Hand the admin to AI. Keep the decisions.
We automate the email, paperwork, data entry and reporting that eat into your week, connected to the tools you already use and checked by a person wherever it matters.
Free 30-minute call · No obligation · Straight answers
What it can do.
Inbox triage
Sorts incoming email by type and urgency, files what can be filed and drafts replies for your team to check and send.
Document processing
Reads forms, delivery notes, contracts and PDFs, pulls out the details that matter and puts them where they belong.
Invoice and receipt capture
Extracts supplier, amounts, VAT and line items from invoices and receipts and posts them into your accounts software.
Data entry between systems
Moves information between your CRM, spreadsheets, job system and accounts so nobody is copying and pasting.
Automated reports
Builds the weekly numbers you currently assemble by hand and sends them to the right people on a schedule.
End-to-end workflows
Joins the steps together, from enquiry to quote to invoice, with checks and alerts when something needs a human.
An emailed invoice processes itself.
A supplier invoice arrives as a PDF. Nobody has to touch it until it needs approving.
- 1
The email arrives
The invoice PDF is picked up from your accounts inbox as soon as it lands.
- 2
The details are extracted
Supplier, invoice number, dates, VAT and line items are read and checked against the purchase order.
- 3
Your systems are updated
A draft bill is created in Xero and a short summary is posted to Slack or Teams for approval.
INV-2041_Hartley.pdf
from accounts@hartley-supplies.co.uk
Extracted fields
- Supplier
- Hartley Building Supplies
- Invoice
- INV-2041
- Date
- 14 Oct 2026
- Net
- £1,240.00
- VAT 20%
- £248.00
- Total
- £1,488.00
Matched to PO-0388 · awaiting approval
Sent to Xero- A map of the workflow as it runs today
- Automation built and connected to your existing tools
- Human approval steps where you want them
- Error alerts and a simple activity log
- Training for the people who use it
- Monitoring, fixes and improvements on a monthly plan
- Hours of manual admin returned to your team each week
- Fewer keying errors and missed invoices
- Information in the right system the same day
- Reports that arrive on time without anyone building them
Every business is different. We agree the outcomes to measure in your proposal.
Common questions.
Most often Xero and QuickBooks, but we can work with any system that has an API or a reliable import. We will confirm what is possible for your set-up before quoting.
We build in checks. Anything the system is unsure about is flagged for a person to review, and you can require approval before anything is posted or sent.
As little as possible. We automate the process you already have, then suggest improvements once it is running.
More answers on our FAQ page.
Not sure where AI fits in your business?
Book a free 30-minute call. We'll look at how you work today and show you two or three things AI could realistically take off your plate. If it's not a fit, we'll say so.
Free 30-minute call · No obligation · Straight answers