What Vortex Sync does

Everything a small business needs to keep its books, and a way for your other software to keep them current.

The ledger

  • Double-entry accounting, with balance enforced by the database itself
  • Posted entries can’t be edited or deleted; corrections are reversals and new entries
  • Monthly periods with soft and hard close, and a recorded reason for reopening
  • A month-end checklist and summary that show what’s still open and how the month came out
  • A chart of accounts you can change, and an audit log of who did what

Invoices and bills

  • Create invoices and enter bills, with tax, shipping or freight
  • Record full or partial payments against the bank account they moved through
  • Void a document, or mark a payment as bounced and reopen what it paid
  • Bills can receive inventory, at average cost including freight
  • Accounts receivable and payable aging
  • Enter many already-paid expenses at once, each recorded as its own entry
  • Pay bills by bank transfer Coming soon
  • Approval steps before a bill is paid, by amount

Expenses

  • Connect your credit cards as well as your bank accounts
  • Upload a receipt, or scan it with your phone’s camera, and keep the original
  • Receipts link to the debit, credit or ACH payment that went out from your account
  • See which transactions are missing a receipt
  • AI reads each receipt and suggests the category
  • Track business mileage at the IRS standard rate, and record reimbursements in the books
  • AI suggests an account for every bank and card transaction, for you to review

Payroll and HR, with Payroll Genie

  • Full-service payroll that posts to your books, with direct deposit, pay cards and checks Coming soon
  • Off-cycle, bonus and commission runs, with multiple pay rates and locations Coming soon
  • Federal, state and local payroll tax filing, including W-2, 1099-NEC, 941 and 940 Coming soon
  • Garnishments, child support and new-hire reporting Coming soon
  • Tip and overtime tracking for the One Big Beautiful Bill Coming soon
  • Geofenced time clock, timesheets, and break and meal tracking Coming soon
  • Add employee time to invoices Coming soon
  • Shift scheduling, overtime alerts, and PTO accruals and approvals Coming soon
  • Benefits enrollment, ACA and COBRA administration, and workers’ comp Coming soon
  • Digital onboarding, e-signatures and document storage Coming soon
  • Employee self-service with pay stubs and tax documents, on a mobile app Coming soon
  • Performance reviews, surveys, team messaging and an approvals inbox Coming soon
  • A compliance assistant, state registration tracking and a paycheck calculator Coming soon
  • AI payroll report builder, and cash-flow forecasts with what-if scenarios Coming soon

Projects and job costing

  • Tag entries by project, and filter reports by it
  • Project profitability, with shared costs allocated to each project
  • Job costing: labor, materials and other costs by job, with estimated against actual
  • Project management, with projects set up automatically Coming soon
  • Financials for construction businesses Coming soon

Planning and insights

  • Budgets by month for every income and expense account, started from last year’s numbers if you like, and a budget-to-actual report
  • Scenario planning and forecasting Coming soon
  • Customizable dashboards of KPIs with targets and 12-month trends, shared with your team or just for you, including data from other systems such as headcount or appointments
  • Monthly profit and loss insights that show what moved and why, and alerts with a recommended next step, by email if you like
  • Anomaly detection, AI cleanup and ongoing checks of your books Coming soon
  • An annual check-in on your books, with an action plan Coming soon
  • Two-way sync with Excel Coming soon

Taxes

  • Map accounts to tax lines
  • Flag vendors who need a 1099
  • A 1099 report of what you paid each flagged vendor in the year
  • 1099 e-filing Coming soon
  • Sales tax rates by agency, charged on invoices, with exempt customers and items
  • Sales tax owed per filing period from your books, checks before you file, and recorded returns
  • Quarterly tax estimates Coming soon
  • Help finding deductions Coming soon

Banking and reconciliation

  • Upload CSV or OFX statements, with a check that the file adds up
  • Duplicate lines are caught before they reach your books
  • Match bank lines to existing entries, or post them to an account
  • Save rules so similar transactions post on their own
  • Reconcile to your statement, with a plain explanation of any difference
  • Connect your bank securely for owner verification and daily transactions, with up to 12 months of history
  • Ask Sync to find a reconciliation difference, with hints for swapped digits and amounts on the wrong side

Robust, customizable reports

  • Income statement, balance sheet, cash flow, trial balance, general ledger and aging
  • Choose your own dates, on an accrual or cash basis
  • Filter by location, department or any other way you tag your books
  • Split the income statement by month, quarter, location or department
  • Download as Excel or PDF

Subsidiaries and business units

  • One login for the parent company and every subsidiary
  • Drill down into any company’s own books, team and reports
  • Track business units inside a company by location or department, and report on each
  • Roll up financials across subsidiaries, with a column per company and a combined total
  • Each additional entity with its own EIN is 50% off its subscription

Moving in

  • Import from CSV or Excel: chart of accounts, customers, vendors, items with stock, trial balance, open invoices and bills, and past transactions
  • Nothing specific to any one system, so it works from wherever you are today
  • A review of every question and check before anything goes live
  • Undo a wrong trial balance or a file of past transactions
  • A chart of accounts to start from for your kind of business
  • Guided setup with AI: describe your business, Sync suggests your accounts, then connect your bank and see your first income statement

Team and security

  • Roles for owners, admins, accountants, bookkeepers and read-only users
  • An authenticator code required for everyone, with one-time recovery codes
  • Each business’s data kept apart by rules in the database
  • API keys stored only as hashes, and limited to what they’re allowed to do
  • Custom roles and permissions Coming soon
  • A mobile app Coming soon

Integrations

  • Built to connect with the platforms and vendors your business already uses
  • A public REST API with an OpenAPI description, open to any platform or vendor
  • Point of sale, payments, payroll and inventory systems can post sales, payouts, payroll runs and stock movements, once the owner approves the connection
  • Posting rules turn each event into a balanced entry, or hold it for review
  • Signed webhooks, and safe retries that can’t post twice
  • If a system can export a CSV or Excel file, you can bring its past transactions in

Customer service

  • Chat with our AI support agent any time, day or night
  • Ask for a live representative from 9am to 5pm Pacific, Monday to Friday, and we’ll email you when they reply
  • We strive to resolve every question swiftly
  • Priority support and training Coming soon

Sync, your AI agent

  • Ask Sync about your business in plain English, and get answers from your own numbers
  • It reads your books, reports, customers, vendors, items and bank activity
  • It sees only what the person asking is allowed to see
  • Ask it for a correction or an accrual and it drafts the journal entry for a person to approve; it can’t post anything itself

Other AI assistants

  • Connect an assistant such as Claude through MCP, with sign-in and your approval for one business
  • It can read your books and run reports
  • It can suggest journal entries, and it can’t post anything: a person approves each one
  • Disconnect it at any time
  • AI that sets up your books from a description of your business, and helps find reconciliation differences
  • Workflow automation and recurring tasks Coming soon
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