Finance
Collections follow-up by risk
Overdue invoices are sorted by risk and each customer gets a reminder that fits their history, written in your tone and sent after a person signs off.
Agent
Finance · Automation
Invoice capture and posting
AI invoice processing for small accounting teams
Supplier invoices are read from the inbox, matched to the right supplier and account, and drafted as bills in Xero or QuickBooks for a person to approve.
01 today
The problem
Supplier invoices arrive as PDFs, photos and email bodies, and someone in the office types each one into the accounting system. Line items get keyed against the wrong account, duplicates slip through, and the pile grows whenever that person is on leave.
02 the run
What the AI does
- Step 1: Watches the accounts inbox in Gmail or Outlook and picks up every invoice attachment, including scanned PDFs and phone photos.
- Step 2: Reads the supplier, invoice number, dates, line items, tax and totals, and flags anything it cannot read clearly.
- Step 3: Matches the supplier to an existing contact and suggests account codes and tracking categories based on how past bills from that supplier were coded.
- Step 4: Checks for duplicates by invoice number and amount, and compares the bill against the purchase order when one exists.
- Step 5: Creates a draft bill in Xero or QuickBooks with the original file attached and a short note explaining each coding choice.
paused: waiting for a person to approve
03 human in the loop
Where a person approves
Your bookkeeper reviews each draft bill and approves it before it is posted. Anything flagged as a possible duplicate, a new supplier or a price change against the purchase order goes to a separate queue.
04 after
What changes
The bookkeeper stops retyping invoices and spends their time checking and approving. Bills reach the ledger sooner, so payables and supplier balances are current when you look at them.
Results from a real build
[CASE STUDY] We only publish results we can name and check with the client.
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Tell us how your business runs. We'll tell you where AI fits.
A free 30-minute call. You talk, we ask questions, and you leave with a few concrete ideas — or an honest answer that AI isn't the right fix yet.
Working with teams in the United States, United Kingdom and Australia.