Automating admin and finance
Admin is where automation shows first: high volume, clear rules, and documents that always carry the same fields. We read incoming invoices and delivery notes with AI, reconcile the bank against what was invoiced, chase overdue payments and file every document in the software you already use. Your team moves from typing to deciding on the exceptions.
Signs you need this
- Someone spends several hours a week keying invoices into the accounting system.
- Month-end disappears into matching the bank statement against invoices.
- Overdue invoices get chased when someone remembers, not when they are due.
Admin & finance
7 automations in this area
Invoices and delivery notes
Stop typing supplier paperwork: it gets read, checked and booked on its own.
- In
- Invoices and delivery notes as PDFs or photos, by email or in a shared folder.
- What it does
- AI extracts supplier, dates, line items, net amounts and taxes, and matches them against the purchase order and delivery note.
- Out
- A record in your accounting software or ERP, with the document attached and the entry proposed.
- Human review
- Only the ones with discrepancies or above the amount you set.
- Connects to
- Your inbox, shared folders, accounting software or ERP.
- Outcome
- 80–90% of invoices processed with no manual work.
- Example
- A company receives 600 invoices a month. The system processes the clean ones automatically and admin only reviews around 43 exceptions.
Email triage
Every message in a shared inbox reaches the right person, with the data extracted and a reply drafted.
- In
- Everything arriving at shared inboxes like info@, orders@ or support@.
- What it does
- AI detects the intent and urgency, extracts data from the body and attachments, and proposes a reply.
- Out
- Email labelled and assigned to the right person or department, with the draft ready.
- Human review
- The drafts before they go out, until you trust them.
- Connects to
- Gmail or Outlook, your CRM or your helpdesk.
- Outcome
- The shared inbox stops being a bottleneck: nothing waits for someone to sort it.
- Example
- An inbox with 120 emails a day sorts itself into orders, enquiries, invoices and urgent cases, so each owner opens an inbox already in order.
Expenses and receipts
Your team’s receipts get digitised, categorised and left ready to book and reclaim.
- In
- Photos of receipts, simplified invoices and card transactions sent in by the team.
- What it does
- Reads amount, date, supplier and VAT, assigns category and cost centre, and flags duplicates and out-of-policy spend.
- Out
- Expense recorded and ready to reimburse, with the receipt stored and linked.
- Human review
- Anything over the limit or outside your internal policy.
- Connects to
- Team phones, email, banks and cards, accounting and payroll.
- Outcome
- Month-end without chasing receipts, and no reclaimable VAT left on the table.
- Example
- A sales team of 12 stops filling in expense sheets: they photograph the receipt and the system does the rest.
Collections and payment reminders
Overdue invoices chase themselves, and you always know what is still unpaid.
- In
- Issued invoices, due dates and bank transactions.
- What it does
- Matches payments to invoices, spots arrears and sends staged reminders in the tone you choose.
- Out
- A clear list of outstanding items, reminders sent and fewer forgotten invoices.
- Human review
- You decide the tone, the timing and when a person steps in.
- Connects to
- Your invoicing software, your bank statement and your email.
- Outcome
- Shorter collection cycles, because no overdue invoice goes unchased.
- Example
- A company with 300 invoices a month moves from chasing when someone remembers to automatic reminders at 3, 15 and 30 days.
Reconciliation and financial control
The full financial flow: what has been paid, what is pending and what does not add up — none of it by hand.
- In
- Invoices issued and received, purchase orders, bank transactions and ledger entries.
- What it does
- Matches every bank transaction to its invoice and order, spots partial payments, duplicates and differences, and explains why they do not match.
- Out
- Reconciliation done, a list of exceptions with the reason for each, and an up-to-date cash report.
- Human review
- Only the differences: everything else reconciles untouched.
- Connects to
- Bank feeds (PSD2 or statement files), invoicing, ERP, accounting and spreadsheets.
- Outcome
- Most transactions reconcile automatically and month-end stops being a full week of work.
- Example
- A distributor with 900 bank transactions a month gets the reconciliation done every morning plus a list of 20 cases to decide on.
Contracts and documents
Contracts, policies and addenda read, filed and watched, with their key dates under control.
- In
- Signed contracts, insurance policies, addenda and renewals arriving by email or e-signature.
- What it does
- Extracts parties, amounts, term, notice periods and sensitive clauses, and files each document where it belongs.
- Out
- An organised file, a contract summary and alerts ahead of every expiry or renewal.
- Human review
- Clauses flagged as sensitive, plus anything the system could not read with confidence.
- Connects to
- E-signature, Google Drive or SharePoint, CRM and calendar.
- Outcome
- No auto-renewal catches you out, and finding a contract stops being a search.
- Example
- A company with 400 maintenance contracts gets an alert 45 days before each notice deadline, with the exact clause quoted.
Internal approvals
Purchases, expenses and discounts follow their approval path without email chains.
- In
- A purchase request, an expense, a discount or a holiday request.
- What it does
- Applies your amount and hierarchy rules, gathers the missing information and asks the right person to approve.
- Out
- Decision recorded with its rationale, and the next process launched automatically.
- Human review
- The decision is always a person’s: the automation only prepares and routes.
- Connects to
- Email, Slack or Teams, ERP and your spreadsheets.
- Outcome
- Approvals in hours instead of days, with a record of who approved what and when.
- Example
- A €4,000 purchase goes straight to management with the supplier history and three quotes compared.
Outcomes and examples are illustrative estimates. The specific target for your process is agreed after the diagnosis, in writing.
Do you recognise any of these processes?
Tell us which one costs you the most time. In a short call we work out whether automating it makes sense and, if it does, we send you the diagnosis with the scope and the quote in writing.
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