Finance admin checks with AI, in order: start with a file and no access, end with a monthly service

How to use this order

Start at step 1 and stop at the first step that fits your problem. Each step asks for more access than the one before, so the cheapest and safest jobs come first. This is an authored order, not a vendor procedure, and a named person at your business decides every money question and switches anything live on.

Step 1: jobs that need only a file

Each of these takes a redacted export or a set of documents and returns a list or a table. No login and no live system is involved, and nothing is sent or posted.

• Sort a column of card narratives or supplier names into your categories.
• Find the subscriptions and repeating charges in 12 months of card and bank lines.
• Build a register of contract renewal dates with the clause quoted.
• List suppliers who usually bill you but have no bill this month.
• Test a cash-flow forecast against a simple baseline.
• Put the data terms of your AI tools in one sourced table.

Step 2: reading documents, with a tie-out

Reading a PDF or photo is where errors start, so these jobs are tested on documents you label and tied out to a number that must agree. Doubtful fields are held for you, never guessed.

• Check supplier statements against your ledger.
• Turn receipts into expense lines tied to the card statement.
• Propose allocations for customer payments from remittance notices.
• Read handwritten and faded receipts, holding every doubtful field.

Step 3: checks before money moves

These return a list of things noticed for a second person to look at before a payment, a claim, a posting or a payroll run is approved. None of them says "cleared".

• Check a payment run for duplicates and changed bank details.
• Make an evidence pack for each new supplier.
• Check expense claims against your written policy.
• List unusual ledger entries, tested on entries your reviewer plants.
• Get a payroll input checker that you run yourself, on made-up files we test it on.

Step 4: drafts for a person to send

The system drafts; your people read, change and send. Every figure in a draft is checked by script against your export.

• Draft the month-end variance commentary against budget or last month, tied to ledger lines.
• Draft overdue-invoice reminders with a do-not-chase list.
• Turn meeting notes into a task list with quoted owners.
• Build a tested set of prompts for tasks your team repeats.

Step 5: workflows that run in your own account

These need a connection to a mailbox, a drive or an accounting system, so they come late. We build on a demo or copy, give the connection the least access it needs, and you switch it on. Builders report broad access scopes and missing-scope errors as common snags, so the access list is part of the handover.

• Sort and route the accounts mailbox, with a misroute check.
• Turn supplier invoices into draft bills, holding the doubtful ones.
• Turn quote requests into drafts priced from your price list.
• Answer policy questions with quotes and a refusal test.
• File documents by content into your folders.
• Route purchase requests by amount with an approval log.

Step 6: keep it tested every month

A tested workflow drifts when suppliers, layouts or model versions change. The monthly services re-run a frozen test pack and report what moved, and the finance lane bundles four of them with one bounded extra a month.

• Monthly versions of most jobs above, from £49 to £195 a month.
• The back-office finance lane, quote-first, for one business.

What stays with you

We do not file, pay or give accounting, tax or audit advice. A named person on your side decides every money question, and nothing in this order is a clearance or an opinion that your figures are right.