01
AP staff re-keying supplier bills
Bills arrive as PDFs, photos and email attachments, and each one is typed into the ledger by hand.
In-house finance teams
AI automation for in-house finance teams
Close routine finance tasks with fewer manual steps.
We connect finance documents, approvals and accounting software to reduce repeat entry, speed up internal hand-offs and prepare clearer reporting, without removing your financial controls.
No upfront consultation fee. Free discovery and a free tailored proposal.
Supplier bill to approvalExample run
- Bill capturedSupplier PDF from the AP inbox
- Matched to the POSupplier, quantities and amounts compared
- Exception flaggedOne line differs from the purchase order
- Manager approvalRouted by amount and cost centre
Where this helps
The money keeps moving. The manual steps hold it up.
Built for in-house finance and accounting teams looking after their own company's books, not a multi-client bookkeeping practice.
See what changes for each team ↓
02
Approvals that stall in inboxes
Bills and expense claims wait for a manager to notice them, so suppliers chase and month-end slips.
03
Accountants matching by hand
Payments, bank lines and invoices are reconciled line by line, and mismatches surface late.
04
Finance managers waiting for numbers
Cash, receivables and spend are stitched together in spreadsheets after the close, not while decisions are being made.
Workflows we automate
Finance workflows, with your controls intact.
The top workflows for in-house finance teams, connected to the accounting system and approval rules you already have. Pick a team to see what changes day to day.
- Bills read from the AP inboxSupplier, dates, amounts, tax and lines are extracted from each bill and prepared as a draft with the source.
- Matched to the PO and delivery noteQuantities, prices and tax are compared, and any difference is flagged for a person to resolve.
- Drafts until finance approvesBills are prepared as drafts in Xero, QuickBooks or AutoCount and finalised only after approval.
TriggerA supplier bill lands in APPDF attached to the email
ActionSaved with the sourceSupplier matched to the vendor recordAILines compared with the POOne price differs from the order
Your teamAP resolves the differenceBefore the bill goes for approval
ActionDraft bill createdWaiting for approval to be finalised- Routed by your approval matrixEach bill or claim goes to the right approver by amount, supplier or cost centre.
- Sign-off chased for youApprovers get reminders on Slack, email or WhatsApp, so fewer bills stall in an inbox.
- A record of who approved whatEach decision is logged with the approver, the time and the source document, ready for audit.
TriggerA draft bill is readySupplier, amount and cost centre knownAIBill summarised for approvalKey lines and any PO differences
ActionSent to the right approverBy amount, supplier or cost centreYour teamManager approves or queriesReminded if it waits too long
ActionBill finalised, approval loggedWho approved it, and when- Payments matched to invoicesGateway, ledger and bank data are matched where your bank or platform gives access, such as Stripe or PayPal.
- Exceptions listed, not fixed silentlyUnclear references, possible duplicates and failed syncs go to a named person with the source attached.
- Accountants clear what is leftSuggested matches for unclear lines wait for an accountant, and open items are listed for the close.
TriggerThe month-end checklist startsClose tasks for the period opened
ActionPayments and bank lines pulledWhere your bank or platform allowsAIMatches suggestedFor unclear payment references
Your teamAccountant resolves exceptionsFlagged items cleared by a person
ActionMatched records updatedOpen items listed for the close- Dashboards that refresh themselvesRevenue, receivables, payables, cash flow and ageing refresh from your systems, not a spreadsheet rebuild.
- Numbers while decisions are madeFinance managers see cash and spend during the month, not only after the close.
- Month-end becomes reviewThe numbers are already assembled, so the close is spent checking them rather than rebuilding them.
TriggerLedger data refreshedReceivables, payables and cash
ActionDashboard updatedRevenue, cash flow and ageingAISummary writtenWhat moved since last month
Your teamFinance manager reviewsBefore the numbers are shared
ActionReport in the inboxReady for the management team- Optional: invoices from ordersWhere it helps, invoices are raised as drafts from orders or timesheets for your finance team to check.
- Polite reminders in your toneOverdue customers get email or WhatsApp reminders, with escalation steps your team approves.
- Disputes go to a personAccounts with a dispute or a recent payment are held back for finance to decide, often with a call.
TriggerAn invoice passes its due datePicked up from your accounting systemActionPayments and disputes checkedBefore anyone is chasedAIReminder draftedIn your agreed tone
Your teamFinance confirmsAccounts needing a call held back
ActionReminder sent, activity loggedOn email or WhatsApp, per account
Our work
Finance workflows, live and mapped out.
A live AutoCount invoice system for a Malaysian accounting firm, plus solution showcases for bank reconciliation, MyInvois submission, client documents and job-to-invoice.
Client workAll client workView all →
Accounting firm · AutoCountHow an Accounting Firm Saved 100+ Hours a Month with AI Automation1,500invoices processed a month~5 min → <1 minper invoice, including reviewRead the case study →
Private credit · Company intelligenceHow a Private Credit Firm Researches a Target Desk in About 7 Minutes~7 minper target firm193qualified contacts in the first seven runsRead the case study →
Solution showcasesAll solution showcasesView all →
Finance & Accounting
Bank reconciliation automation for AutoCount and Xero
Bank lines matched to invoices and ledger entries by your rules, with exceptions queued for finance to approve.
See the workflow →
Finance & Accounting
MyInvois API integration for AutoCount and ERPs
Invoices pulled from AutoCount or your ERP, checked, submitted to LHDN by API, with rejections sent to staff.
See the workflow →
Accounting Firms
Client portal for accounting firms on WhatsApp
Checklists and reminders on WhatsApp, files filed by client and period, missing items handed to staff.
See the workflow →
Field Services
Field service management software: job sheet to invoice
Completed job sheets, photos and sign-off become a draft invoice the same day, with extras approved by a supervisor.
See the workflow →
Scope and cost
Tailored scope, private quote.
Start with a free discovery consultation. We prepare a tailored initial plan and proposal with a private quote before any build starts. These are the factors that shape it.
Accounting and payment tools we often connectXero
QuickBooks
AutoCount
MYOB
Sage
ZohoStripe
PayPal
WiseGoogle SheetsGoogle DriveGmailWhatsApp
XeroQuickBooksAutoCountMYOBSageZohoStripePayPalWiseGoogle SheetsGoogle DriveGmailWhatsAppDocuments and volumes
Supplier bills only, or claims, purchase orders, delivery notes and statements, and how many arrive each month.
Accounting system and access
What your accounting platform's API or import route allows, and who can grant access.
Approval rules
Amount thresholds, cost centres, delegation and audit needs shape the approval flow we build.
Bank and payment data
Bank feeds, statement exports or gateway data, depending on what your bank or platform provides.
Reporting needs
Which numbers, how often, for whom, and how far back the history needs to go.
Hosting and data handling
Your infrastructure or a managed server, and which AI providers are approved for financial data.
Control and data
Financial controls stay in place.
We agree these with you before anything goes live.
Approval before records are final
Bills, entries and payments follow your approval matrix. The system prepares and routes; your finance team approves before records are finalised in the accounting system.
Data handling and access
Access is limited to the accounts and documents each workflow needs, and bank data is used only where your bank or platform provides it. Data handling, AI providers and hosting are confirmed per project.
Exceptions, not silent fixes
Mismatches, possible duplicates and failed syncs are flagged to a named person with the source attached, rather than corrected automatically.
Guides
Guides on this
Solutions
Make ecommerce automation for orders and inventory
9 min read
Solutions
Turning Notion into your automated business hub with AI
8 min read
Guides
10 practical ChatGPT business use cases that save your team hours
9 min read
Guides
10 Zapier automations that save small teams hours
9 min read
All insights
FAQ
Finance automation questions.
Straight answers about scope, data, ownership and support. Can’t find yours? Ask us directly below.
What can AI automation do for my finance and accounting work?
It handles repetitive work that slows your team down: preparing and sending invoices, sending payment reminders, matching transactions, preparing ledger entries for approval and pulling together month-end reports. Your finance team keeps the controls and approvals, and spends more time on decisions.
Does it work with Xero and QuickBooks?
Usually, yes. We connect to Xero, QuickBooks and other accounting platforms where their APIs and your access permissions allow it, so the automation can read invoices, bills, contacts and transactions and work on live financial data. We confirm what each system supports during discovery.
Can it chase overdue payments for me?
Yes. The system tracks due dates and sends polite, personalised payment reminders by email or WhatsApp on your schedule, with escalation steps you approve. Your team decides when an account needs a personal call.
Can it raise and send invoices automatically?
Yes. It generates invoices from your orders, quotes or timesheets, applies the details and tax settings you have set up, and sends them with payment links once your approval rules are met. Your team reviews tax settings and anything unusual.
Can it reconcile transactions and cut manual data entry?
Yes. The system matches payments to invoices, syncs data between your payment gateways, bank data and ledgers where access is available, and flags exceptions for a human to resolve. It reduces manual matching and re-keying, and your team approves before records are finalised.
Can it help with month-end reporting and cash flow?
Yes. We build dashboards for revenue, receivables, cash flow and ageing debtors that refresh from your systems, so you can see the numbers without waiting for a month-end crunch.
Will it sync with my bank feeds and other tools?
Yes, where the systems allow it. We connect your accounting platform, payment gateways, spreadsheets and CRM so balances, invoices and client data update without manual re-entry. Bank feeds depend on what your bank or accounting platform provides, and sync failures or mismatches are flagged for review.
Is it safe, and do I stay in control?
You stay in control. You decide what runs automatically and what waits for your approval, records are finalised in your accounting system only after approval, and workflow actions are logged where the systems allow. We confirm data handling for each project, including which AI providers are used, their no-training terms where available, and where the system is hosted (your infrastructure or a managed server).
Can it help with tax and compliance prep?
Yes. It keeps records categorised, matches transactions as you go and pulls the figures your accountant needs, so period-end prep takes less manual effort. Your accountant or tax adviser remains responsible for tax and compliance decisions.
How much does it cost?
Cost depends on the volume, integrations and workflows you need. We discuss your process in a free discovery consultation, then provide a tailored scope and private quote in your proposal. We don't list one-size-fits-all project prices.
How is this different from your accounting firms page?
This page is for in-house finance teams looking after their own company's books: supplier bills, approvals, reconciliations and reporting. If you run a practice that does bookkeeping, accounts and tax for clients, see AI automation for accounting firms.
Can it connect directly to our bank?
Only where your bank or accounting platform provides access, such as bank feeds inside your accounting software or statement exports. We don't assume a direct banking integration, and we confirm what is available during discovery.
Have you built finance automation like this before?
Our published case study is for an accounting-firm client, not an in-house finance team: an AutoCount system that handles around 1,500 supplier invoices a month, cutting entry time from about 5 minutes to under 1 minute per invoice, with approved drafts created in AutoCount. Read the case study.
Next step
Let's map this workflow for your business.
The right solution depends on how your team works today, the software you use and where people need to stay in control. Start with a free discovery. We'll prepare a tailored initial plan and proposal, then quote implementation after we understand your requirements.
Related