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The workflow

How it works

You forward your receipts and invoices to your own Totalhost address. We keep your books, profit and loss, balance sheet and VAT up to date from there.

  1. 01 Forward
  2. 02 Read
  3. 03 Approve
  4. 04 Sealed

The journey

One receipt, all the way through

Every screen in this journey is an illustration of the interface. The real screenshots are below.

  1. 01 — Forward

    You forward the receipt.

    Every account has its own private address. Forward a receipt to it from your phone, the same way you would forward any other email.

    New message

    To
    k7f3q9tdxq@receipts.totalhost.fi
    Subject
    Cleaning, December

    ESIMERKKI SIIVOUS OY

    29.12.2025

    Siivous, joulukuu150,60

    YHTEENSÄ150,60 €

    sis. ALV 25,5 %30,60

    Veroton120,00

    receipt-4728.jpg · 248 kB

  2. 02 — Read

    It is read automatically.

    The date, the vendor and the total are read off the receipt.

    ReceiptReceived

    Date
    29 Dec 2025
    Vendor
    Esimerkki Siivous Oy
    Total
    150,60 €
    VAT
    30,60 €

    receipt-4728.jpg

  3. 03 — Approve

    A person checks it.

    We check everything you send us.

    ReceiptApproved

    Date
    29 Dec 2025
    Vendor
    Esimerkki Siivous Oy
    Total
    150,60 €

    Reviewed by Totalhost Approved for booking · 30 Dec 2025

  4. 04 — Sealed

    It posts, and it is sealed.

    The entry lands in double-entry books that are append-only and gaplessly numbered. Each entry carries a SHA-256 hash of the one before it, so the books are tamper-evident: a correction is posted as a reversal, never as an edit.

    Entry #11829 Dec 2025

    Cleaning — Apartment 2

    AccountDebitCredit
    5600Cleaning services120,00
    1763VAT receivable30,60
    2870Trade payables150,60
    Totals150,60150,60
    Hash
    70aebdd75b12c538…
    Prev hash
    e58ac055cd76c172…

    LedgerAppend-only

    #117Sealed

    Hash e58ac055cd76c172…

    #118Cleaning — Apartment 2150,60 €

    Hash 70aebdd75b12c538…

The steps

The same four, in words

  1. 01

    Forward

    Every account has its own private forwarding address. Send a receipt to it from your phone, the same motion as forwarding any other email.

  2. 02

    Read

    The date, the vendor and the total are read off the receipt automatically. This step gets the figures ready for a person to check.

  3. 03

    Approve

    We check everything you send us.

    A person checks the reading against the receipt.

  4. 04

    Sealed

    Once checked, the entry posts to the ledger and stays exactly as posted. Voucher numbers run without gaps, and every voucher carries a SHA-256 hash of the one before it, so the sequence shows if anything was ever slotted in or taken out. Correcting a mistake means posting a new voucher that reverses the old one. The original stays where it is.

The application

Step 03, in the app

One receipt, waiting for a person to check it.

A receipt open in the review queue in the app, showing its status, checksum and the OCR extraction panel.
What we see before approving an entry.

Each month

And then the period closes

The four steps above happen per receipt. Once a month there is a second rhythm, and you are not in it. It is shown in full on the month page.

  1. 01

    Everything for the period is gathered

    Every approved entry belonging to the period is brought together against the bank: your income, your costs, and the VAT on each.

  2. 02

    The VAT figures are worked out

    At the correct Finnish rates, including the 13,5 % accommodation rate in force since 1 January 2026. These are the figures that go into OmaVero, and we file them for you. On Complete we also watch OmaVero for what comes back.

    A person does that. There is no automatic connection to the Tax Administration.

  3. 03

    The period is locked

    Once the return is filed the period is closed, so what was reported cannot drift afterwards. A correction after that point is a new entry that reverses the old one, and it is visible as exactly that.

  4. 04

    The statements come out

    An income statement, a balance sheet, and each apartment's own profit worked out separately, so you can see which flat is carrying the others.

Getting started

What the first week looks like

Before any of the above can run, five things have to be true. Most of them need something from you, so they are worth knowing in advance.

  • We identify you. A bookkeeping service is required by law to establish who its client is, who acts for them, and who owns the company. This is the part people are not expecting, and it is the one step with no way around it: we cannot take you on without it.
  • We send you the order form, filled in. You check it and sign it. The agreement starts once you have signed, we have accepted it, and the identification above is complete.
  • You tell us the properties. Each apartment, its address, and whether you hold them privately or as a verotusyhtymä. This changes what correct looks like, so it is settled in the first week and holds all year.
  • You tell us your VAT position. Whether you are registered, and which filing period OmaVero has assigned you: monthly, quarterly or yearly. We do not guess this; it is yours and we ask for it.
  • You get an address and a login. Your own private forwarding address for receipts, and your own login to see the books. At that point step 01 above is live.

Questions

Things people ask

Do you file my VAT for me?

Yes. We work out the figures for the period at the correct rates and submit the return in OmaVero, using the Suomi.fi mandate you give us. A person does that. There is no automatic connection to the Tax Administration. On Complete we also read what comes back and escalate it to you when necessary.

Paying the tax is a separate act, and that one stays yours. We never move your money.

What if I have more than one apartment?

Each one is priced separately and, more usefully, each one is reported separately. Three apartments is three lots of the monthly price, and three profit lines you can actually take apart.

I hold the flats privately, not through a company. Is that a problem?

No. That is who we are for. Private ownership and a verotusyhtymä are both handled, and which one you are changes how the books are kept, so tell us at the start.

What happens at the year end?

We prepare your tilinpäätös from the books we have kept all year, and work out the figures for your tax return. Signing it is yours. Every service includes this; there is no separate year-end bill.

It depends on getting your material in time. A tilinpäätös and a tax return have statutory deadlines, and we can only meet them if the receipts and answers reach us before they fall due.

Do I find out what the apartment actually earned?

Once a year, yes. We take your own figures and set out what each apartment returned over the year: rental income net of VAT, what it cost to run, the result after loan costs, and the yield on the money you put in. A few clear lines you can read in a minute.

It reports what happened. It is not a forecast, and it is not investment advice.

What if I am not registered for VAT?

That is fine and common for smaller operations. Tell us and the books are kept accordingly. Whether you ought to be registered is a question about your own tax position, and that is not something we decide for you.

Who keeps the books?

We do. You send us your receipts, and we check everything you send us and keep your books from it. More about that.

What happens if I want to leave?

One month's notice, in writing, to the end of a calendar month. We hand over your books and your material. The detail is in the agreement.

Can you change something after it has been booked?

Not by editing it. That is the point. A correction is a new entry that reverses the old one, and both stay visible. It is what makes the books auditable, and it is described in full on the trust page.

Talk to us