100+ invoices a day. Two entities. Zero manual reconciliation.

Everyset is a background casting and payroll vendor for major film and TV productions. It pays background actors — union and non-union — invoices the production for the full passthrough, and keeps its service fees. Because the gross payroll is not Everyset's revenue, every single invoice requires a matching journal entry that reverses the passthrough out. At 100+ invoice packages a day, each running 120 to 180 pages, a three-person accounting team was spending entire days downloading PDFs, cross-referencing against payroll runs, and manually keying both an invoice and a journal entry into the correct QuickBooks company.

The core risk was structural: a balanced-but-wrong journal entry looks correct in QuickBooks. Without automated reconciliation against the actual payroll data, errors compound silently — wrong entity routing, dropped tax lines, miscalculated workers' comp — and nobody knows until month-end close, if ever.

• Daily invoice collection: finalized invoice packages are collected automatically every morning, organized by production and pay period. No manual downloads, no missed documents.
• Payroll reconciliation: each invoice is matched against actual payroll data — gross amounts, tax breakdowns, workers' comp charges, fee calculations. Seven distinct checks run per invoice. Discrepancies are flagged for human review, never silently corrected.
• Multi-entity routing: invoices route automatically to the correct QuickBooks company (union or non-union) based on their characteristics. No manual selection, no wrong-company posts.
• Simultaneous journal entries: for every invoice, the matching journal entry generates at the same time — reversing the passthrough so only Everyset's fees land in revenue.
• Human-in-the-loop approval: the entire daily batch requires explicit human sign-off before anything posts to QuickBooks. The system defaults to "don't post" — silence fails closed.
• Idempotent processing: partial failures resume where they left off without duplicating work. Re-runs are safe by design.

Revenue recognition is handled correctly by design — passthrough payroll never hits the income statement. The system catches discrepancies that balanced entries hide, surfacing mismatches the same day instead of letting them compound through close.

A passthrough-payroll business needs every invoice and every journal entry to agree with the actual payroll run, not just with each other. Automated reconciliation against ground truth is the only way to catch the errors that balance.