For workflow software that ends in a payment

Your platform runs the work. CitaLedger runs the money.

Every job, case, booking or lease in your software ends with someone owing someone money. CitaLedger adds the invoice, the follow-up, the payment, the supplier bill and the statement to the product your customers already use, with books that always balance.

Book a demo See how it works

Field service · property management · clinics · law and accounting practices · agencies · trades · memberships

Job 1042 · Riverside Clinic Paid

Invoice sent Nov 1CAD 1,800.00

Reminder sent Nov 2 · paid Nov 3 by pre-authorized debitCAD 1,800.00

Balance owingCAD 0.00

Supplier bill, approved and paid Nov 5CAD 450.00

Every figure comes from one set of books, so the business, its customer and its accountant all see the same numbers.

Why you need it

Workflow software stops where the money starts.

Your platform is where the work happens: the job is scheduled, the case is opened, the appointment is booked, the task is marked done. Then the money leaves the building. The invoice is made somewhere else. The payment lands in a bank portal. Someone chases the late ones by email. Suppliers are paid from memory. At month end, the accountant types it all in again.

The result is three versions of the same money that never quite agree, and simple questions nobody can answer on the spot.

"Has this customer paid?"

Today: open the bank, search the inbox, ask a colleague. With CitaLedger: the answer sits on the job itself.

"Who is late, and did we remind them?"

Today: a spreadsheet someone updates on Fridays. With CitaLedger: the list is always current, and the follow-up is part of the workflow.

"Whose money is this?"

Deposits, retainers and client funds all land in the same account. With CitaLedger: money held for others is kept apart from the first dollar.

What it is worth

In plain terms, CitaLedger turns money from a side job into part of the product your customers already pay for.

For your platform: a new, recurring revenue line and a reason customers never leave, without building a finance team or a payment stack.
For the businesses using it: invoices out the moment work is done, late payers followed up, suppliers paid on time, and hours of bookkeeping gone each week.
For their customers: a clear invoice, easy ways to pay, and a statement that explains itself.
For accountants: books that already balance, and a month-end close in hours instead of days of re-typing.

How it works

Where CitaLedger sits

Three systems, three jobs. Your platform keeps the people and the work. CitaLedger keeps the money. The accountant keeps their own software. Nothing is replaced, and nobody re-types anything.

Your platform
jobs, customers, suppliers, approvals

CitaLedger
invoices, follow-ups, bills, statements

The accountant's software
tax, year end, the official books

Licensed payment providers
collect from customers, pay suppliers

The business's own bank account
where the money actually lives

money facts

clean entries

asks for payments

settles into

CitaLedger never holds anyone's money. Payments are made by licensed providers straight into the business's own bank account, or into a trust account when the money belongs to someone else. CitaLedger asks for payments and records them, which keeps it a software product and keeps funds where the law expects them.

From job done to month closed

The same steps a business already follows, with CitaLedger writing the books at every one of them.

1. Work is marked done in your platform

2. The invoice goes out, with a way to pay

3. Late? A reminder goes out, on schedule

4. Customer pays, and the payment is matched

5. A supplier bill is approved and paid

6. Customers and clients receive statements

7. Accountant closes the month in hours

CitaLedger records steps 1 to 7 as they happen, so the books are always current.

AI in CitaLedger

AI does the reading and the chasing. People make the decisions.

The slow parts of money work are reading, matching and following up: a supplier's invoice, a bank transfer with a cryptic note, a polite reminder that has to go out again. CitaLedger's AI handles those. Anything that moves money, or changes the books, waits for a person to approve it.

Reads supplier invoices

Turns a PDF or an emailed bill into a draft entry, matched to the job or order, with anything unusual pointed out.

Matches payments to invoices

An e-Transfer that says "inv 1042 thx" gets matched to the right customer and suggested for a one-click confirmation.

Writes the follow-up

Drafts a reminder in the business's own tone, picks the right moment, and knows when to stop because the money has arrived.

Spots what looks wrong

A duplicate invoice, a bill much higher than the quote, a payment that doesn't match anything: flagged before it becomes a problem.

A draft is always labelled a draft. AI suggestions appear clearly marked until a named person approves them. The books themselves are written by rules that never change, so an AI mistake can be caught and reversed, never silently absorbed.

The ledger and statements are available today. Collection, reminders, supplier payments and the AI helpers follow on our roadmap.

Built for Canada

Canadian rules, Canadian rails, Canadian dollars.

Most money software is built elsewhere and adapted later. CitaLedger starts from how business money actually moves here.

Money held for others, by the rules

Deposits, retainers, client funds and holdbacks are kept apart from the business's own money, with the reconciliations that provincial regulators ask for. Rules differ by province and profession, so they are settings, not rewrites.

The ways Canadians pay

Pre-authorized debit for recurring amounts, Interac e-Transfer for everything else, cards where it makes sense, and electronic transfers to suppliers, with fees kept low on a typical small payment.

The same language as the banks

Canada's payment systems are moving to one international standard for payment messages. CitaLedger's records already use it, so nothing is lost when money moves or when a bank statement is matched.

Data that stays home

Built to be hosted in Canada, with the privacy rules that apply to customer and client information designed in rather than bolted on.

How it compares

The other ways to handle the money, and where they fall short.

What matters	General accounting software	A payment processor's dashboard	Building it yourself	CitaLedger
Lives inside your platform	No, a separate login	Partly, their branding and their rules	Yes	Yes, through one connection
Keeps proper books, not just a list of payments	Yes	No, it only sees its own transactions	If you get the accounting right	Yes, books that always balance
Keeps money held for others separate	Only with manual workarounds	No	Months of specialist work	Yes, by design
Collects, follows up and pays suppliers	Partly, often US-centric	Collects, with their fees; no follow-up or bills	A year of work and licensing questions	Through licensed Canadian providers, at cost
Works with the accountant's own software	It is the accountant's software	Exports, usually re-typed	Another integration to build	Clean monthly entries, no re-typing
Time to offer money features	Never, it stays separate	Weeks, for payments only	A year or more	Weeks, for the whole money flow

Get started

Live in weeks, not quarters.

1A conversation. We walk through how your customers handle money today and pick a pilot customer together.
2A sandbox. Your team connects to a practice copy with fake money and a demo business already loaded.
3A first month. The pilot customer closes one real month with their accountant, and you go live.

Your developers can start today: the full technical reference is public.

Book a demo

Thirty minutes, your questions, no slides. Tell us your name and the platform you build, and we will reply within a business day.

Email hello@citaledger.com

Prefer to start with the practice copy? Ask for a sandbox key in the same email.