AP intake and approvals
- Today
- Keyed by hand, approved by email.
- Built
- Read, coded and routed for approval.
Target: under 1 minute per invoice
Finance and accounting
Close in five days instead of ten, and get paid a week sooner.
We automate AP, collections and close in your accounting system, and size every build by payback and cash freed.
A partner, not a sales rep, reads every request and replies within two business days.
A written plan, ranked by payback
| Workflow | Built to | Payback |
|---|---|---|
| Collections follow-up | DSO 52 → 45 days | 2 mo |
| Cash application | Same-day matching | 3 mo |
| Invoice intake and coding | 120 → 40 hrs/mo | 4 mo |
| Month-end close prep | Close in 5 days, not 10 | 6 mo |
What close week looks like today
- Close takes the first week of the month.The owner waits on numbers until the 8th.
- Invoices are keyed by hand.Approvals sit in inboxes and late fees add up.
- Collections depend on one person.When your AR clerk is out, nobody chases.
What we automate first
We start where the payback is fastest.
Collections and cash application
- Today
- Ad hoc reminders and manual matching.
- Built
- Scheduled follow-ups and daily matching.
Target: DSO down 5 to 10 days, about $400K to $800K of cash on $30M of revenue
Month-end close
- Today
- Reconciliations crammed into the first week.
- Built
- Reconciliations run all month.
Target: close in 5 days, not 10
Cash forecast and lender reporting
- Today
- The 13-week forecast is rebuilt by hand.
- Built
- Updated daily from your ledger and bank feeds.
Target: one day per covenant package, not three
Example builds
What we would build for a business like yours
Example build: a 40-person HVAC company
- HVAC and plumbing
- About $8M revenue
- QuickBooks Online
Today
- The office manager spends about 45 hours a month keying 350 invoices.
- Bills wait about 6 days for the owner’s email approval.
Where your team approves
- The office manager clears exceptions such as new vendors.
- The owner approves bills over $2,500 in one tap.
What we build
- 1 · CaptureInvoice arrives by email or photo
- 2 · ReadVendor, amount and job extracted
- 3 · CodeGL and job suggested, duplicates flagged
- 4 · ReviewOffice manager clears exceptions
- 5 · ApproveOwner signs off over $2,500
- 6 · SyncPosted to QuickBooks
AutomatedPerson approves
Built to
~6 min → <1 minper invoice
1 dayto approval, not 6
Zeroduplicate payments
How it pays back: about 35 hours a month back, plus early-pay discounts. Built to pay back within a year.
Timeline: Workflow Sprint (2 to 3 weeks), then a 4-week buildTypical price: $2,500 Workflow Sprint (credited) + about $9,500 to build
The office manager uses the time to bill finished jobs the same week.
Example build: a $30M distributor’s collections
- Industrial distributor
- About 1,200 open invoices
- Mid-market ERP
Today
- One AR clerk spends 3 days a week chasing, and small balances slip.
- Payments are matched by hand, about 10 hours a week.
Where your team approves
- The AR lead releases each day’s reminder batch.
- The AR lead resolves short pays and disputes.
What we build
- 1 · PullDaily aging from the ERP
- 2 · DraftReminders by tier, in your tone
- 3 · ReleaseAR lead sends the batch
- 4 · MatchPayments matched to invoices
- 5 · ResolveAR lead handles exceptions
- 6 · PostCash applied in the ERP
AutomatedPerson approves
Built to
5–10 dayslower DSO
2 hrsof cash application a week, not 10
Everypast-due invoice followed up
How it pays back: each day of DSO is about $80K of cash. Built to pay back within a quarter.
Timeline: Workflow Sprint (2 to 3 weeks), then a 6-week buildTypical price: $2,500 Workflow Sprint (credited) + about $16,000 to build
Your version follows your credit terms and skips any customer you flag.
What you get
Each week you see what ran, what went to a person and who approved it.
Weekly report
| Invoices processed | 312 |
| Coded without edits | 81% |
| Sent to a person | 59 |
| Hours vs. baseline | −9.5 |
Measured against the baseline we set before go-live.
Approval log
| Time | Item | Action |
|---|---|---|
| 9:14 | Bill · $6,820 | Approved · Controller |
| 10:02 | New vendor | Held · AP lead |
| 11:45 | Reminders (38) | Released · AR lead |
Nothing posts, pays or sends until the named role signs off.
Your exit plan
- What runs and whenp. 1
- Approval rulesp. 3
- Accounts and ownersp. 5
- When it failsp. 7
- Switching AI providerp. 9
If you stop working with us, this is how your team or another firm takes over.
How an engagement works
You start with one process and can stop after any step.
2 to 3 weeks
Workflow Sprint
$2,500
We scope one process, and the fee is credited toward the build.
4 to 8 weeks
Build
$7,500 to $20,000
A fixed fee, with 20% held until the target is hit.
Optional
Run
From $1,000/mo
We monitor and fix it, and you can cancel any month.
Buying for a portfolio? See sponsor pricing.
Questions owners ask
Who does the work?
A partner, not a sales rep, writes every plan and leads every build. Any engineer who joins is introduced before they start.
Do you get paid by the vendors you recommend?
No. We don’t resell software or take referral fees or commissions. If we recommend a tool, you buy it directly.
Can you set up the AI tools we already pay for?
Yes. We set up Copilot, ChatGPT Enterprise, Claude and the AI add-ons in your CRM or accounting software, connect them to your data and train your team.
Get a written plan.
Tell us about the finance task that takes the most hours. We’ll tell you whether AI can do it, what it would take and what it’s worth.
Free, and written by a partner.