Finance & accounting

Accounting with AI agents: record invoices, match payments, track open items.

Most accounting work is small and comes back every week: open the attachment, record it, file it, chase the receipt, match the payment. An agent does this by your rules and asks before anything is booked or sent. Here are four such runs, from Tuesday morning to the start of the month.

Four runs in accounting

Four agent runs, from the morning routine to the start of the month. Each connects several systems and handles a whole process, not just one step.

  1. 01 · Daily 07:30

    Reading the bank statement, matching payments

    Every morning yesterday's bank statement arrives as a CSV. The agent imports it as a table and looks for the matching open invoice behind every entry: 115 of 118 go through and are set to paid. For the partial payment from Kranz & Sons it asks Ana, and two entries without an invoice stay open for review.

    1. 1Bank statement arrives as a table in the inbox
    2. 2115 of 118 entries matched to an invoice
    3. 3Records set to paid, with date and amount
    4. 4Partial payment from Kranz & Sons flagged to Ana
    5. 52 entries without an invoice left for review
    InboxTable importRecordsSlackPage
  2. 02 · Tue 08:10

    Invoice, payment receipt and booking

    An invoice from Northfreight lands in invoices@. The agent files the PDF, records €1,240.00 and checks by number and supplier whether it has been here before. It gets the payment receipt from Marco in purchasing via Slack, and books only after Ana in accounting says yes.

    1. 1Attachment read, PDF filed under Northfreight
    2. 2Record INV-4711 created, checked for duplicates
    3. 3Marco uploads the payment receipt in Slack
    4. 4Ana approves the suggested booking
    5. 5Booked in the accounting system, files uploaded
    InboxFolder in spaceRecordSlackAccounting system
  3. 03 · Friday 09:00

    Open items and payment reminders

    On Friday morning the agent collects every overdue customer invoice and checks the bank statement for who has paid in the meantime. What is left are 7 invoices worth €14,320.00, for which it drafts reminders with number, amount and due date. Ana releases the list in Slack, then the emails go out and the records are set to reminded.

    1. 1All overdue customer invoices collected
    2. 2Incoming payments checked, 2 cases removed
    3. 37 reminders drafted with number and amount
    4. 4Ana releases the list in Slack
    5. 5Emails sent, records set to reminded
    ScheduleRecordsBank statementSlackEmail to customers
  4. 04 · Start of month

    Recurring invoices before the close

    The same 24 invoices come in every month: rent, phone, hosting, software subscriptions. The agent compares that list with what actually arrived in the inbox, files the 21 it found and records them. The 3 missing ones go to Ana with supplier, expected amount and last arrival, before the close starts.

    1. 124 expected invoices pulled from records
    2. 2Inboxes searched by supplier and period
    3. 321 found, filed and recorded
    4. 43 missing invoices reported to Ana
    ScheduleRecordsInboxFolder in spaceSlack

Matching templates

All templates in the School

Common questions

Only if you allow it. The default is an approval step: the agent prepares the suggested booking, a person confirms in Slack, and only then does anything reach the accounting system. For categories you trust (small recurring invoices from known suppliers) you can switch the approval off and keep it for everything else.

Only after a yes. On Friday it puts the drafts in Slack, with customer, invoice number, amount and days overdue. You release the whole list or take single customers out, then the emails go. Anyone who paid in the meantime drops off the list before that.

From the amount, the invoice number in the reference, the supplier and the date. If that matches clearly, it sets the record to paid. If it does not (partial payment, one transfer for several invoices, a payment without an invoice), it does not guess: the entry stays open and it asks. The same goes for uncertain fields on an invoice, they are flagged instead of accepted.

Gmail, Microsoft 365, IMAP inboxes, Slack, Google Drive and Google Sheets are ready to use. Bank statements come in as a table (Excel or CSV). You connect your accounting system via MCP or an HTTP step with its own authentication. If you need a ready-made integration, tell us which one.

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