The invoices post themselves. Month-end stops eating the month.
We design, build and run the automation layer for your finance function — invoice capture, extraction, three-way matching, ledger posting and reporting that execute themselves, with AI reading the documents a human used to re-key. Xero, QuickBooks or Sage stay exactly where they are.
Your finance function runs on re-keying and chasing.
Every invoice, receipt and remittance that arrives as a PDF becomes manual work — typed in, coded, matched by eyeball and chased by email. If your month-end depends on someone's late nights, this is the page for you.
Invoice re-keying
Supplier invoices arrive by email and get typed into the accounting system line by line.
Cost · Hours a week lost to data entry — and every re-key is a mis-coded expense or a wrong VAT rate waiting to happen.
Three-way match by eyeball
Someone lines up the purchase order, the goods receipt and the invoice by hand — when they match at all.
Cost · Overbilling and duplicate invoices slip through; genuine mismatches take days to untangle.
Chasing aged debtors
Credit control is a spreadsheet and a weekly round of copy-pasted reminder emails.
Cost · Cash sits in other people's accounts because chasing is nobody's actual job.
Reconciliation backlog
Bank feeds, supplier statements and the ledger disagree, and matching them is a monthly archaeology dig.
Cost · You never quite know your true cash position until weeks after the fact.
Month-end crunch
The close means accruals, journals and reports assembled by hand under deadline pressure.
Cost · Ten days of every month spent looking backwards instead of running the business.
No audit trail
Nobody can say who coded an invoice, why a payment was approved, or where a number came from.
Cost · Every auditor question — and every VAT return — becomes an investigation instead of a lookup.
From inbox to posted ledger entry — without a keyboard.
This is the anatomy of every finance document we automate. Select a stage to see exactly what happens while your team gets on with real work.
Document captured
Every invoice arrives into one governed pipeline.
What happens here
- Email inboxes, supplier portals, scanned paper, expense apps — every channel feeds the same flow
- Duplicate detection at the door: the same invoice sent twice never enters twice
- Each document fingerprinted and logged with source and timestamp for the audit trail
- Non-invoice attachments — statements, remittances, credit notes — routed to their own paths
In practice
A supplier emails invoice INV-4471 at 09:14. It's in the pipeline, deduplicated and time-stamped before anyone has opened the inbox.
Strategy first. Then architecture. Then the build.
Finance automation that sticks is a designed system, not a plugin. We run the same disciplined path on every engagement.
- 01PHASE 1 / STRATEGY
Map the finance reality
We sit with the people who process the invoices and run the close, and map how the money paperwork actually flows — including the workarounds. You get a prioritised automation map: what to automate first, what each process costs you manually, and the number each should move.
- 02PHASE 2 / ARCHITECTURE
Design the automation layer
Capture channels, extraction rules, match tolerances, coding logic, VAT treatment, approval thresholds and exception paths — designed on paper and signed off by you before anything is built. Where AI reads or codes, its limits are part of the design.
- 03PHASE 3 / BUILD
Build and battle-test
We build on production-grade orchestration, wire it to your accounting system and banks, and test against months of your real historical invoices — including the scrappy scanned ones — until it handles your actual documents, not the demo set.
- 04PHASE 4 / LAUNCH
Launch with a safety net
New flows run in shadow mode first — processing alongside your manual routine so you can compare every posting line by line. Then we cut over one document type at a time. Nothing touches your live ledger until you've seen it be right.
- 05PHASE 5 / OPERATE
Monitor and extend
We watch the exception rates, tune the tolerances, and extend the layer to the next process on the map — AR chasing, expenses, month-end journals. You get a monthly report in hours saved and errors prevented — not vanity metrics.
Automation your accountant will sign off.
The point of automating your finance function is trusting the numbers more, not less. Every entry is governed, observable and reversible.
You approve every rule
Coding logic, match tolerances, VAT treatment and approval thresholds are written with you and signed off before launch. The system never improvises policy with your ledger.
Humans own the exceptions
Mismatches, new suppliers and low-confidence extractions route to a named person with the document and the discrepancy attached. Payments are only ever released by a human.
Every entry auditable
Source document, extraction, match, approval and posting logged for every single entry. Any figure in your accounts traces back to its paper in one lookup.
Your data stays yours
Flows run against your systems with scoped credentials. No training on your financial data, and data processing agreements as standard.
Production orchestration, not an OCR plugin.
The difference between invoice software you correct and a finance layer you trust is engineering: idempotent postings, retries with backoff, tolerance-bounded matching, versioned coding rules, and hard guardrails on what AI may decide alone. That's the layer we build.
- Built on production-grade orchestration — observable, versioned, testable
- Idempotent by design: replaying a document never posts a duplicate bill or double-pays a supplier
- AI extraction and coding bounded by confidence thresholds and your chart of accounts
- Failures retry, then alert a human — a stuck invoice never dies silently in a queue
- Postings documented and searchable: every 'where did this number come from?' is one query away
A running finance layer — not a diagram.
The engagement ends with your documents flowing to the ledger in production and your team trained to own it.
Live document pipelines
AP, AR and expense flows running in production — capturing, extracting, matching and posting to your ledger without manual relays.
Integration layer
Robust connections to Xero, QuickBooks or Sage, your banks, inboxes and approval channels — with scoped credentials and documented data contracts.
Coding & control rulebook
The documented logic: coding rules, match tolerances, VAT treatment, approval thresholds, and who owns each exception path.
Finance analytics & audit trail
A monthly view of documents processed, hours saved, exception rates and close times — with every entry traceable to its source document.
What your finance function looks like afterwards.
The point isn't fewer keystrokes — it's a ledger you trust and a close that doesn't hurt.
Invoices posted in seconds
From inbox to correctly coded ledger entry the moment a document arrives — not when someone gets to the pile.
Re-keying eliminated
Every figure entered once, by extraction, and verified by match. The typing retires.
Mismatches that surface themselves
Overbilling, duplicates and price creep are caught by the three-way match — not discovered at year-end.
Cash that comes in on time
Aged debtors chased systematically, every time, in your tone. Credit control stops depending on someone's memory.
A close measured in days
Reconciliations run continuously, so month-end is a review — not a ten-day reconstruction.
A finance team doing finance
The hours that went to data entry and chasing go back to forecasting, margins and decisions.
Common questions about finance automation.
No — that's the point. Your accounting system stays the system of record, and your accountant keeps working exactly where they do now. We build the layer around it: capture, extraction, matching and approvals, posting clean entries in. Rip-and-replace is explicitly what this approach avoids.
Every extracted field carries a confidence score. High-confidence documents flow straight through; anything below the bar routes to a human with the original document alongside for a ten-second check. Nothing low-confidence is ever silently posted, and every correction teaches the rules. In practice most clients see the vast majority of routine invoices go through untouched.
It's built for them. Every ledger entry traces back through approval, match and extraction to the source document in one lookup — a stronger evidence chain than most manual processes. VAT treatment is applied by explicit rule, and the coding logic is a signed-off document your accountant can review, not a black box.
That's what the build phase is for. We test against months of your real historical documents — the crumpled scans and the strange layouts included — before anything goes live. AI extraction reads layouts rather than relying on templates, and multi-currency and non-standard formats are part of the design, not an afterthought.
No money moves without a human. The layer prepares payment runs to your terms and thresholds, and generates the remittances — but release is always a named person's click. Approval limits, segregation of duties and the full audit trail are designed in from day one.
Typically 3–6 weeks from strategy call to the first document type — usually AP invoices — posting in production, then we extend process by process. There's a build engagement, then a monthly run-and-improve cost. In the strategy phase we cost your current manual process, so the business case is explicit before you commit. If the maths doesn't clear, we'll tell you.
Find out what manual finance admin is costing.
A 30-minute call: we map your highest-friction finance process, show you what the automated version looks like on your ledger, and give you a straight answer on whether the maths works. No obligation.