Accounts payable
Supplier invoices are read from email, matched against purchase orders, and created as draft bills; anything that does not match goes to finance.
Finance and Accounting Automation
Invoice capture, reconciliation, payment reminders, and month-end reporting, connected to your accounting system with checks at every step.
How it works · From supplier invoice to matched bill
STEP BY STEP
In
Gmail- PDF invoice
- Purchase orders
- 1
Receive01
Invoice arrives in the finance inbox
INV-7712.pdf
- 2
Extract02
Supplier, lines, tax, and totals read
Total: 2,940.00
- 3
Validate03
Totals, tax, and duplicates checked
Checks passed
- 4
Match04
Compared with the purchase order
1 line differs
Human checkpoint
- 5
Post05
Draft bill created for approval
Draft in Xero
Out
- Accounting entry
- Approval trail
- Exception list
See how this would run on your own process, with your tools.
Book a free callThe problem
01
What this solves.
Invoices arrive as PDFs in an inbox, payments have to be matched line by line, and late payers are chased from memory. Month-end means days of spreadsheet work before anyone sees the numbers.
What changes
- Invoices captured and checked without retyping
- Payments matched, with only exceptions left to review
- Reminders sent on time, every time
- Month-end numbers days earlier
Use cases
02
What this looks like in practice.
Typical examples. Every build is scoped to your own process and systems.
Accounts receivable
Overdue invoices trigger polite reminders on a schedule you set, with escalation to a person after the final one.
Stripe reconciliation
Stripe payouts are matched to invoices and fees in the accounting system, leaving only true exceptions for review.
Scope
03
What we can build.
Capabilities
- Invoice and receipt capture
- Purchase order and three-way matching
- Bank and payment reconciliation
- Payment reminders and dunning
- Expense capture from email or chat
- Month-end management packs
How it works
Extraction uses AI, but every number is checked with deterministic rules: totals, tax, supplier, and duplicates. Nothing is posted as final without the approval rules you set.
Tools we commonly work with
Xero
QuickBooks
Stripe- Gmail
Google Sheets
Google Drive
OpenAI
Limits and human review
Calculations and postings follow your accounting rules, and approvals stay with authorised people. We do not give tax or accounting advice; your accountant signs off the rules.
Delivery
04
From first call to working system.
- 01
Discover
Days
- 02
Map
1–2 weeks
- 03
Design
Days
- 04
Build and test
2–6 weeks
- 05
Improve
Ongoing
You receive
- Capture and matching workflows
- Validation rules and exception queue
- Reminder schedule and templates
- Month-end report
- Runbook and handover
Workflows
05
Workflows in this service.
Each one has its own page with a diagram of how it runs.
Finance
Invoice capture and PO matching
Invoices read, matched to purchase orders, and created as draft bills.
See the workflowFinance
Bank and payment reconciliation
Payments matched automatically, leaving only true exceptions to review.
See the workflowFinance
Payment reminders and dunning
Polite reminders on schedule, with escalation to a person at the end.
See the workflowFinance
Expense receipt capture
Receipts sent by email or chat are read, coded, and ready for approval.
See the workflowFinance
Month-end management pack
A validated monthly pack with a written summary, ready on day two.
See the workflowFinance
Client document collection
Clients receive a checklist, upload once, and get reminded only for what is missing.
See the workflowFinance
Time and billing reconciliation
Logged time matched to projects and invoices, with unbilled work flagged weekly.
See the workflowFinance
Client onboarding and KYC checks
Documents collected, read, and checked for completeness, with a person making the final decision.
See the workflow
Questions
06
Common questions.
How accurate is invoice extraction?
AI handles varied layouts well, and validation rules catch what it misses. We test on a sample of your real invoices and agree a review threshold before launch.
Does it post directly to our ledger?
By default it creates drafts for approval. Direct posting is only switched on for cases you approve in writing.
Next step
What would you like to improve?
Tell us what is taking too much time, what is difficult to manage, or what you would like your systems to do differently. You do not need a technical specification to start.