Stop doing paperwork at 8 PM
Get your evenings back.
MagicFolder reads your bills, receipts, contracts, and emails — then files and enters them accurately inside QuickBooks, Xero, Google Drive, or Dropbox. Zero manual typing. No new app to learn.
Intake
Scans, emails, photosMagicFolder
Read · Name · FileCertified connections across leading enterprise platforms
Also supports REST APIs, Webhooks, and secure on-premise local network shares. 85% of custom line-of-business software connections are configured at zero added fee.
Built for the specific ways you do business.
Whether you manage job-site lumber receipts from a truck console or reconcile multi-entity client bills, MagicFolder eliminates the paperwork friction.
Trade & Specialty Contractors
The Bottleneck: Field crews drop fuel and supply receipts on truck dashboards; supplier bills get lost in email threads.
The Solution: Mobile photos and supplier PDF invoices automatically route to the right job code in QuickBooks and Google Drive in seconds.
~15–20 hrs saved/moCPA & Bookkeeping Practices
The Bottleneck: Clients forward disorganized stacks of photos and mixed-vendor PDF attachments at month-end.
The Solution: Dedicated intake email addresses auto-split multi-page bills, name files, and draft transactions across 30+ client QuickBooks files.
~30–40 hrs saved/moAgencies & Consultancies
The Bottleneck: Delayed invoice dispatch, manual client folder setup, and chasing signed contractor W-9s.
The Solution: Signed contracts automatically trigger client onboarding in Drive, issue kickoff emails, and draft retainer invoices.
~10–15 hrs saved/moRegulated & Medical Practices
The Bottleneck: Strict HIPAA, ITAR, and CPA privacy rules prohibit uploading sensitive records to public clouds.
The Solution: Dedicated local edge server appliances process documents 100% offline with zero external cloud connectivity.
100% Air-Gapped / Zero RiskNo new app to learn. No data migration.
We configure it directly inside your tools.
You don't have to rip anything out or retrain your team. We connect to your existing accounting, storage, and email via official encrypted APIs — then quietly handle the busywork in the background.
1. 30-Min Workflow Audit
Schedule a 30-minute discovery call with our architecture team. Show us your current folders, email intake, and weekly bottlenecks. We pinpoint the exact tasks that will save you the most hours.
~30 min kickoff call2. We Build & Train on Your Data
We configure your automation pipeline using official encrypted connections. We fine-tune field extraction on 25–50 of your actual past documents to ensure 99%+ accuracy before going live.
Live in 5–7 business days3. Hands-Off Autopilot
Forward an email, snap a photo on your phone, or scan a stack of mail. Files are read, renamed, reconciled, and logged in QuickBooks or Drive automatically. You check Friday and it's already done.
Zero evening data entryPick the tasks you want off your plate.
Select the admin tasks that eat your evenings. Adjust the sliders to reflect your weekly volume. Watch your recovered hours and dollar savings update in real time.
Beyond Documents: Enterprise AI Enablement, Training & Custom Workflows
We bridge the gap between frontier AI technology and daily enterprise operations. From team-wide training across Claude, ChatGPT, Copilot, and Gemini, to bespoke autonomous pipelines and air-gapped security architectures.
Enterprise AI Training & Fluency
Practical, gamified workshops tailored to your active stack: Claude, Microsoft 365 Copilot, ChatGPT Enterprise, or Gemini. We train teams on the 5-part prompt engineering framework to produce executive-ready deliverables on the first swing.
- Multi-platform fluency workshops
- 5-Part Pre-Shot prompt routine
- Departmental AI playbooks (Sales, HR, Ops)
- Chat-to-system maturity scaling
Custom Workflow Implementation
Move beyond disposable 1-on-1 chats. We architect persistent project hubs, custom agent skills, and background automation pipelines that integrate your LLMs directly with internal ERPs, CRMs, and proprietary databases.
- Autonomous multi-agent pipelines
- Custom line-of-business API connectors
- Human-in-the-loop exception queues
- Automated data extraction & reconciliation
Governance & Air-Gapped Moats
Enterprise AI adoption requires rock-solid data sovereignty. We establish tenant isolation, Single Sign-On (SSO), and Zero Data Retention agreements — including dedicated 100% offline edge servers for HIPAA, ITAR, and legal compliance.
- Zero-Data-Retention (ZDR) validation
- 100% Offline / Air-Gapped appliances
- Corporate AI acceptable-use policies
- 20+ Years Principal IT Architect oversight
Three turnkey packages. Guaranteed to pay for itself.
Setup is one-time and includes all custom model training and testing. Monthly management covers all infrastructure, rule updates, and personal support. Cancel anytime with zero lock-in.
Smart Scan
Automated sorting, naming, and filing for sole proprietors and boutique teams. Zero manual filing.
- Up to 1,000 pages / month ($0.05/page overage)
- Up to 3 team members (intake seats)
- 2 custom document types (e.g. Bills + Receipts)
- 1 connected cloud drive (Drive, Dropbox or OneDrive)
- Intelligent file naming & folder taxonomy
- Max 25MB file size • Up to 25 pages/batch
- Standard email support (48h response SLA)
- Month-to-month • Zero long-term lock-in
Data Sync
Direct two-way accounting integration. Bills, receipts, and line items flow into QuickBooks or Xero automatically.
- Up to 3,500 pages / month ($0.04/page overage)
- Up to 10 team members (field crew + office)
- 5 custom document types (Bills, Receipts, W-9s, Quotes, Subs)
- 1 QuickBooks Online or 1 Xero Company File
- Up to 2 connected cloud storage drives
- Auto-create Draft Bills, Quotes & Job Costing
- Built-in Human Review Queue for edge cases (<95%)
- Max 50MB file size • Up to 50 pages/batch
- Priority Slack & email support (24h response SLA)
Full Back-Office
End-to-end multi-entity automation across CRM, accounting, field operations, and air-gapped on-premise appliances.
- 10,000+ pages / month (Volume tiered to $0.02/page)
- Unlimited users across organization
- Unlimited custom document schemas
- Multi-entity QuickBooks / Xero / ERP webhooks
- Unlimited cloud drives & on-premise local shares
- Optional 100% Offline Edge Server (HIPAA/ITAR)
- Dedicated Principal Enterprise Automation Architect
- Custom 4-hour SLA • Quarterly workflow audits
Master Service Specifications & Tier Boundaries
Clear operational parameters designed to protect your data, guarantee compute capacity, and prevent surprise costs.
| Commercial Parameter | Tier 1: Smart Scan | Tier 2: Data Sync (Popular) | Tier 3: Full Back-Office |
|---|---|---|---|
| Monthly Pooled Pages | 1,000 pages / month | 3,500 pages / month | 10,000+ pages / mo (Custom) |
| Overage Fee (Per Page) | $0.05 / page | $0.04 / page | Volume tiered ($0.02 - $0.03) |
| User / Scanner Seats | Up to 3 team members | Up to 10 team members | Unlimited across organization |
| Trained Document Schemas | Up to 2 distinct schemas | Up to 5 distinct schemas | Unlimited custom schemas |
| Connected Accounting Instances | Not included (File routing only) | 1 QuickBooks / Xero Company File | Multi-entity / Multi-company |
| Cloud Storage Destinations | 1 Drive, Dropbox or OneDrive | Up to 2 connected storage drives | Unlimited Cloud + On-Prem SMB |
| Supported Input Formats | PDF, PNG, JPG, TIFF, Email | PDF, PNG, JPG, TIFF, Email, Mobile | All formats + Direct Scanner APIs |
| File Size & Batch Limits | Max 25MB • 25 pages/batch | Max 50MB • 50 pages/batch | Custom high-throughput thresholds |
| Human Exception Review Queue | Flagged folder notification | Interactive Review Queue (<95%) | Custom multi-approver workflow |
| Air-Gapped Offline Appliance | Cloud-only | Cloud-only | Available (100% Offline Edge Server) |
| Support Channel & SLA | Email • 48h SLA | Priority Slack & Email • 24h SLA | Dedicated Architect • 4h SLA |
* Additional document schemas beyond tier allotment can be configured at $450 one-time per schema. Additional QuickBooks company files: $450 setup + $100/mo. All plans operate month-to-month with 30 days' cancellation notice.
Legal Safeguards & Division of Responsibility
Small businesses are the backbone of the economy, yet owners and operators are still forced to do manual data entry and invoice matching at 8 PM after a full day on the job.
After more than 20 years as a Principal IT Architect designing mission-critical automation platforms and digital workplace architectures for large enterprise organizations, I noticed something frustrating: the most powerful automation tools were locked behind six- and seven-figure corporate budgets and required dedicated software engineers to maintain.
I started MagicFolder AI to bring enterprise-grade, zero-touch document automation directly to hardworking businesses inside the tools they already use — without the complexity, without changing your workflow, and without the corporate price tag. We don't hand off your system until it is tested on your real documents and runs with high accuracy. There are no long-term contracts, and the file structures and clean workflows we build remain in your accounts forever.
Your data stays strictly yours.
We are not another cloud silo asking you to surrender your files. Your documents and financial data reside exclusively inside your own trusted accounts.
Non-Custodial Architecture
Your bills, contracts, and receipts stay in your QuickBooks, Xero, Google Drive, or Dropbox accounts. We never store copies of your files on external web servers.
Zero AI Model Training
Your sensitive supplier invoices, client details, and financial transactions are NEVER used to train public or private AI models. Complete confidentiality is guaranteed.
Official Encrypted APIs
Every integration utilizes official, scoped OAuth 2.0 API tokens with 256-bit TLS/AES encryption. We never see or store your account passwords.
100% Offline On-Prem Moat
For medical clinics (HIPAA), defense contractors (ITAR), CPA firms, and legal practices, we offer local edge server appliances that operate 100% offline with zero internet access.
Common Questions & Answers
Got a specific question about your software setup? Schedule a call with our team or check out the answers below.
How long does setup actually take?
For Smart Scan, most setups go live within 5–7 business days from our 30-minute kickoff call. Data Sync takes about 2 weeks because we thoroughly test two-way syncing against your actual historical vendor bills. Full Back-Office workflows are scoped during discovery and typically deploy in 3–4 weeks.
Can I speak with someone to confirm this works with my setup?
Yes, absolutely! You can schedule a direct 30-minute video discovery call with our team on Calendly. We'll examine your current documents and tools and tell you honestly whether MagicFolder can automate them.
What accounting and storage systems do you integrate with?
Accounting: QuickBooks Online and Xero. Storage: Google Drive, Dropbox, Microsoft OneDrive, Box, and on-premise network shared drives. Email: Gmail, Google Workspace, Microsoft Outlook / Exchange. CRM: HubSpot, Pipedrive, and custom line-of-business tools. We add custom API connectors for roughly 85% of special customer requests at no additional charge.
What happens if MagicFolder encounters a blurry photo or unusual document?
We build in a simple Human-in-the-Loop Review Queue. If confidence falls below 95% (e.g. a crumpled receipt or a new supplier with no prior history), the document is routed to a clean "Needs Review" folder with suggested values highlighted. You review it in 15 seconds with a single click. We also monitor your system actively for the first 60 days to continually improve accuracy.
Will this AI hallucinate numbers or invent supplier names?
No. While our extraction engine uses modern multimodal models to read messy layouts, every extracted field (Vendor, Invoice #, Date, Amount, Line Items) is strictly reconciled against your pre-existing QuickBooks or Xero vendor database before any transaction is drafted. We never auto-create a new vendor without your explicit approval.
What does the monthly software management fee cover? What if we exceed our page volume?
The monthly fee covers three critical pillars: (1) dedicated document processing infrastructure and AI token compute within your tier's generous pooled monthly page quota (1,000 pages on Tier 1; 3,500 pages on Tier 2), (2) ongoing schema tweaks and pipeline maintenance when your vendors or chart of accounts shift, and (3) direct human technical support. If your business experiences a seasonal volume surge, we never shut down your pipeline — additional pages process uninterrupted at a transparent flat rate ($0.04 - $0.05/page billed in arrears).
What is your deployment guarantee? What if I want to cancel?
We believe in earning your business every month. There are no annual contracts — software management is month-to-month, and you can cancel anytime with 30 days' notice. During onboarding, we test your pipeline on 25–50 of your actual past documents until extraction accuracy exceeds 99%. Even if you ever cancel, the clean folder taxonomy, file naming rules, and accounting workflows we configure stay permanently in your accounts.
Are you a replacement for my CPA, bookkeeper, or tax advisor?
No. MagicFolder AI is an automated workflow technology, not a certified public accounting firm or legal advisor. We eliminate the 15–25 hours of tedious mechanical data entry by extracting line items and drafting bills directly into QuickBooks or Xero. You and your accountant retain complete fiduciary oversight and approval authority over all ledger balances, tax filings, and vendor disbursements.
Do you offer an offline, air-gapped on-premise version?
Yes. For law firms, defense contractors (ITAR), medical practices (HIPAA), and CPAs requiring complete data isolation, we offer a dedicated on-premise edge server appliance that runs 100% offline on your local network with zero external cloud connectivity. Inquire via a discovery call.
Stop ending Sundays doing paperwork.
Pick the tasks you want off your plate. We'll show you exactly how many hours you'll get back — and handle the entire setup for you.
How deployment & scale work:
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1. Reserve your deployment slot. Setup fee is processed securely through Stripe, reserving your engineering bandwidth in the current onboarding cohort.
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2. 30-Min Technical Kickoff. Instantly schedule your kickoff call on Calendly to map your folder structures and accounting chart of accounts.
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3. Sample Training & Verification. You provide 25–50 historical document samples via secure upload. We fine-tune extraction to >98% accuracy and test live draft creation.
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4. Go-Live & Production Autopilot. Once sample accuracy is verified, your pipeline switches to live production, and month-to-month management begins.
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