AI Journal Entries is perfect for complex or repetitive entries - like payment processor exports, loan docs, or HUD/ALTA settlement statements - that take too much time or mental effort to recreate each month.
It’s also a great way to delegate journal entries to junior staff: just save a prompt, verify it once, and let someone else handle it going forward.
Video Overview
How to Post a Journal Entry Using AI
1) Upload your reference document
Go to the Client Uploads section from your client's close page
Add your document
Click Add a file and upload the relevant document (e.g., a loan statement) or
Forward your document via your client's receipts e-mail address
Double will automatically scan the file
2) Open the File in Transaction Review
Once the file is scanned, click the filename to open it.
In the Transaction Review screen, select Journal Entry as the transaction type.
3) Apply or Create an AI Prompt
Our journal entry prompt is pre-built with everything the AI needs to know to post an accurate journal entry
All you need to do is describe which data to reference and how the numbers should be mapped to accounts, classes, locations, vendors, and customers.
In the prompt builder, you can:
Enter a new prompt: Describe in detail how the transaction should be mapped.
Browse and apply a saved prompt: Great for recurring entries where you've crafted a great prompt and can use it each month as the latest document comes in.
💡 You don’t need a perfect prompt on your first try; you can revise it after generating the journal entry if needed.
4) Map Additional Fields (Optional)
If classes or locations are enabled for the client, check the box(es) to include class and/or location mapping.
You can also map vendors and customers by line item directly in your prompt.
5) Generate the Journal Entry
Once you're happy with a draft of your prompt, click Generate.
The journal entry may take up to a minute to process - you can leave it running in the background and come back to it if you don't want to wait.
6) Review and Post
Review the generated line items carefully:
Accounts
Vendors or customers
Amounts
Classes (if used)
Locations (if used)
Description
If you need to make changes, you have the following options:
Update the prompt until it gets it right - this is recommended, so you can save and reuse a more accurate prompt.
Directly edit the journal entry.
If everything looks good:
Click the thumbs up to approve - this provides us with feedback and helps our AI get smarter!
Click Post to sync the journal entry to QBO!
Reuse previous prompts
For recurring entries, upload the latest document and:
Go to Journal Entries
Apply your previously saved prompt
If you have a new document type, create a new prompt and save it with a clear name.
Now you’re ready to use AI to simplify your journal entries every month. Save time, reduce errors, and make handoffs easier within your team.