run a live demo on a call using a real receipt. You'll see the QuickBooks Bill created, the receipt image attached, and the worker confirmation text before the call ends. No slide deck. No pitch. Just the product working on your account.
By submitting this form, you consent to receive communications related to your inquiry. You may opt out at any time.
TradeLedger AI (“TradeLedger,” “we,” “our,” or “us”) is a data processing and automation service based in Milton, Ontario, Canada. This Privacy Policy describes how we collect, use, store, and protect personal information in connection with our SMS-based receipt capture and timesheet entry platform (the “Services”).
We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. By using the Services, you consent to the practices described in this policy.
We collect the following categories of information in connection with the Services:
We use personal information solely for the following purposes:
We do not sell, rent, or trade personal information to any third party. We do not use personal information for marketing purposes beyond communications related to the Services.
To deliver the Services, we engage third-party sub-processors in the following categories:
A current list of named sub-processors is available to active Clients on written request to tradeledgerai@gmail.com. We provide thirty (30) days’ written notice to active Clients before adding or replacing any sub-processor.
Personal information may be transmitted to and processed in jurisdictions outside Canada, including the United States, as described in Section 3. The Client consents to these cross-border transfers as necessary for the delivery of the Services. We take reasonable steps to ensure that all sub-processors maintain data-protection standards consistent with PIPEDA requirements.
Primary data storage is hosted on servers located in the Canada Central (Toronto) region. We implement the following security measures:
We retain Client Data for the duration of the service agreement plus ninety (90) days following termination. After this retention period, all Client Data is permanently deleted from our systems unless retention is required by law. Data that has already been posted to the Client’s QuickBooks Online account is not affected by our deletion — it remains in the Client’s own QuickBooks account.
Under PIPEDA, you have the right to:
To exercise any of these rights, contact us using the information below. We will respond to all privacy requests within thirty (30) days.
The Client is responsible for obtaining appropriate consent from its workers before providing their mobile phone numbers and work-related data to TradeLedger. This includes informing workers that their mobile number will be used for SMS-based receipt and timesheet submissions, that receipt images and timesheet data will be processed by AI and posted to QuickBooks Online, and that SMS metadata will be retained as described in this policy.
We comply with Canada’s Anti-Spam Legislation (CASL). All electronic communications we send are transactional or operational in nature (receipt confirmations, digest reports, service notifications, billing). We do not send unsolicited marketing emails. You may opt out of non-essential communications at any time by contacting us.
The Services are not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected information from a minor, we will delete it promptly.
We may update this Privacy Policy from time to time. We will notify active clients of material changes via email at least thirty (30) days before the changes take effect. The “Last updated” date at the top of this page reflects the most recent revision.
For privacy inquiries, data access requests, or complaints:
TradeLedger AI
Milton, Ontario, Canada
Email: tradeledgerai@gmail.com
Phone: (905) 555-0142
If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada.
These Terms of Service (“Terms”) govern your access to and use of the TradeLedger AI website located at tradeledgerai.ca (the “Website”) and any related materials or communications. By accessing or using the Website, you agree to be bound by these Terms. If you do not agree, do not use the Website.
These Terms govern use of the Website only. Use of the TradeLedger AI platform and services is governed by the separate Master Service Agreement executed between TradeLedger AI and the Client.
TradeLedger AI is a Milton, Ontario, Canada-based service. All references to “TradeLedger,” “we,” “our,” or “us” refer to TradeLedger AI and its owner.
The Website is provided for informational purposes and to allow prospective and existing clients to learn about TradeLedger AI’s services. You agree to use the Website only for lawful purposes and in accordance with these Terms. You agree not to:
All content on the Website, including but not limited to text, graphics, logos, icons, images, design, layout, and source code, is the property of TradeLedger AI and is protected by Canadian and international intellectual property laws. The TradeLedger name, logo, and all related marks are the property of TradeLedger AI. Nothing on the Website grants any licence or right to use any intellectual property without prior written consent.
QuickBooks and QuickBooks Online are registered trademarks of Intuit Inc. TradeLedger AI is not affiliated with, endorsed by, or sponsored by Intuit Inc.
We make reasonable efforts to ensure that the information on the Website is accurate and current. However, we do not warrant that the content is complete, accurate, reliable, or error-free. Pricing, features, availability, and service descriptions are subject to change without notice. The information on the Website does not constitute a binding offer or contract.
The Website may contain links to third-party websites or services. These links are provided for convenience only. We do not endorse, control, or assume responsibility for the content, privacy practices, or availability of any third-party website. Accessing third-party links is at your own risk.
THE WEBSITE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE WEBSITE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, TRADELEDGER AI, ITS OWNER, AGENTS, AND CONTRACTORS SHALL NOT BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM OR RELATED TO YOUR USE OF OR INABILITY TO USE THE WEBSITE, INCLUDING BUT NOT LIMITED TO DAMAGES FOR LOSS OF PROFITS, DATA, GOODWILL, OR OTHER INTANGIBLE LOSSES, REGARDLESS OF WHETHER WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
You agree to indemnify, defend, and hold harmless TradeLedger AI, its owner, agents, and contractors from and against all claims, losses, liabilities, damages, costs, and expenses (including legal fees) arising from your use of the Website or any violation of these Terms.
By submitting your contact information through the Website (via email, phone, or any contact form), you consent to receive electronic communications from TradeLedger AI related to your inquiry and the Services. You may withdraw this consent at any time by contacting us at tradeledgerai@gmail.com. We do not send unsolicited commercial electronic messages.
Your use of the Website is also governed by our Privacy Policy, which describes how we collect, use, and protect personal information.
These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict-of-law principles. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the Province of Ontario, sitting in the Regional Municipality of Halton.
We may update these Terms from time to time. The “Last updated” date at the top of this page reflects the most recent revision. Your continued use of the Website after changes are posted constitutes your acceptance of the revised Terms.
If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.
For questions about these Terms:
TradeLedger AI
Milton, Ontario, Canada
Email: tradeledgerai@gmail.com
Phone: (905) 555-0142
This page is the secure starting point for authorizing TradeLedger AI to post receipts, bills, and time activities into your QuickBooks Online company. Connection is performed during your scheduled live onboarding call and takes about ninety (90) seconds.
You’ll be redirected to Intuit’s standard Connect to QuickBooks consent screen. Intuit will ask you to confirm that TradeLedger AI may access your QuickBooks Online company under the standard QuickBooks Online Accounting scope. That permission allows us to:
We do not access your bank feeds, payroll records, or tax filings. We do not see or store your QuickBooks password — authentication is handled entirely by Intuit’s OAuth 2.0 flow.
Only the QuickBooks Online administrator (typically the company owner, controller, or external bookkeeper with full admin rights) can complete the authorization. A non-admin will see an Intuit error and the connection will not be established.
If you’re an existing client and need a new connection link (for example, you switched QuickBooks Online companies or restored from backup), email us:
Email: tradeledgerai@gmail.com
If you’re a prospective client and want to see this in a demo, .
You can revoke TradeLedger AI’s access to your QuickBooks Online company at any time. Once you disconnect, we immediately stop reading from or writing to your QuickBooks Online account. Transactions and attachments we have already created in your books remain in your books — they are not removed.
Intuit will immediately revoke our OAuth tokens. Within thirty (30) days, we will permanently delete the OAuth credentials and any associated tokens from our systems.
No data is lost. To restore the connection, follow the reconnect flow or contact us and we will send you a new authorization link.
If the Disconnect button isn’t visible, or you’d like us to step you through it on a call:
Email: tradeledgerai@gmail.com
Intuit’s OAuth refresh tokens have a maximum lifetime. If your TradeLedger AI service goes inactive long enough for that lifetime to expire — or if the QuickBooks Online connection has been disconnected and you’d like to restore it — you’ll need to reconnect.
For active clients sending receipts at least once every ninety (90) days, this almost never comes up — we silently refresh tokens in the background. The reconnect flow exists for seasonal contractors with extended downtime, accidental disconnections, or company-level changes inside QuickBooks Online.
Your TradeLedger AI account is preserved across reconnections. Worker phone numbers, default payment-method settings, expense-account mappings, weekly digest recipients, and historical receipts in your QuickBooks Online account are all unaffected. Only the OAuth credential is being refreshed.
We’re happy to walk through a reconnect live on a call:
Email: tradeledgerai@gmail.com