Services
Finance and admin automation
Finance teams rarely struggle with the judgement. They struggle with the volume of capturing, matching and chasing that sits around it.
The finance function is where manual work is most expensive, because errors are not just slow — they are wrong numbers in a statutory record. The same information is captured from a supplier invoice, matched to a purchase order, approved by someone, keyed into the accounting system, and then reconciled again at month-end.
We automate the repetitive spine of that work: capturing documents, matching them to what was ordered, routing approvals, reconciling bank lines, and producing the reporting pack. A person still reviews and decides; they stop being the transport layer between systems.
Where it does not fit: if the ledger is being migrated, or the finance team is about to restructure, automate afterwards. Automation encodes the process you have, including its flaws, so it is a poor way to fix a broken approval structure. We often recommend fixing the control first and automating the fixed version.
What we need from you: a period of real historical transactions and someone who can answer questions about how exceptions have been handled. We test against that history rather than sample data, because the edge cases that matter are the ones that already happened. Where personal information is involved, we scope access narrowly, keep originals in your own systems, and agree retention before any document leaves your environment.
Signs this is worth fixing
- Supplier invoices arrive by email and get printed, filed and re-typed
- Matching invoices to purchase orders is done by eye
- Approvals sit in email threads with no clear status
- Month-end takes days of reconciling and re-checking
- Debtors are chased inconsistently, or only when cash gets tight
- Nobody can produce an audit trail for a specific transaction quickly
What we automate
Invoice capture
Supplier invoices are read automatically — header fields, line items, VAT — and validated against the supplier record before anything is posted.
Matching and three-way checks
Invoices are matched to purchase orders and goods received, with discrepancies flagged for review rather than posted and discovered later.
Approval routing
Approvals follow amount thresholds and cost centres, with reminders and escalation, and every decision recorded against the transaction.
Bank reconciliation support
Statement lines are matched to invoices and payments using rules that learn from how they were matched before, with unmatched items surfaced clearly.
Debtor follow-up
Reminders go out on a schedule that reflects the actual terms and history of each customer, instead of whenever someone has time.
Month-end reporting
The reporting pack is generated from the ledger on a schedule, so the numbers are ready rather than assembled.
How it works
- 01
Map the finance cycle
From document arriving to it being posted, paid and reported. We identify where time goes and where errors are introduced.
- 02
Agree controls before automation
Approval thresholds, segregation of duties and what must never happen automatically. Automating a weak control just makes it fail faster.
- 03
Build against your ledger
We build into the accounting system you already use and test with a period of real historical transactions.
- 04
Parallel run, then cut over
We run the automation alongside the manual process for a defined period, compare results, and only then stop doing it by hand.
What you get
- Documented finance process and control points
- Automated capture and matching with a review queue
- Approval routing with a complete audit trail
- Scheduled reporting pack
- A reconciliation guide for the exceptions
- Training for the finance team
Systems we work with
We work with Xero, Sage Business Cloud and Sage Pastel, QuickBooks, Odoo and similar ledgers, plus banking feeds, supplier portals and expense tools. Where your ledger has an API we integrate directly; where it does not, we use supported import formats rather than brittle screen automation.
Questions people ask
Is automated invoice capture accurate enough?
For clean, text-based PDFs, accuracy is high. Handwritten or poor-quality scans are less reliable, which is why every capture has a review step and a confidence threshold rather than posting blindly. Suppliers can also be encouraged to submit a consistent format, which improves results immediately.
Will this satisfy our auditors?
Automation generally improves auditability because every action is logged with a user, timestamp and source document. We agree the control points with you and your auditor where relevant, and keep the original documents accessible.
Can it handle VAT and South African invoice requirements?
Yes — validation checks include the fields a valid tax invoice requires. The rules are configurable, so when requirements change the checks change with them.
Do we have to change accounting systems?
No. The automation works around the ledger you already use. Changing systems is a much bigger decision and rarely necessary to remove the manual work.