An accounts team that runs on AI
Your books, up to date every morning.
Supplier bills are read, checked and entered the day they arrive. Customers get their invoice with a page to pay it, and a friendly call when it runs late. The bank is reconciled daily and the month closes on time. Nothing gets paid until a person says yes.
This page is an illustration of what a department could hand to AI. The company, the people and the documents are made up. What we deliver is set out further down.
- Payables
- Receivables
- Expenses desk
- Bookkeeper
- Reporting
- Payables Codes it to office supplies and enters it in the booksLocal
- Payables Matches it to purchase order 2231 and Monday's delivery receiptLocal
- Payables Reads the bill: $612.40 for 40 cases of copy paperLocal
Your new team
Meet your
AI employees.
- PayablesReads supplier bills, matches them and prepares payment runs.Full time
- ReceivablesSends customer invoices and follows up on what is owed.Full time
- Expenses deskChecks staff receipts against the expense policy.Full time
- BookkeeperReconciles the bank and runs the month end close.Full time
- ReportingAnswers spend questions and explains the numbers.Full time
An illustration that plays on this page
How the work
could flow.
Work comes in by email, phone and forms, an AI picks up the routine part, and anything that matters waits for a yes from a person. It is a simulation, so nothing here touches a real system.
- Handled today
- 0
- Things made
- 0
- Waiting for a person
- 0
- Minutes per case
- 0.0
Coming in
- PayablesReads supplier bills, matches them and prepares payment runs.
- ReceivablesSends customer invoices and follows up on what is owed.
- Expenses deskChecks staff receipts against the expense policy.
- BookkeeperReconciles the bank and runs the month end close.
- ReportingAnswers spend questions and explains the numbers.
Made just now
Finished work lands here: letters, calls, videos, pages. Each one made for one person.
The department runs by itself. Work comes in and the AI team handles it. Anything that needs a person goes to the tray below.
Waiting for a person 0
Nothing waiting. Offers, exceptions and anything unusual come here for a yes.
What just happened
An illustration on a fast clock. The people, the company and the documents are made up. The kinds of work, where each step runs and what waits for a person are how we set these departments up.
Examples, made up
The kind of thing
AI can draft.
Illustrations of drafts an AI can prepare for one person, with their name and their details. Press play on the call, the voice note and the video. Click the document to read it.
- AIHi Rosa, this is the AI assistant for the accounts team at Your Company. I'm calling about invoice 1031 for the coffee machine service. Is now an okay time?
Voice call. Calls Rosa about the overdue invoice
Making the video
Video message. Makes Martin a short video that explains September in plain English
Hi Tom, it's the accounts assistant at Your Company. Just a quick reminder that invoice 1046 for $640 was due on the 8th. I know you normally pay right on time, so it may have slipped through. The link to pay is in the text that came with this message. Thanks, and have a good day.
Voice note. Sends Tom a short voice note with a link to pay
Invoice 1052 for Cedar Ridge Builders
Hi Paul. The warehouse shelving job is done. Here's what's owed and the easiest ways to pay.
Get startedWeb page. Makes Paul a page where he can see the invoice and pay it
October expenses, Andre
- ✓Client dinner, $142.60: approved
- ✓Parking downtown, $18.00: approved
- ✓Mileage, 84 miles: approved
- Hotel receipt for the 9th: still needed
App screen. Approves it inside policy and adds it to his expense report
Document. Writes Martin a one page summary of the run
- From
- payables@yourcompany.com
- To
- joan.mercer@harborpaper.com
Bill HP-8817 received and scheduled
Hi Joan, thanks for bill HP-8817 for $612.40. It matches our order and the delivery we signed for on Monday.
It's scheduled for our payment run on Thursday, October 22, by bank transfer to the account we have on file.
Email. Tells Joan the bill is approved for the next payment run
- Accounts AIAI
Morning Carmen. 46 of yesterday's 48 bank lines are matched. Two need you: an $86.19 card charge with no receipt, and a $310 transfer in with no reference.
- Carmen Diaz
The $86 is printer ink, I'll snap the receipt. The $310 is the deposit from the Hendricks event.
- Accounts AIAI
Thanks. I've coded the $310 as an event deposit and I'll match the ink once the receipt is in.
Team chat. Asks Carmen about the two lines in team chat
Spreadsheet. Updates the reconciliation sheet and marks the 2 it could not match
Who stays in charge
The AI does the work.
A person decides.
- Every payment run is approved by a person before any money leaves the bank.
- Refunds, write offs and credit notes are prepared by the AI and decided by a person.
- If a supplier's bank details change, a person confirms it by phone before anything is paid.
- Anything unusual, like a bill with no order or an expense over policy, goes to a manager.
- Bank feeds, the ledger and staff expenses stay on the AI computer in your office.
What it takes
You see one AI employee.
Underneath, we build all of this.
A role that runs on its own is a piece of engineering. It touches your old software, your logins, your money and your clients, and it has to keep working after the day we hand it over.
- The role, mapped step by stepEvery task, every exception and every person it touches, written down before we build.
- Your desktop programsDeskVNCThe agent works old Windows software and remote desktops the way your staff do.
- Portals with no APIBrowserGlassCarrier, county and supplier sites, with saved logins and a person able to take over.
- Reading every documentInvoices, forms and emails read, checked against your records and flagged when they disagree.
- Approval gatesMoney, clients and filings stop for the person you name, with a clear yes or no.
- Fraud and control checksBank detail changes verified by callback, bills checked for duplicates, duties kept separate.
- A recording of every runWatch what the AI did on screen, step by step, whenever you need to check.
- Private models on your hardwareWe choose, install and tune the AI on a machine you own, so your files stay in the office.
- A sandbox on every machinePsrootAgent work runs walled off from the rest of the computer.
- Watching it day and nightStuck work, failed logins and odd results raise an alert on our side.
- Upkeep when software changesScreens move and vendors update. We adjust the agent so the role keeps running.
- Credentials kept safePasswords held in a vault, never pasted into a chat, and access limited to what the role needs.
- The first task of the role, built into your own programs and portals, tested on your data before it goes live.
- from $3,500
- Each further task in the same software, until the whole role runs end to end.
- $2,500 to $5,000
- Care, a month: we watch it and adjust it when your software changes.
- from $400
- Private AI on a machine you own, so the role runs in your office. The machine at cost.
- from $6,500
Hire this department,
one AI employee at a time.
We map how the work is done today, build the first task to a written quote and test it on your own data before it goes live. Then the next task, until the whole role runs end to end.