Accounting & finance ops
Books that are ready before month end.
Most of accounting is reading documents, matching them to records and chasing the gaps. This pipeline captures every bill and receipt, codes it to the right account, matches it to the purchase order and receipt, reconciles the bank and payment feeds daily, chases overdue invoices, drafts the recurring journals and prepares the close pack. Payments and journal entries wait for a person to approve; every step carries its source document for audit.
- 3–4 d
- Month-end close
- 90%+
- Transactions auto-matched
- −75%
- Cost per invoice
How it runs
Step through the pipeline.
Click a step or let it play. The month-end record on the right fills in as the agents work.
Step 01 of 08
Capture every document
Bills, receipts and statements arrive in an AP inbox, a supplier portal or a photo from the field. The agent reads each one, pulls the supplier, amounts, tax and line items, and files the original against the record.
- Document
- Bill from Acme Packaging · $4,812.50 · 14 lines · tax $438.41
- Coding
- —
- Match
- —
- Payment
- —
- Reconciliation
- —
- Receivables
- —
- Journals
- —
- Close
- —
01 · Capture every document
Bills, receipts and statements arrive in an AP inbox, a supplier portal or a photo from the field. The agent reads each one, pulls the supplier, amounts, tax and line items, and files the original against the record.
Tools: AP inbox, Dext / Hubdoc, Velum agent. Output: Document.
02 · Code it to the ledger
Each line is coded to the right GL account, cost centre and tax rate using your chart of accounts and how similar bills were coded before. Anything below the confidence threshold is queued with its reasoning instead of guessed.
Tools: Xero / QuickBooks / NetSuite. Output: Coding.
03 · Match to PO and receipt
The bill is matched against the purchase order and the goods receipt. Price, quantity and duplicate checks run automatically, and mismatches are flagged with the difference spelled out.
Tools: ERP / purchasing, Velum agent. Output: Match.
04 · Schedule the payment
Matched bills are scheduled against due dates, early-payment discounts and cash on hand. The payment run is proposed as one batch and a person approves before any money moves.
Tools: Bill.com / Ramp, Bank. Output: Payment. A person approves before this step completes.
05 · Reconcile bank and payouts
Bank, card and payment-processor feeds are matched to ledger entries every day, including batched payouts, fees and refunds. Breaks surface the morning after they happen, not at month end.
Tools: Bank feeds, Stripe / Shopify payouts. Output: Reconciliation.
06 · Chase receivables
Overdue invoices get reminders by customer tier, in your tone, with the invoice attached. Replies such as disputes or promises to pay are logged against the account and escalated when needed.
Tools: Xero / QuickBooks, Email. Output: Receivables.
07 · Draft accruals and journals
Recurring entries such as accruals, prepayments, depreciation and intercompany charges are drafted from rules and supporting data, each with its workings attached. The controller reviews and posts.
Tools: Velum agent, General ledger. Output: Journals. A person approves before this step completes.
08 · Prepare the close pack
The close checklist is tracked, balance-sheet accounts are tied out and month-on-month variances are explained in plain language, so the management pack is ready for review on day three.
Tools: Sheets / BI, Slack. Output: Close.
Impact
What changes when it runs.
Illustrative targets from comparable engagements. Your baseline is measured in the audit and the targets are agreed before we build.
Hours saved and ROI
What it is worth to your team.
Start from our defaults for this pipeline, then move the sliders to your numbers. The maths is simple and shown.
Based on typical AP data entry, coding, bank reconciliation and receivables chasing for a small finance team, replaced by around four hours a week of reviewing exceptions and approving payments and journals.
A finance team of three each spending 18 hours a week on data entry, matching, reconciliation and chasing at a $50 loaded hourly cost: about 40 hours reclaimed every week, roughly $105,000 a year in capacity, before counting early-payment discounts and faster collections.
Gross capacity, not cash savings. Excludes implementation, software and supervision costs, which are quoted before we start.
Your numbers
An assumption to explore, not a promised result.
What that is worth
41 h
reclaimed every week
$105,300
value per year
175 h
every month
1.0 FTE
of capacity returned
Hours on repetitive work, per week
Gross capacity estimate, not cash savings. Excludes implementation, software, and supervision costs. We validate assumptions in the audit.