AI agent for back-office administration
It enters invoices and documents, matches payments and receipts, prepares reminders. Accounts only check the differences.
Illustration with sample data
Hours every week, always the same.
- Supplier invoices entered by hand, line by line, every week.
- Reconciling payments and invoices takes hours of comparing bank statements and the ERP.
- Reminders go out late, or not at all, because nobody has the time.
First we understand how you work.
Every accounts department has its own rules, deadlines and accountant. We start from how you work today, document by document.
Which documents arrive
E-invoices, PDFs, receipts, expense claims: through which channels and in what volumes.
Where they are entered
ERP, accounting software, folders shared with your accountant.
Who checks today
Rules, exceptions and deadlines that accounts know by heart.
An example: how the agent works, in four steps.
Every agent comes from your process. This is how the work is usually split: steps, checks and rules change from company to company.
- 1
Reads
Incoming invoices and documents, even as PDFs or photos.
- 2
Matches
It links payments, invoices and orders, and finds the differences.
- 3
Enters
It writes into the ERP what adds up. What does not goes into a queue, with the reason.
- 4
Reminds
It prepares reminders in the tone you choose. They go out after your approval.
Decisions stay with accounts.
The agent does the entry and comparison work. The people in accounts only see what needs a decision.
Stays with people
- Differences and disputes
- Relationships with suppliers and customers
- Approving reminders
It connects to what you already use.
You do not change tools, and the people you work with keep working as they do today.
- ERP and accounting
- E-invoicing
- Bank statements
- Email and certified email
- Shared folders
- Spreadsheets
Before you ask.
Does it work with Italian e-invoicing?
Yes. The agent reads the XML files and attached PDFs and enters them in the ERP or accounting software you use.
Does it work with our accountant?
Yes. It can prepare documents in the format your accountant needs and file them where they look for them.
What if it enters something wrong?
Below the confidence threshold you set, nothing is entered without confirmation. Every step is logged.
Where does accounting data end up?
It stays in your systems. Processing happens in European environments and the models are not trained on your data.
Other examples.
These are the cases we see most often, not a catalogue. If your process is not here, we start from it.
- Order managementThe agent reads the order, recognises the customer and the items, checks prices and availability and enters it. People only look at the doubtful cases.
- QuotesThe agent finds similar past quotes, proposes items and prices and prepares the draft. Sales reviews and signs it.
- Customer serviceAn assistant handles first-level requests, by voice too, with your company's information. When a person is needed, it hands over the call with a summary.
- Email managementThe agent classifies every message, assigns it to the right person and prepares a draft reply. Nothing goes out without a review.
- Reports and minutesA voice note and a few photos are enough. The agent writes the report in your company's format and files it where it belongs.
- Your processNot on this list? That is the most common case: we start from how you work today.
Your process is not on this list?
That is the most common case. In the first call you tell us how you work today: we tell you whether an agent makes sense, where we would start and what you need to begin. Even when the answer is no.
The products we use here
If AI is not the right answer for your case, we will tell you.
A 30-minute call about a process that costs you time today. We tell you what we would do, and what we would not.
