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Operation

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.

The outcome

Every invoice in the accounting system within a day of arriving, coded, waiting for one click.

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

A day in the life.

Invoice entry logtoday
10:15an invoice arrived from a packaging supplier (PDF, French)read
10:15vendor matched to supplier record; GL code 5120 Materials; tax parsedcoded
10:16queued in QuickBooks as a bill awaiting approvalqueued
10:31a purchase order arrived from a regular retail customer; 6 lines readread
10:31line 4 unit price differs from the price list by 12%flagged
10:31order entered on hold; flag sent to the order deskwaiting
14:05the controller approved 9 bills in one clickapproved
17:00day summary: 23 entered, 1 flagged, 0 duplicatesdone
What the invoice entry system shows the person who reads the log. Example entries, invented.
Review list2 waiting
  • line 4 unit price differs from the price list by 12%Decide
  • order entered on hold; flag sent to the order deskDecide
day summary: 23 entered, 1 flagged, 0 duplicates
What a person reads each morning: the few items the system was not sure about, and what it did. Example, 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
  • line 4 unit price differs from the price list by 12%Decide
  • order entered on hold; flag sent to the order deskDecide
day summary: 23 entered, 1 flagged, 0 duplicates
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.

Briefings answered.

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.

Purchase orders arrive as PDFs.

Every purchase order entered within an hour of arriving, with price and stock mismatches flagged before anything ships.

See this run on your files.

Book a free 30-minute call. We'll walk through this operation with your own documents, calls or prospects.

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