Managed lane back-office-finance-lane · revised 12 October 2026
Managed lane
A managed back-office finance lane: monthly statement, inbox and payment-run checks
For one small business: monthly supplier statement checks, inbox routing tests, payment-run checks and a month-end draft, plus one bounded extra. Proposed GBP 787 a month, by written proposal.
An enquiry starts a fit and scope conversation, not a contract, payment or reserved place. No logins, files or customer data initially.
What the lane takes off your plate
Month-end finance admin is a set of small checks: supplier statements, the accounts mailbox, payment runs and the commentary. Each is skipped when time is short, and each fails quietly: a missed statement line, a misrouted invoice, a duplicate payment. Buying them one at a time leaves nobody responsible for the whole routine.
Who it’s for: Owner, office manager or bookkeeper of one small business who wants the month-end finance admin checks done in one monthly arrangement, instead of buying each check separately.
Usually starts when: Month-end checks keep being skipped, one slip has already cost money, and nobody owns the routine.
The result: For one business, each month your supplier statements are checked, your accounts mailbox routing is tested, your payment runs get an exceptions list before approval and a month-end variance commentary draft is traced to your figures and ledger lines, plus one bounded extra check from a defined list, with a written summary and the test reports. Your named people decide every money question.
What the lane is made of
Each monthly service has its own test report, and each extra has its own acceptance checks and your accept-or-revise decision. One extra a month is a ceiling, not a completion guarantee. The arrangement continues only under agreed renewal terms.
Have your supplier statements checked against your ledger every month Standing service Included
Each month we check up to 15 supplier statements against your ledger export and send a mismatch list with page references, and we re-test the reading when a supplier changes its layout.
Every month, up to 15 statements
The same standing service you can buy on its own at its listed price.
Keep your accounts mailbox routing tested and tuned every month, with misroutes reported Standing service Included
Each month we sample new mail in your accounts mailbox, report any misroute that matters and tune the labels, so the routing keeps working as your suppliers and mail change.
Every month, one mailbox
The same standing service you can buy on its own at its listed price.
Have every payment run checked for duplicates and changed bank details before approval Standing service Included
Each month, before you approve up to four payment runs, we send an exceptions list of probable duplicates, changed bank-detail codes, first-time payees and unusual amounts, each with evidence.
Every month, up to four payment runs
The same standing service you can buy on its own at its listed price.
Get a month-end variance draft every month, every figure traced to ledger lines Standing service Included
Each month a one-page variance draft against budget or last month, with every figure recomputed by script and tied to ledger lines, and every reason quoted from your notes or asked as a question.
Every month, one draft
The same standing service you can buy on its own at its listed price.
Sort your accounts mailbox so invoices, statements and queries reach the right person Job First
Each new email in one shared mailbox gets one label from your list of up to eight and the label or folder set for that person; unsure ones go to "Unsorted". Nothing is forwarded, sent or deleted.
The one-off set-up that the monthly routing service tests and tunes. Bought separately, once.
Check your supplier statements against your bills and get a list of what does not match Job Optional
For one month and up to 15 suppliers, every statement line is matched to a bill, credit note or payment in your ledger export, or listed as a difference with its page reference.
The one-off first check for a backlog. Bought separately.
Turn a folder of receipts into expense lines and see which card payments have no receipt Job Optional
Each receipt becomes one row paired to a line on your card or bank statement, with two separate lists: receipts with no payment, and payments with no receipt.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 195
Get this week's overdue-invoice reminders drafted for you to check and send Job Optional
From your open-invoice export you get ready-to-send reminder drafts, one per customer, on a tone ladder you choose, plus a do-not-chase list. Sending stays with your people.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 149
Find the suppliers who usually bill you but have no bill this month Job Optional
From 12 months of bills you get a list of suppliers who normally bill you but have none this month, with a draft chase line for each. Rules do the work; a model only joins spelling variants.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 99
For each new supplier, get a one-page evidence pack before you approve the first payment Job Optional
For each new supplier, a one-page pack: VAT number and registered name against the invoice, company status, bank details on the form against the first invoice, and what is missing.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 149
Match what customers paid to your open invoices and get a proposed allocation to check Job Optional
For each bank receipt and remittance notice you get a proposed allocation to open invoices (full, part, short or unmatched) with the quoted evidence. Nothing is posted.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 195
Get a suggested account for each uncoded bank line, for your bookkeeper to approve Job Optional
Each uncoded bank line gets a suggested account from your chart, the evidence and a confidence band; unseen payees get "no suggestion". Your bookkeeper decides and nothing is posted.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 195
Check each batch of expense claims against your written policy and get a list of flags Job Optional
Each claim batch is checked against the limits, missing-receipt, duplicate and weekend rules in your written policy, and you get a flag list with the rule quoted. The approver stays a person.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 149
Get a list of unusual ledger entries to look at, tested on entries your reviewer plants Job Optional
From a ledger export you get a list of entries that break rules you agree, such as round amounts or weekend postings, each with its evidence. A prompt to look, not a finding.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 195
Find the subscriptions and repeating charges in 12 months of card and bank exports Job Optional
From 12 months of exports, a list of the repeating payees with how often each charges, typical amount, last and next expected charge, and a question for each: who owns this?
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 99
Sort card narratives or supplier names into your categories, unsure rows left to you Job Optional
Each row of one column, up to 5,000 rows, gets exactly one category from your list or "unsure", with the words that decided it. Unsure rows are never guessed.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 149
Test your cash-flow forecast against last year's actuals and a simple baseline Job Optional
We replay a simple method, and yours if you describe it, against what happened and score both against last year's same month repeated. If nothing beats that baseline, you get the baseline.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 195
Read handwritten and faded receipts into rows, with every doubtful field held for you Job Optional
Handwritten or faded receipts become rows of merchant, date, currency and total, but any field the system is not sure of is held for you to read. Held fields are counted, never guessed.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 195
See where your finance data goes when your team uses AI tools, in one sourced table Job Optional
For up to five AI tools you name, a table of what data goes in, whether inputs train models by default, how long they are kept and how to switch it off, each cell with its source link and date.
Within the one monthly extra and the GBP 195 allowance; listed one-off price GBP 149
Turn supplier invoices in your accounts inbox into draft bills, holding the doubtful ones Job Optional
Each supplier invoice arriving in one agreed mailbox becomes a draft bill with its PDF attached only if it passes the checks; the rest wait on a held list with the reason.
A separately scoped build, not part of the monthly allowance.
Find every renewal date and notice period in your contracts, each with the clause quoted Job Optional
From up to 25 contracts, a register of parties, terms, renewal rules and notice deadlines: every field except the calculated deadline has its page number and exact clause. More are quoted separately.
Worth more than the allowance; quoted separately.
Let staff ask your expenses and purchasing policy questions and get the policy's own words Job Optional
Staff ask in chat; each answer shows the exact policy passage and version it comes from, or says "not covered, ask Finance". It never decides an individual case.
A separately scoped build, not part of the monthly allowance.
Turn customers' parts-list requests into quote drafts priced from your own price list Job Optional
Each customer request in one agreed format becomes an Excel quote draft: code, description, quantity, unit and price from your list, with uncertain matches flagged and no substitutions made.
A separately scoped build, not part of the monthly allowance.
File your scanned and emailed documents in the right folders with sensible names Job Optional
Each new file in an inbox folder is copied to one of up to ten classes and renamed to your pattern; doubtful files go to "Check", originals are kept. Saved attachments count; mailboxes are not read.
A separately scoped build, not part of the monthly allowance.
Route staff purchase requests to the right approver by amount, with an approval log Job Optional
A purchase-request form routes each request to the approver for its amount, records the decision in a log and reminds the approver. Rules do the routing; a model is optional.
A separately scoped build, not part of the monthly allowance.
How an engagement works
One business, one accounting system, one mailbox, and one bounded extra a month worth up to GBP 195 at its listed one-off price. One is a ceiling, not a guaranteed completion, unlimited throughput or a fixed turnaround. Size, month-end day and capacity are confirmed in writing; none is promised on this page.
How it starts
You send a short description of the business and your response to the proposed monthly price, without files or logins.
We confirm fit, the inputs for each service, who decides money questions and who reads the summary.
We agree the services, month-end day, pass marks, price, payment terms and cancellation terms in writing.
Each month we send the results and test reports, deliver the chosen extra and send the summary.
Who decides what
Your named people decide every money question, approve anything that goes live or to someone outside, and accept each extra.
Handover
Each result arrives with its test report and the steps to re-run the test. Unfinished work is handed back with notes if the arrangement ends.
Sharing your product safely. Initial contact uses a description, public links and your response to the price. No files, logins or customer data. Real files follow only after a secure handoff and written terms that name the model provider, its country, retention and training status.
What is included, and what is not
- The four monthly results, each with its test report
- The bounded extra for the month, with its evidence
- A monthly summary of what was checked, found and held
Included
- One business, one accounting system and one accounts mailbox
- The four monthly services at their listed allowances: up to 15 statements, one mailbox, up to four payment runs and one commentary draft
- One bounded extra a month, chosen from the listed one-off jobs and worth up to GBP 195 at its listed one-off price
- A written proposal that fixes the month-end day, the inputs and the pass marks
- A written monthly summary of what was checked, found and held
Not included
- Accounting, tax, audit, legal or financial advice: a named person at your business decides every money question
- Filing, submitting, approving, posting or paying anything in any system
- A statement that your figures are correct, complete or ready for audit
- Bookkeeping, hosting or running your accounts
- Any response-time guarantee or out-of-hours cover
- Extras worth more than GBP 195 at their listed one-off price, which are quoted separately
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month every included service delivers its result and a test report that shows the frozen test pack re-run, with every case that passed before still passing
Evidence: The four test reports for the month
Each month the summary lists what was checked, what was found and what was held, and names who decides each open item
Evidence: The monthly summary
Each month no more than one extra was delivered or started, and its listed one-off price is no more than GBP 195
Evidence: The summary line naming the extra and its listed price
No live accounting or banking entry was posted and nothing was sent or paid by us; the only mailbox writes were approved labels through the read-and-label connection you created
Evidence: Your own audit trails and the permission list
Sign-off. You read each result and test report, accept or send back each extra, and read the monthly summary.
If it fails. A blocker is raised with a substitute extra, revised timing or a stop. Work that does not meet its test is not claimed as delivered. Billing for incomplete work is agreed before starting.
When it fits, and when we stop
It fits when
- One business with one accounting system, a shared accounts mailbox and a named finance person
- Each monthly service's own conditions hold for your material (see the linked services)
- Someone on your side reads the monthly summary and approves anything that goes live or to someone outside
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- The services' stop conditions apply to most of your material
- Nobody on your side can read the monthly results
- You want us to post, pay or file anything, or to give accounting advice
What could go wrong
The services read, test and report. Ending the arrangement leaves your systems and the way you work exactly as they are, and you keep every result we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| The allowance is read as unlimited help. | The proposal states one bounded extra a month worth up to GBP 195 at its listed price; larger work is quoted. |
| The lane is mistaken for an accountant, bookkeeper or auditor. | Every page says it lists differences and drafts, gives no accounting advice, and leaves every money question to your named people. |
| A monthly result is trusted without its test report. | Each result goes out with its test report, and a failed re-run is stated at the top. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
| The output is read as a clearance or an accountant's opinion. | Every output says it lists things noticed, not that anything is correct. Your named person decides what to do. |
Each result is checked by a separate automated reviewer before it is sent. Your named people decide what to do with it. No human supervisor from us is included unless your proposal names one. At launch the work is largely automated, and we say so.
Stays with a person
- Your named people decide every money question and approve anything that goes live or to someone outside
- You accept each extra
Access we would need
- Redacted or synthetic copies of exports and documents, sent through a secure route agreed in writing
- A read-and-label connection to the accounts mailbox that you create and can revoke, if you choose the inbox service
- No login, key or write access to any accounting or banking system
Questions
Is this a bookkeeping or accountancy service?
No. It checks, lists differences and drafts. It does not keep your books, give accounting advice, file or pay anything. Your named people decide every money question.
Can I buy the parts separately?
Yes. The four monthly services and every extra are available on their own. The proposed lane price equals their listed prices added together at full use, so it adds one arrangement with a month-end day and capacity confirmed in writing, not a discount.
What counts as a bounded extra?
One listed one-off job run at no more than its listed scope, worth up to GBP 195 at its listed one-off price. A larger job is quoted separately.
Does it replace our bookkeeper?
No. It gives your bookkeeper lists, tests and drafts to act on. We promise no hours saved.
Start a conversation
Send us
- A short description of the business, its accounting system and mailbox type
- Which of the four monthly checks you want first, and your response to the proposed monthly price
- Who decides money questions. No files, logins or customer data in the first enquiry
Later, once you agree
- The first month's inputs for the agreed services, through a secure route agreed in writing
- Frozen test sets and pass marks agreed for each service
- 100 emails a month, labelled by two of your people, if you choose the inbox service
- A named person for each service
- A written statement of the model provider, its country, retention and training status
You keep your accounts, mailbox, bank and every original document. We work from copies and exports sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
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