Supplier invoices
Read, checked for duplicates and entered as draft bills in QuickBooks, Sage or Xero. Your bookkeeper reviews instead of retyping.
Business Automation
Get hours back without hiring.
Using the software you already have.
We take the repetitive work off your team’s plate: the retyping, the copy-paste between programs, the chasing. We start by watching how the job is actually done, and we’ll tell you straight if something isn’t worth automating.
Sound familiar?
The work nobody hired anyone to do.
Every office has jobs that eat an afternoon a week and still go wrong. Invoices paid twice. Renewals missed. Leads that go cold.
None of this needs a smarter person.
It needs to stop being a person’s job.
Someone retypes every supplier invoice into the accounting system.
The same customer gets entered in three different places, slightly differently each time.
A contract renewed at a worse rate because the date lived in one person’s inbox.
A lead from the website sat for four days before anyone called back.
Friday afternoon goes to building the same report as last Friday.
Month end means chasing people for receipts, again.
How it works
Every automated job follows the same four steps.
No black box. The computer does the boring part, and a person stays in charge of anything that doesn’t look right.
01
Something comes in
An email, a web form, a PDF invoice, a new row in a spreadsheet.
02
It gets read and checked
Against your vendor list, your price list and your rules. Duplicates get caught here.
03
It goes where it belongs
Entered into your accounting system, CRM or shared drive, and the right person is told.
04
A person okays anything odd
New vendors, unusual amounts and missing details wait for someone to approve.
A real example
One supplier invoice, start to finish.
Accounts payable is where most offices start, because it’s repetitive, rule-based and expensive to get wrong.
Your bookkeeper reviews instead of retypes.
The usual invoices go straight through. The odd ones land on someone’s desk with a reason attached.
Invoice arrives
A supplier emails a PDF to your accounts inbox, same as today.
Details are pulled off the page
Vendor, invoice number, date, amounts and GST, read straight from the PDF.
Checked against what you already know
Matched to the vendor on file and checked against past invoices so nothing gets paid twice.
Coded and entered as a draft
Assigned to the right expense account and entered as a draft bill in QuickBooks, Sage or Xero.
Anything unusual goes to a person Needs a person
A new vendor, an amount well above normal or a possible duplicate is held for review with a note explaining why.
Example jobs
What we automate most often.
Every business is different, but these come up in almost every office we walk into, from energy and manufacturing to trades, professional firms and non-profits.
New client setup
One signed agreement kicks off the welcome email, the folder, the accounting record and the task list for your team.
Website leads
Every enquiry checked for duplicates, added to your customer list, assigned to someone and followed up the same day.
Contracts and renewals
Contracts go to the right person for sign-off, and you get a reminder well before anything auto-renews.
Weekly numbers
The report you build by hand every week, pulled together and emailed to you on Monday morning.
Expense receipts
Staff snap a photo. It’s read, checked against your expense policy and sent for approval.
Stock and reordering
An alert when stock runs low, with a draft purchase order ready for someone to approve.
The support inbox
Incoming requests sorted by topic and urgency and handed to the right person, instead of one shared inbox everyone ignores.
Got a different one in mind? Tell us about it.
How we do it
We start by watching, not with a demo.
Most automation projects fail because they automate how someone thinks the job works. We find out how it actually works first.
Watch the work
We sit with the people who do the job and see how it’s actually done, workarounds and sticky notes included. No demo first.
Pick what’s worth it
We rank each job by hours saved against the cost to build. If something isn’t worth automating, or isn’t ready yet, we say so.
Write it down
Every step, rule and exception mapped out in plain language before anything is built. You sign off on it.
Test it on your real data
A small working version run on last month’s actual invoices or leads. You see real results, not a slideshow.
Build it on your tools
Connected to the software you already use, in accounts that belong to you, not us.
Hand it over and keep watch
Written documentation and a walkthrough for your team. We keep an eye on it and fix it when something changes.
Where AI fits
AI where it helps. Simple rules everywhere else.
Most of the work is plain rules, and plain rules don’t need AI. They’re cheaper, faster and easier to check.
AI earns its place when something has to be read the way a person would read it. That’s where we use it, and only there.
Simple rules
Most jobs. Predictable, cheap to run.
- If it’s from this vendor, code it here
- If the total is over a set limit, hold it for approval
- If the renewal date is 60 days out, send a reminder
- If the form is filled in, add it to the customer list
AI reading
Only when the input is messy.
- A PDF invoice laid out differently by every supplier
- A free-form email asking for three different things
- A crumpled receipt photographed on a truck dashboard
- A contract where the renewal terms are buried on page nine
Your data doesn’t leave unless it has to. When AI is used, we run it through business versions from Anthropic, OpenAI and Google that don’t train on your information, or on a server in your own office.
Straight talk
When we’ll tell you not to automate.
We’d rather lose the project than sell you something that won’t pay for itself.
The process changes every week
Automating a moving target just breaks faster. We’ll help you settle the process first.
It needs judgment
Automation handles repetition. Decisions about people, pricing and exceptions stay with people.
It barely happens
If a job takes ten minutes a month, building it will cost more than it ever saves.
Your software won’t cooperate
Some programs connect easily and some don’t. We check before we quote and tell you if it can’t be done properly.
Fair questions
What owners ask us first.
If you’ve been burned by software that promised to save time, you should be asking these.
Do we need to buy new software?
Usually not. We build on what you already use. If a job needs a small connecting tool, we tell you before we start, it’s set up in your name, and you know the monthly cost up front.
What does it cost, and how long does it take?
It depends on the job, so we won’t guess on a web page. Once we’ve watched the work, you get a written quote and timeline. Nothing gets built until you’ve agreed to both.
Is our data safe?
Your data doesn’t leave your systems unless it has to. When AI is used, we use business versions that don’t train on your information, or run it on a server in your own office.
What happens when something goes wrong?
Anything the automation doesn’t recognise is flagged for a person instead of guessed at. We monitor it and fix it when something changes.
What if we stop working with you?
It keeps running. It’s built in your accounts and documented in plain language, so another person can pick it up.
Will this replace my staff?
It replaces the retyping, not the person. The point is to give your people back the hours they spend on busywork.
Start with one job
Tell us the job everyone hates. We’ll tell you if it’s worth automating.
A short call with a real person. No demo, no pitch. If it isn’t worth doing, you’ll hear that from us first.