Back-office automation with AI
AI agents built for your back office.
We learn how your business works, then build agents that handle your invoices, orders, payments and paperwork, inside the Excel, email and WhatsApp you already use.
Built for your business. Running in your files. You stay in control.
1An invoice arrives
Inbox1 newDelta Packaging Co.08:12
Invoice INV-2291
Hello, please find attached our invoice for order PO-1042. Payment due Oct 30.
INV-2291.pdfINVOICE
PDFBank · Your statement is ready07:302Your agent checks it
- Supplier
- Delta Packaging Co.
- Invoice no.
- INV-2291
- Date
- Oct 14
- Total
- 8,450.00
- Due
- Oct 30
- Matches purchase order PO-1042
- Not a duplicate
- Item 3 is priced 6% higher than your last order
3Ready for your OK
XPayables_2026.xlsxABC1SupplierAmountStatus2Northwind Metals2,140.00Paid3Delta Packaging8,450.00Awaiting your OKPayables+Pay Delta Packaging 8,450.00 on Oct 28?
Price increase flagged.
ApproveAsk supplier
Works with what you already use
Microsoft Excel
Google Sheets
Gmail
Outlook
WhatsApp
QuickBooks
Xero
Zoho Books
The problem
- Orders typed twice.
- Invoices sent late.
- Payments nobody chased.
- A spreadsheet only one person understands.
Most of it isn't hard. It's just repetitive, and it lands on the same few people every day. That's the work we take over.
What we take off your desk.
Eight routine jobs, done in your own files. Start with one; add more when you're ready.
Order entry
Orders from WhatsApp, email and PDFs, typed into your sheet or system.
See how : Order entryInvoicing and billing
Invoices prepared and sent on time.
See how : Invoicing and billingCollections
Polite, persistent payment reminders in your name, with a weekly aging report.
See how : CollectionsSupplier bills and payables
Bills captured, matched to purchase orders, due dates tracked.
See how : Supplier bills and payablesInventory and stock sheets
Stock levels updated from sales and deliveries, with low-stock alerts.
See how : Inventory and stock sheetsDocuments and paperwork
Delivery notes, receipts, customs and shipping documents read and filed.
See how : Documents and paperworkReporting
A daily summary and a weekly sales, cash and receivables report.
See how : ReportingData cleanup
Messy spreadsheets fixed, duplicates removed, one clean master file.
See how : Data cleanup
See it on a real Tuesday.
Five everyday jobs, step by step: what comes in, what happens, and what you get.
A customer orders by WhatsApp at 7:42.
1. Input
A regular customer sends an order the way they always do.
RRiverside Market
WhatsApp
Send 40 boxes of item A12 and 15 of B7 to the Riverside shop, usual price.07:42
2. What happens
Your agent reads it and matches it against your own sheets.
- AgentRead the message: A12 × 40, B7 × 15
- AgentMatched customer: Riverside Market (Riverside shop)
- AgentPrices from your Price List sheet: A12 $18.50, B7 $32.00
- AgentStock checked: A12 212 left, B7 18 left
- AgentDrafted a confirmation for your OK
3. Result
A new order row, stock updated, and a confirmation waiting for you.
XOrders_2026.xlsxABC1CustomerItemsTotal2Bayview HardwareC3 × 10640.003Riverside MarketA12 × 40, B7 × 151,220.00Orders+Stock: B7 falls to 3. Below your reorder level of 10.
To orders@riversidemarket.example
Order #1048 confirmed
Thanks, we've got your order for 40 × A12 and 15 × B7. Delivery to the Riverside shop on Thursday.Draft · waiting for your OKApprove
The same invoice arrives twice.
1. Input
A supplier resends an invoice you already paid, from a different address.
From accounts@coastlineoffice.example09:15
Reminder: invoice CO-7730
Our records show this invoice as open. Please arrange payment at your earliest convenience.CO-7730.pdf2. What happens
Your agent reads the PDF and finds it in your payables sheet, already paid.
CO-7730.pdfSupplierCoastline Office Supplies
InvoiceCO-7730 (paid Sep 12)
DateSep 2
Total$1,386.00
3. Result
Not paid twice. The supplier gets the payment details, after your OK.
XPayables.xlsxABCD1SupplierInvoiceAmountStatus2Coastline OfficeCO-77301,386.00Paid Sep 123Coastline OfficeCO-77301,386.00DuplicatePayables+Already paid on Sep 12. Not added to this week's payments.
To accounts@coastlineoffice.example
Re: Reminder: invoice CO-7730
Hi, this invoice was paid on Sep 12. Remittance details attached.Draft · waiting for your OKApprove
An invoice is 14 days overdue.
1. Input
Your receivables sheet shows an invoice past its due date.
XReceivables.xlsxABCD1InvoiceCustomerAmountStatus2#1012Metro Office970.00Paid3#1019Cedar Catering2,300.0014 days lateReceivables+2. What happens
A polite reminder is drafted in your tone and waits for you.
To accounts@cedarcatering.example
Invoice #1019: friendly reminder
Hi Sam, a quick reminder that invoice #1019 for $2,300 was due on Sep 26. Could you let me know when we can expect payment? Thanks, as always.Draft · waiting for your OKApprove3. Result
Sent after your OK. Anyone still unpaid goes on Friday's list.
Reminder sent Tuesday 10:04, after your OK.
Friday: still overdue
Customers
3
Outstanding
$6,840
Oldest
31 days
Call these yourself
- 1. Northside Grocers31 days · $3,455
- 2. Cedar Catering17 days · $2,300
- 3. Bayview Hardware9 days · $1,085
Month-end, with 300 rows of mixed data.
1. Input
Three sheets, typed by different people, in different ways.
XSales_Sept_v3_FINAL.xlsxABC1DateCustomerAmount23/9Northside Grocers4,1203Sept 5Cedar Catering2,3004Sept 5Cedar Catering2,30052026-09-08metro office970Sept+2. What happens
Cleaned, matched and reconciled against your bank export.
- AgentDates in one format across 300 rows
- Agent11 duplicate rows removed
- AgentCustomer names matched to your customer list
- AgentPayments reconciled with the bank export
- Agent4 rows with missing amounts listed for you
3. Result
A one-page summary you can hand to your accountant.
September summary
Sales
$84,200
Collected
$71,950
Outstanding
$12,250
Top 5 late payers
- 1. Northside Grocers$3,455
- 2. Cedar Catering$2,300
- 3. Harbor Deli$1,980
- 4. Bayview Hardware$1,085
- 5. Oak Street Café$760
Your morning, in one short email at 7:00.
1. Input
Overnight, the usual flood arrives.
- 14 emails to the orders inbox
- 9 WhatsApp messages from customers
- 2 supplier invoices as PDFs
2. What happens
Orders entered, invoices prepared, overdue accounts checked.
- Agent12 orders entered in your sheet
- Agent3 invoices prepared
- AgentReceivables and stock checked
- AgentAnything unusual set aside for you
3. Result
One email. Everything that needs you, nothing that doesn't.
From Your back office07:00
Good morning
- 12 new orders entered.
- 3 invoices ready for your OK.
- 2 customers overdue.
- Stock low on B7.
3 items need youApprove
Your agents do the work. You stay in control.
An AI agent is software that reads your documents and messages, follows your rules, and types into your systems. We build yours around how your business runs.
- 1
Your agents do the work
They read documents and messages, follow your rules, and type into your systems.
- 2
You approve what matters
Anything that leaves the building waits for your OK, for as long as you want.
- 3
Every action is logged
Every entry and every message is recorded, so you can always see what happened.
- 4
We keep improving them
We monitor, fix and adjust your agents as your business changes.
You decide how much your agents do without asking. You choose what needs your OK. Start with everything; relax it when you're comfortable.
Built for businesses that run on paperwork.
Wholesale and distribution
- Orders from WhatsApp and email entered same day
- Stock sheet updated from every sale
- Overdue accounts reminded weekly
Import, export and trading
- Shipping and customs documents read and filed
- Supplier invoices checked against contracts
- Payment due dates tracked per shipment
Logistics and freight forwarding
- Job sheets updated from emails and documents
- Carrier invoices matched to quoted rates
- Customers invoiced as soon as a job closes
Construction and contractors
- Supplier bills allocated to the right job
- Progress invoices prepared on schedule
- Subcontractor paperwork tracked
Property management
- Rent received matched to each unit
- Late tenants reminded politely
- Repair invoices logged per property
Professional service firms
- Client invoices prepared from time and fees
- Unpaid invoices followed up
- Engagement documents filed per client
Manufacturing
- Purchase orders sent to suppliers
- Production and stock sheets updated from the floor
- Delivery notes matched to invoices
Retail and multi-store chains
- Daily sales from each store combined into one report
- Stock transfers between stores tracked
- Supplier deliveries checked against orders
Hospitality, restaurants and catering
- Supplier invoices checked against deliveries
- Event and catering bookings invoiced
- Daily takings reconciled
Clinics and medical practices (admin only)
- Appointment reminders
- Patient billing and insurer claims tracked
- Medical supply orders
Automotive dealers and parts
- Parts orders and supplier invoices
- Service jobs invoiced when closed
- Vehicle paperwork filed per car
Agriculture and food processing
- Purchase and sales contracts tracked
- Delivery and weighbridge slips entered
- Buyer payments followed up
From first call to running in 3 weeks.
This isn't an app you install. We learn how your business runs, then design, build and maintain AI agents made for it.
Not software you set up yourself.
Not a chatbot.
A system built for your business, by people who've sat in your office.
Week 0
Free process review
A 30-minute call about where your time goes.
Week 1
We come to you
On-site visits or meetings with you and your staff to map every step: which files, which inboxes, who does what, what the rules are.
Week 2
We build your agents
Custom agents and automations designed around your processes, not a template.
Week 3
Test and go live
Your agents run alongside your current way of working until you're confident, then take over. You decide what needs your approval.
After launch
We maintain and improve
Regular check-ins, and new processes added as you grow.
What your admin costs today.
Put in your own numbers. Nothing is sent anywhere.
Estimated monthly cost of this admin today
$2,167
That's about $14 of admin per invoice.
Book a free process review to see how much of this we can automate.
This is an estimate based only on the numbers you entered: hours × hourly cost × 4.33 weeks a month. It is not a quote and not a promise of savings. We'll look at your real numbers in the process review.
Your data. Your accounts. Your say.
Your files stay in your accounts
Your agents work inside your own Excel, email and folders. We don't move your business onto our systems.
Access only to what we need
Your agents get the specific inboxes, folders and sheets a process needs, nothing more.
Every action logged
Every entry, change and message is recorded, so you can always see what happened and when.
Nothing sent without approval
Messages to customers and suppliers wait for your OK, for as long as you want them to.
Revoke access anytime
Your agents' access runs through your own accounts. You can switch it off yourself, at any time.
Simple monthly pricing.
One invoice a month, based on what we take over. No long contract.
One process
Start with the task that costs you the most time.
- One back-office process, e.g. order entry or collections
- You approve everything that goes out
- Daily morning summary
- Monthly check-in call
Exact quote after your process review.
Book a free process reviewRecommended
Core back office
Orders, invoices and collections, handled together.
- Up to three connected processes
- Weekly sales, cash and receivables report
- Supplier bills matched to purchase orders
- Priority support by phone
Exact quote after your process review.
Book a free process reviewFull back office
Everything routine, from first order to month-end.
- All eight services, as your business needs them
- Month-end cleanup and one-page summary
- A named person on our team who knows your office
- Quarterly review of what to hand over next
Exact quote after your process review.
Book a free process review
Questions.
This isn't an app you install. We learn how your business runs, then design, build and maintain AI agents made for it.
Is this just software I install?
No. We meet you, learn your process, and build agents specific to your business. Then we maintain them.
What does the AI actually do?
An AI agent is software that reads your documents and messages, follows your rules, and types into your systems. For example, when a supplier invoice arrives by email, your agent reads the PDF, checks it against your purchase order, adds it to your payables sheet, and asks you before anything is paid.
Do I need to change how I work?
No. Your agents work in the Excel, email and WhatsApp you already use. There's nothing new for you or your staff to learn.
What if the AI makes a mistake?
You choose which actions need your approval, every action is logged, and we fix and improve the agent.
Who can see my data?
Your agents work inside your own accounts, with only the access they need. Our team doesn't handle your numbers day to day.
Which languages can you work in?
We currently work in English. Ask us on the call if you need another language.
How long until it's running?
Usually about three weeks: a week mapping your process with you and your staff, a week building your agents, and a week running them alongside your current way of working before they take over.
What does it cost?
A monthly fee based on which processes we take over and how much volume there is. You get an exact quote after the free process review.
Can I stop anytime?
Yes. There's no long contract.
What happens to my data if I leave?
It stays where it always was, in your own accounts. We switch off your agents, remove their access and delete any working copies.
Get a free review of your back office.
30 minutes. We'll show you what we'd take off your desk first.