Remove the manual work
surrounding every invoice and close.
We automate invoice intake, document extraction, approval routing, collection reminders, reconciliation preparation, and recurring close coordination while keeping accounting judgment and financial approval with your team.
The same manual steps repeat around every invoice and every close.
Invoices and expense documents arrive by email, portal, and mail. Someone opens each one, keys the fields, and chases an approval over email or Slack with no record of who signed off. Collection reminders go out one client at a time, if they go out at all. Reconciliation gets redone by hand every cycle, and the month-end checklist lives in someone's head instead of a tracked system.
- Invoice capture and data entry take staff hours that never show up on an org chart.
- Approval routing happens over email threads, so nobody has a clean record of who approved what.
- AR reminders and payment-status updates get sent when someone has a spare minute, which is rarely.
- Expense documentation is scattered across inboxes, folders, and phone photos.
- Reconciliation prep and the month-end checklist get rebuilt from memory instead of tracked.
- Exceptions have no dedicated queue, so they sit in an inbox until someone remembers them.
Every manual handoff is a place work waits.
A representative workflow is an invoice arriving by email, sitting until someone has time to key it, routing for approval over an email thread with no record of who approved what, and posting days after it arrived. Multiply that across every invoice, every collection reminder, and every close, and the close takes longer than it needs to every single cycle, exceptions pile up faster than anyone can review them, and the people who should be reviewing exceptions are still doing data entry.
We build systems for workflows such as invoice intake, approvals, and close coordination.
Scoped to your document types, your approval structure, and the tools you already run.
Invoice capture and extraction
Invoices and expense documents arrive from email, portal, or upload and get read into structured fields, checked against your rules.
Approval routing
Clean items route to the right approver automatically, with a record of who approved what and when.
AR reminders and collections
Collection reminders go out on the cadence you set, specific to what each client actually owes.
Payment-status updates
Status changes get tracked and communicated without someone checking a portal and writing an email.
Expense-document handling
Receipts and expense documentation get captured, coded, and matched to the right policy and approver.
Reconciliation preparation
Transactions get pre-matched and organized ahead of review, instead of reconciled from scratch by hand.
Month-end checklist coordination
Close tasks get tracked against a checklist and status instead of living in someone's memory.
Exception queues
Anything the system isn't confident about goes to a dedicated queue instead of an inbox.
Finance reporting preparation
Source data gets organized and staged so reporting starts from clean inputs, not a scramble.
From invoice arrival to close-ready, in one tracked path.
A representative workflow is built around your document types and approval structure; the shape below is illustrative.
Administrative automation. Accounting judgment stays with your team.
This system automates the administrative workflow around invoices, approvals, collections, and close coordination. It does not replace accountants, CPAs, financial advisers, or your internal financial controls. Every approval, every posted entry, and every accounting judgment call stays with your team; the system routes work to the right person and keeps a record, it does not decide on its own.
- Approval routing is configured to your existing authority levels, not a new set of rules we invent.
- Low-confidence items and anything rule-failing go to an exception queue for a person to review.
- Every action is logged, so who approved or corrected what is always traceable.
- Access is scoped per role, and credentials live in a secrets manager, not shared logins.
Wired into the accounting and finance stack you already run.
The goal is clean data landing where your team already works, not another dashboard to check.
Accounting & AP
QuickBooks Online, Xero, Bill.com, Sage Intacct: bills, vendors, and payment status kept current with the source document attached.
ERP & line-of-business
NetSuite, Microsoft Dynamics 365 Business Central, and custom ERPs via API, database write, or a validated import file.
Document storage & intake
Google Drive, SharePoint / OneDrive, Amazon S3, Dropbox: watched-folder intake and an archive of every original.
Communication & routing
Email, Slack, and Teams for approval routing, reminder delivery, and exception-queue notifications.
A system you own, not a subscription you rent.
- A configured capture and extraction pipeline for your document types.
- Approval routing rules matched to your existing authority levels.
- AR reminder and payment-status workflows on the cadence you set.
- Reconciliation preparation and a tracked month-end checklist.
- A dedicated exception queue instead of an inbox full of edge cases.
- Documentation, a runbook, and training for your team.
- Full ownership transfer: code, configuration, and schemas are yours.
Scoped, built, and validated on your real documents.
- Discovery call: a free 15-minute conversation to confirm this is worth scoping.
- Money Leak Assessment: we map your invoice, approval, and close workflows and size the opportunity in your own numbers.
- Build: capture, extraction, approval routing, and reminder workflows configured around your rules and your systems.
- Validation: tested against your real documents and history before anything goes live.
- Go-live: review-and-approve in place from day one, with a runbook and training.
- Tuning retainer (optional): ongoing monitoring, new-format coverage, and monthly reporting.
We target the first production system within 30 days after scope, access, and data requirements are confirmed.
A clear path, not an open-ended engagement.
Final scope depends on systems, data, risk, and access.
15 minutes to confirm the fit.
The questions finance and operations leaders actually ask.
Does this replace our accountant or CPA?
No. This automates the administrative workflow around invoices, approvals, collections, and close coordination. It does not replace accountants, CPAs, financial advisers, or your internal financial controls. Accounting judgment and financial approval stay with your team.
Who approves payments and postings?
Your team, always. The system captures documents, extracts fields, routes items to the right approver, and tracks status. It never posts an entry or approves a payment on its own; every posting and every approval is a decision your team makes.
What happens to invoices or exceptions it isn't confident about?
They go to an exception queue for a human to review, with the source document alongside the extracted fields. Nothing posts automatically that the system wasn't confident about or a person didn't approve.
Will it work with our accounting and ERP software?
That is a scoping question we answer honestly during discovery. We build around common categories such as QuickBooks, Xero, Bill.com, Sage Intacct, and NetSuite, and we confirm what your specific systems support before quoting anything.
What does it cost and how is it scoped?
Every build is scoped after a short discovery call. The typical path is the free discovery call, then the $1,500 Money Leak Assessment, which maps your invoice and close workflows and sizes the opportunity before you commit to anything larger. Final scope depends on systems, data, risk, and access.
See what your invoice and close workflow is really costing your team's time.
Fifteen minutes. No pitch, no obligation. Tell us how invoices, approvals, and your close currently flow and we'll confirm whether a Money Leak Assessment makes sense. Accounting judgment and financial approval always stay with your team.
Book a Free 15-Minute Discovery Call →