Projects I've shipped / Canada

Keep Expense Management

Product Manager and Program Management Lead, Keep Technologies

Expense categorisation, accounting sync and the QuickBooks bank feed.

QuickBooks bank feed live

Keep Technologies

The Keep Accounting screen, with card expenses mapped to QuickBooks vendors and classes across review and sync tabs — The Accounting queue: every expense gets a QuickBooks vendor, a class and a memo before it syncs.

The Synced tab of Keep Accounting, showing expenses with cardholder, receipt, category and tax code — Synced, with the tax code and receipt attached.

A single Keep card transaction, with receipt upload, memo and category fields locked once it has synced to QuickBooks — One transaction. Once it syncs to QuickBooks the fields lock, which is the rule that keeps the books trustworthy.

Partners on the programme

RutterQuickBooks

Expense categorisation and accounting sync

This is the product in the screens above. I built it on Rutter so spend on Keep cards reconciles into the tools finance teams already use. Transactions land in an Accounting queue, get a vendor, a class and a tax code mapped to the business's own QuickBooks chart of accounts, collect a receipt and a memo, then sync.

The queue is the design problem: a transaction moves from needs review, to ready to sync, to waiting for the cardholder, to synced, and once it has synced its fields lock. That last rule is unglamorous and it is the one that keeps the books trustworthy after the fact.

The QuickBooks bank feed

The bank feed is a separate piece of plumbing and it works the other way round. Instead of categorising expenses one at a time, it hands the whole Keep card account to QuickBooks as a bank feed: Keep to Rutter to QBO on a nightly pull, so the account reconciles itself rather than being imported by hand.

We put it in front of around 1,100 businesses as a beta. Roughly 80% opened the announcement, about 90 turned it on in the first week and around 140 were live by the end of the first month, against a handful the month before. Around 85% were connected in under five minutes, which is the difference between a feature people try and a feature people finish. At peak the pipeline pushed about 66,000 transactions in a single week.

Beta rollout: ~1,100
Opened the announcement: ~80%
Turned it on in month one: ~140
Set up in under 5 min: ~85%
Peak week pushed: ~66K txns

Bank feed figures, rounded, as of September 2026.

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