Dossier

Bookkeeping and finance.

Invoices in every format, typed in by hand, month-end a week late.

13 hrs

a month of data entry removed, projected.

200 invoices a month at 4 minutes each. A projection, not a measured result.

A 1980s accounts desk, adding-machine tape curling off the edge over a ledger of invoices — Keyed in twice, paid late once.

The piles we see here.

Month-end takes a full day.

Every invoice and receipt entered and coded within a day of arriving, so month-end is a review, not a hunt.

Someone types every invoice in.

Every invoice entered and coded within a day of arriving, waiting for one click. Overdue reminders send themselves.

Now

Invoices and orders, entered.

Invoices and purchase orders arrive by email in every format. The AI reads each one, codes it, and queues it in QuickBooks, Xero or your order system for approval.

See the operation

Invoice entry logtoday

10:15	an invoice arrived in a client's shared inbox: a software subscription (PDF)	read
10:15	vendor matched in the client's file; GL code 6310 Software; HST parsed	coded
10:16	queued in the client's QuickBooks as a bill awaiting approval	queued
10:31	a receipt photo arrived from a client's phone; the total is blurred	read
10:31	total read with low confidence; held for a person with the image beside the fields	flagged
11:02	invoice 2210 arrived a second time from the same vendor; held as a duplicate	waiting
14:05	the bookkeeper approved 14 bills across 3 client files	approved
17:00	day summary: 37 entered, 2 held, 1 duplicate	done

What the invoice entry system shows the person who reads the log. Example entries, invented.

Behind the curtain.

What a person sees

An approval queue, not a data-entry screen. Each bill shows the original beside the fields the AI filled. Approve, fix or reject.

What it may do alone

Enters and codes on its own; never approves, pays or sends. Duplicates and price mismatches are held.

Who answers for it

A named approver in the accounting system. The log keeps the source document, the fields and who approved.

Whose work changes

The bookkeeper approves and handles exceptions. Month-end starts with the books already current.

Review list2 waiting

total read with low confidence; held for a person with the image beside the fieldsDecide
invoice 2210 arrived a second time from the same vendor; held as a duplicateDecide

day summary: 37 entered, 2 held, 1 duplicate

What a person reads each morning: the few items the system was not sure about, and what it did. Example, invented.

These four questions are our doctrine. They are answered in writing for every system before it runs.

Less paperwork.

Book a free 30-minute call. We'll run the maths for bookkeeping and finance with your numbers.

Book my free call