Almarix: Document Filing Automation for Canadian Bookkeepers & Accountants

Almarix comes in two versions

For bookkeepers & accountants
Almarix for Firms
You keep books for other people. Collect, file and post documents for every client you look after, and stop chasing them for receipts.
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For business ownersNew
Almarix for Business
You run the company. Your team's receipts and supplier invoices, filed and posted to your own books — without anyone chasing paper.
See Almarix for Business →
Document automation for bookkeepers & accounting firmsAvailable in English & French · Built in Canada

Filed and posted. Without hiring anyone.

Every document your clients send is downloaded, renamed, sorted, filed in the right client folder, and posted to QuickBooks Online or Xero, the second it arrives. Almarix does the tedious hours you'd hire someone for, automatically. You just review and close.

✓ Filed and posted ✓ English & French ✓ Stored in Canada ✓ Flat price ✓ Works with Sage
Posts to QuickBooks Online & Xero  ·  Filing for any accounting software
Book a demo → Watch the demo video
Sound familiar?

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.

~30%
of your working week lost to naming, sorting, and filing documents
12 hrs
every single week on document admin, a full workday you can't bill
×40
clients each sending documents in different ways, on different timelines
$0
billed for any of it. Filing and sorting are overhead, not revenue
What actually changes

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.

Before
A client texts you a photo of a Home Depot receipt at 11pm. You save it, rename it something like "client_a_receipt_march.jpg", move it to the right folder, and make a mental note to add it to the books tomorrow. Multiply by 40 clients, every week.
With Almarix
The photo hits your intake. Almarix reads it, names it correctly, identifies it as a receipt for Client A, and files it in the right folder automatically. It appears in your dashboard as filed. You never see it until it's already done.
Before
March statement for Client B still hasn't arrived. You email them. They say they sent it. You search your inbox. Can't find it. You ask again. They resend a different file. You file it manually. This happens every month, for multiple clients.
With Almarix
Almarix knows the March statement is expected. When the due date passes, it sends the reminder automatically, with a secure upload link. The client uploads it. Almarix files it and marks the checklist item received. You find out when it's already handled.
Before
Tax season. Clients dump everything at once: some by email, some by text, some via your portal link. Documents arrive in random order, with random names. You spend hours just sorting and renaming before you can even start the real work.
With Almarix
Every file that arrives, by any channel, is read, named, classified, and filed automatically. Whether it comes by upload link, email reply, or scanner, it lands where it belongs. You open your dashboard and everything is already sorted and ready to work with.
12 hrs
back in your week.
Every week.
A firm billing at $75/hr that reclaims 12 hours a week recovers $4,500/month of capacity, without hiring anyone. Most clients pay for Almarix in the first day of the month it saves them.

What would you do with that time?
Simple by design

How it works, start to finish.

One document, from the moment your client sends it to the moment it’s in your books.

1

It arrives

Your clients keep sending documents however they already do — a photo, an email, a scan. Nothing changes for them.

PhotoEmailScanAlmarixOne place, however they send it
2

It gets sorted

Almarix works out which client each document belongs to and files it there, in your own Google Drive, Dropbox or OneDrive.

Maple Leaf CaféBytown DentalSummit PhysioEvery document, under the right client
3

Details are read

Vendor, date, amount and tax, lifted off the document automatically. No re‑keying.

EXTRACTEDVendorMaple Leaf CaféDate14 Mar 2026Amount$184.20HST$21.19Vendor, date, amount and tax, read automatically
4

Posted to your books

The entry lands in QuickBooks Online or Xero, with the document attached to it.

EXTRACTEDVendorMaple Leaf CaféDate14 Mar 2026Amount$184.20DateDescriptionAmount14 Mar 2026Maple Leaf Café$184.20ReceiptPosted to your books, with the document attached
5

Missing ones get chased

Almarix tracks what’s expected from each client. When something’s late, it sends the reminder.

MissingStill need yourMarch statementAlmarix asks for what's missing, so you don't have to

Want to see the whole thing running, not just the idea?

Watch the 12-minute demo →
Already using something else?

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.

Other tools replace
A task app. A spreadsheet. A shared drive.
Software replacing software.
Almarix replaces
The hours your team spends filing.
Which is why the comparison isn't a subscription against a subscription. It's a subscription against a workday a month.

Comparing tools? See how Almarix stacks up against Dext, Hubdoc, LedgerDocs and TaxDome.

The bigger win

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.

Transparent pricing

One plan for every firm. One for the next level.

No per-user fees, no surprise charges, and no setup fee. Ever.

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!"

AC
Adam Churchill
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."

M
Melinda
Evolution Bookkeeping · Winnipeg, MB
Limited time
15% off every plan, for a limited time.
Applies to monthly and annual billing. Annual already includes two months free, so the two stack.
Every plan includes everything

The plans differ by client count only. No feature is held back for a higher tier.

  • 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
  • Data posted straight into your books (QuickBooks Online & Xero)
  • Vendor mapping that learns once
  • Bank-feed safety
  • Nothing posts silently when it shouldn't
  • The document is attached in your books
  • Full audit log
  • Turnkey setup with complete onboarding
  • Free support

Basic

Up to 25 active clients
$86$73/mo CAD $72$61/mo CAD billed monthly billed annually · 2 months free 15% off for a limited time.
No setup fee. Ever.
Start with Basic → Refundable in full for 30 days.
Most popular

Pro

Up to 50 active clients
$159$135/mo CAD $132$113/mo CAD billed monthly billed annually · 2 months free 15% off for a limited time.
No setup fee. Ever.
Start with Pro → Refundable in full for 30 days.

Advance

Up to 100 active clients
$274$233/mo CAD $228$194/mo CAD billed monthly billed annually · 2 months free 15% off for a limited time.
No setup fee. Ever.
Start with Advance → Refundable in full for 30 days.
Run it beside your current process for the first month
Nothing has to change on day one. Keep filing the way you do now, let Almarix handle the same documents alongside you, then compare at the end of the month. You decide once you have seen it work on your own files.
30-day money-back guarantee
If Almarix isn't saving you time, tell us within 30 days of go-live and we'll refund you in full. No questions asked.

Each plan includes 1 user. Team access for up to 5 users is available on every plan for $20/month or $200/year, billed on the same cycle as your plan. Questions? Email us.

Built for sensitive client data

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

Almarix stores your clients' data in Canada.

Retention you control

Your records are yours. Export them anytime.

Full audit trail

Every document in and out, logged.

Why Almarix exists

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.

Questions bookkeepers ask

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?
However they already do: a photo texted from a phone, an email attachment, or a quick upload. There's no new app for your clients to learn and no habit for you to enforce. Whatever channel they use, it lands in Almarix and gets handled.
Do I have to set it up myself?
Only if you want to. Your account comes with a setup video and a quick start guide, and most firms are running by the end of the video. If you'd rather not do it alone, you also get a one-hour one-on-one session with us, included — we get on a call, connect your storage and accounting software, configure your clients and checklists, and stay with you until it's running the way you want. That's what sets us apart from the "just connect your account in 15 minutes" tools: the help is there whenever you want it.
Where is my clients' data stored, and is it secure?
Almarix's own systems store your clients' data in Canada, encrypted, and every document in and out is logged in a full audit trail, so you always have a clear record of what arrived and when. Two things to be clear about: your filed documents live in your own Google Drive, Dropbox or OneDrive, under that provider's storage terms, and to read each document, Almarix uses a third-party AI processing service whose servers may be located outside Canada. Our Privacy Policy explains both.
What happens when a client is missing a document?
Almarix chases it for you. It tracks what's expected from each client against a checklist and sends the reminders automatically, so you're not the one writing "just following up" emails every month. You find out when it's handled, not when it's overdue.
Which accounting software does Almarix work with?
Almarix posts directly into QuickBooks Online and Xero. The filing side works no matter what you run: every document is read, named to your convention and filed into your own cloud storage, whichever accounting software you use.
Is there a setup fee, and are prices in Canadian dollars?
No setup fee. Every price is in Canadian dollars, flat: no per-user fees, no per-document metering, and no surprise overage. One predictable number: plans start at $86/mo CAD billed monthly, or $72/mo billed annually. Any current promotion is shown in the pricing section.
Is Almarix available in French?
Yes, fully bilingual: English and French, across the website, onboarding, client communications, and support. Not a machine-translated afterthought.
Do I have to replace the tools I already use?
No. Almarix is the intake layer that sits in front of the software you already run. It gets documents in, named, filed, and chased, then hands off cleanly. It complements your setup instead of forcing you to rebuild it.
What's the difference between the plans?
Only the number of clients. Basic, Pro, and Advance all include every feature: collecting, naming, sorting, filing, chasing missing documents, and posting the data straight into QuickBooks Online or Xero. Basic covers up to 25 active clients, Pro up to 50, and Advance up to 100.
What if Almarix isn't right for my firm?
You're covered by our 30-day money-back guarantee. If Almarix isn't saving you time, just tell us within 30 days of your go-live date and we'll refund you in full, no questions asked. One refund per firm.
Does Almarix file documents into my own Google Drive, Dropbox or OneDrive?
Yes, that's the heart of it. Every document is automatically renamed to your naming convention and filed into the right client folder in your own Google Drive, Dropbox or OneDrive, so you own the storage and the files, always. Use something else? Tell us during setup and we'll confirm the fit for your firm.
Does Almarix work with Sage 50?
Almarix handles the filing for firms on any accounting software, Sage 50 included: every document is read, named to your convention, and filed into your own cloud storage. What it can't do with Sage is post entries directly, because Sage doesn't offer that access. Direct posting is available for QuickBooks Online and Xero.
No pitch. No pressure. Just a look.

See it run on your own kind of files.

Two ways to look: book a short call and we'll walk through it with you, or watch the full demo video on your own time. Either way you'll know quickly whether it's worth it for your firm.

Watch the demo video
Available in English & French · Built in Canada