Almarix: Automated Document Intake for Bookkeeping and Accounting Firms in Canada
The filing assistant you don't have to hire.
Every document your clients send is downloaded, renamed, sorted, and filed in the right client folder, the second it arrives. Almarix does the tedious hours you'd hire someone for, automatically. You just do the books.
This is the part nobody warned you about.
A receipt lands in your inbox. You download it. Open it to see what it even is. Rename it to your convention. Work out which client, which month, which folder. Drag it to the right place in your Drive. Mark it off so you know you have it. Then the next one. And the next.
Times every document, every client, every month. It's not the accounting. It's the sorting and filing before the accounting. The hours you can't bill, that follow you into the evening.
And it only gets heavier: every new client is another stack of paper to name and file. Come tax season it turns into a wall: everything arriving at once, in no order, waiting to be sorted by hand.
This isn't a you problem. It's a missing system problem. And it's costing you more than you think.
The filing that eats your week. Here's what disappears from it.
Not in theory. Specifically. Here's what Almarix handles so you don't have to.
Every week.
What would you do with that time?
How document intake automation works in four steps, then it runs itself.
Setup takes one day. After that, Almarix works quietly in the background: every document, every client, every day.
Client sends a document
Upload link, email reply, or scanner. Phone photo of a receipt works perfectly. No account needed for your clients.
Almarix reads and names it
AI reads every file (invoice, receipt, statement, T-slip) and extracts the key details automatically.
Filed in the right place
Sorted into the correct client folder in your Google Drive, Dropbox, or OneDrive. Named consistently. Logged in the audit trail.
Missing ones get chased
Almarix tracks what's expected from each client. When something's late, it sends the reminder. You find out when it's handled.
Most tools organize your work.
Almarix eliminates it.
Practice management platforms, portals, and checklists are good at what they do: they give you somewhere to track the work. Requests go out, a dashboard tells you what's still outstanding, nothing falls through.
Then somebody on your team still opens every document, works out which client it belongs to, renames it, and files it in the right folder. That part doesn't disappear. That's the part Almarix does: naming it, sorting it, filing it in the right client folder, tracking what's still missing, sending the reminder, matching it to the checklist, and logging it in the audit trail. Automatically, every time.
Software replacing software.
Which is why the comparison isn't a subscription against a subscription. It's a subscription against a workday a month.
Take on more clients, not more admin.
Filing is the invisible ceiling on your practice: every client you add is another pile to name and sort, so at some point you simply can't take on more. Almarix removes that ceiling. Grow your book without drowning in paperwork, and without hiring the help you'd rather not pay for.
Automation is already reshaping bookkeeping. The firms adopting it are taking on more clients with less effort. The ones filing by hand are quietly falling behind.
One plan for every firm. One for the next level.
No per-user fees, no surprise charges, and no setup fee. Ever.
Full done-for-you onboarding. We connect Almarix to your cloud storage and accounting software and set up your clients, checklists, and document intake for you, so you don't touch a setting.
We stay until it's running right. We work alongside you until your system is set up and working the way you want.
Real support, in English and French. Ongoing help from a real person.
"I was skeptical going in, but the support and this software changed my mind fast. It tracks exactly what's missing from each client, sends the reminder emails automatically, then gathers, renames, and files everything on its own. It's saved me hours. Thank you!"
Owner, Clear View Bookkeeping · Hamilton, ON
"It saves our team probably more than 50% of our bookkeeping time. Definitely worth it. Once you get Almarix trained, you don't have to worry for the rest."
Evolution Bookkeeping · Winnipeg, MB
Solo
with up to 15 clients
- Up to 15 active clients
- AI extraction on every document
- Automatic filing to your own cloud storage
- Finds the receipts missing from your statements
- Automatic chasing with a reminder ladder
- Statement import files
- Accounting export in your format
- Secure branded client upload portal
- Email reply document intake
- Client mobile app for sending files or snapping a photo
- Full audit log
- Turnkey setup with complete onboarding
- Free support
No setup fee. Ever.
Core
with no client limit
- Unlimited active clients
- AI extraction on every document
- Automatic filing to your own cloud storage
- Finds the receipts missing from your statements
- Automatic chasing with a reminder ladder
- Statement import files
- Accounting export in your format
- Secure branded client upload portal
- Email reply document intake
- Client mobile app for sending files or snapping a photo
- Full audit log
- Turnkey setup with complete onboarding
- Free support
No setup fee. Ever.
Connected
Xero & Sage Business Cloud
- Everything in Core, plus:
- Data posted straight into your books
- Vendor mapping that learns once
- Bank-feed safety
- Nothing posts silently when it shouldn't
- The document is attached in your books
No setup fee. Ever.
Each plan includes 1 user. Team access (up to 5 users) is available on Core and Connected. ask about pricing.
Security isn't a feature here. It's the foundation.
You're handling sensitive client records. Everything is built so that data is a documented control, not a liability.
Encrypted
In transit and at rest, end to end.
Canadian residency
Your clients' data is stored in Canada.
Retention you control
Your records are yours. Export them anytime.
Full audit trail
Every document in and out, logged.
Built by someone who watched this problem for 25 years, and finally got fed up.
I grew up in Eastern Ontario and spent over 25 years in IT working alongside accounting offices and bookkeeping firms across the region. Firm after firm, the same story: sharp, capable people losing evenings to chasing receipts and renaming files, instead of doing the work they're actually good at. Nobody had built a real solution for small firms. Just generic tools that almost fit, and workarounds that created more work.
So I surrounded myself with a great team and built Almarix, not to describe the problem, but to make it disappear. I'm genuinely proud of what we created. Think of it as a personal virtual assistant whose only job is making sure your documents are always where they need to be, without you lifting a finger. If it can't save you real hours, I'll tell you straight.
The things you're probably wondering.
Straight answers, and if yours isn't here, it's the first thing we'll cover on your demo.
How do my clients send you their documents?
Do I have to set it up myself?
Where is my clients' data stored, and is it secure?
What happens when a client is missing a document?
Which accounting software does Almarix work with?
Is there a setup fee, and are prices in Canadian dollars?
Is Almarix available in French?
Do I have to replace the tools I already use?
What's the difference between Core and Connected?
What if Almarix isn't right for my firm?
What does "rate locked for life" mean?
Does Almarix file documents into my own Google Drive?
Does Almarix work with Sage 50?
See it run on your own kind of files.
Book a free 10-minute demo. I'll show you exactly what Almarix would handle for your firm, on the kind of files you actually deal with. You'll know in 10 minutes whether it's worth your time.