AI Financial Automation for B2B Businesses
Cut the hours your team spends on invoices, approvals, expenses, and reporting. We automate the financial admin that slows your business down while keeping humans in control of every decision that matters.
Book a CallThe Financial Admin Problem
Finance admin is the kind of work that is never finished. Invoices to chase. Expenses to categorise. Approvals sitting in inboxes. Reports to compile before the Monday meeting. For most B2B businesses, a significant chunk of someone's week disappears into tasks that add no strategic value whatsoever.
Invoices go out late and payments come in later
When invoicing depends on someone remembering to do it, or on a manual process that takes thirty minutes per client, it will always slip. Late invoices mean delayed cash flow, which affects everything else.
Chasing payments is a full-time job nobody wants
Following up on overdue invoices is uncomfortable and time-consuming. Most businesses do it inconsistently, which means some invoices get chased and others get forgotten until they become a problem.
Expenses and receipts are a mess
Receipts in email inboxes, photos on phones, spreadsheets that do not match the accounting software. Expense reconciliation is one of the most reliably painful finance tasks in any business and it is almost entirely automatable.
Approvals slow everything down
Purchase orders, supplier invoices, and expenses that need a sign-off sit in someone's inbox until they find time to look at them. The bigger the business, the more this bottleneck costs.
Reporting takes hours that nobody has
Pulling together a financial summary for a board meeting or a client review involves logging into three different systems, exporting data, and formatting it into something readable. That is not a good use of a finance person's time.
What We Automate
We build financial automation systems that handle the repetitive, rules-based parts of your finance workflow automatically — with human approval built in wherever the decision actually requires one.
Invoices generate and send automatically based on triggers you define. A project marked complete in ClickUp, a retainer date reached, a deal closed in your CRM. Follow-up reminders send automatically at intervals you set until payment is confirmed. No invoice goes out late. No payment gets forgotten.
Receipts captured by email or photo get processed automatically. The system reads the amount, supplier, and date, categorises the expense against the right account code, and logs it in your accounting software. Your team submits. The system does the rest.
Supplier invoices received by email are captured, extracted, and routed to the right approver automatically. The approver gets a notification with all the relevant details and approves or flags with one click. Approved invoices are logged in the accounting software and scheduled for payment. Nothing sits in an inbox unnoticed.
The system monitors outstanding invoices and overdue accounts, sends automated payment reminders to clients on your behalf, and alerts you when cash flow patterns suggest a potential shortfall. You stay informed without having to check manually.
Weekly or monthly financial summaries pull data from your accounting software automatically and deliver a formatted report to whoever needs to see it. Revenue, costs, outstanding invoices, and key metrics — compiled and sent without anyone building it by hand.
We connect your financial workflows to the tools you already use. Invoices, expenses, and payments sync automatically between your CRM, project management tool, and accounting software. No more manual data entry between systems. See how this fits into wider Business Process Automation.
Example Workflows
Retainer Client Invoicing
On the first of every month, the system generates an invoice for each active retainer client, populates it with the correct amount and client details from the CRM, sends it from your accounting software, and logs the send in ClickUp. At day seven, if payment has not been received, an automated payment reminder goes out. At day fourteen, a second reminder sends and the account manager gets flagged. No invoice is missed and no chase is forgotten.
Supplier Invoice Approval
A supplier invoice arrives by email. The system extracts the key details, matches it against the relevant purchase order if one exists, and routes it to the right approver with a summary in Slack or by email. The approver clicks approve. The invoice is logged in Xero or QuickBooks and scheduled for payment on the next payment run. The whole process takes under two minutes of human time.
Monthly Finance Report
On the last Friday of every month, the system pulls revenue, expense, and outstanding invoice data from Xero, formats it into a clean summary, and emails it to the relevant stakeholders before the weekend. No manual compilation. The report is ready before Monday.
What We Do Not Do
Financial automation is not about removing human oversight from decisions that matter. We are clear about this.
We automate the admin. Humans still approve payments. Humans still sign off on anything that requires judgement. Humans still make the decisions that carry financial or legal weight.
What changes is that all the information is organised, accurate, and in front of the right person at the right time — instead of buried in an inbox or waiting for someone to find time to compile it.
Who This Is For
Agencies and Service Businesses with Recurring Revenue
If you invoice the same clients every month, automation makes that process completely hands-off. Retainer invoicing, payment chasing, and client reporting all run automatically while your team focuses on delivery.
Growing B2B Businesses Where Finance Admin Has Become a Bottleneck
If your finance function is running on spreadsheets and manual processes that made sense at ten clients but are breaking at thirty, this is the right time to automate.
Operations Leaders Who Want Better Financial Visibility
If the information you need to make good decisions is locked inside your accounting software and nobody has time to surface it properly, automated reporting fixes that without hiring someone to do it manually.
Any Business Spending Hours on Tasks That Follow the Same Pattern Every Time
Invoicing, expense reconciliation, approval routing, payment chasing. If your team does these things repeatedly and in the same way every time, they are exactly the kind of tasks automation is designed for.
We work with businesses across the UK, US, Europe, the Middle East, and Asia Pacific. If your finance workflow has become a drag on your team, get in touch and we will tell you exactly what can be automated. Also worth exploring: Business Process Automation and Bespoke AI Automation.
Tools We Work With
We plug into your existing stack where possible. No unnecessary migrations.
Accounting software
- Xero
- QuickBooks
- Sage
- FreeAgent
CRM and pipeline
- HubSpot
- GoHighLevel
- Salesforce
- Pipedrive
Project management
- ClickUp
- Asana
- Monday.com
- Notion
Automation layer
- Make.com
- n8n
- Zapier
Communication and approvals
- Slack
- Microsoft Teams
Document processing
- OCR tools
- Google Drive
- Dropbox
Invoicing and payments
- Stripe
- GoCardless
- PayPal Business
We work with UK-based businesses and understand the specific requirements around Making Tax Digital, VAT, and HMRC compliance. Every automation we build operates within the constraints of your existing accounting setup. If you use something not on this list, ask us. We work with most tools that have an API.
Frequently Asked Questions
What is financial process automation?
Financial process automation is the use of software to automatically handle recurring finance tasks — including invoicing, payment chasing, expense categorisation, approval routing, and financial reporting — without manual input from your team. It removes the administrative burden from finance and operations staff so they can focus on work that requires human judgement.
What is accounts receivable automation?
Accounts receivable automation is a system that monitors outstanding invoices and automatically sends payment reminders, escalation emails, and overdue notices at defined intervals. It reduces debtor days without manual chasing and ensures no invoice slips through because someone forgot to follow up.
What is approval routing automation?
Approval routing automation sends expense claims, purchase orders, or invoices to the correct approver based on value thresholds, department, or supplier — and escalates automatically if no response is received within a set time window. It replaces the manual process of forwarding documents and chasing sign-off by email.
Will this actually connect to Xero or QuickBooks?
Yes. Both have well-documented APIs and we build integrations with them regularly. Most of the automations we build write directly to your accounting software so the data is always in the right place without anyone touching it manually.
What about Making Tax Digital? Will automation cause any compliance issues?
No. We build automations that work within your existing MTD-compliant accounting software rather than around it. All transactions are still logged correctly in Xero or QuickBooks. Automation speeds up the admin, it does not change how the data is recorded for HMRC purposes.
Can we still approve payments manually?
Yes, and we would recommend it. We build approval steps into every payment-related automation. The system prepares, routes, and reminds — humans approve. That is the correct division of responsibility.
What if our accounting data is not clean?
We will tell you honestly during discovery if data quality is a problem. In some cases, cleaning up the data is a prerequisite for automation to work correctly. We can help identify what needs fixing, though data cleaning itself may be scoped separately depending on the scale.
Is this suitable for a small business or do we need to be a certain size?
Financial automation delivers value at almost any size. A five-person business invoicing ten clients manually every month is a good candidate. So is a fifty-person business with a complex approval workflow. The right starting point depends on where your biggest pain is, which is what the discovery call is for.
How long does it take to build?
A focused single-workflow build, such as automated invoicing and payment chasing, can be live in one to two weeks. Multi-workflow builds connecting CRM, project management, and accounting software take three to four weeks. We will give you a clear timeline after scoping.
Get Your Finance Admin Off Your Team's Plate
Book a call. Tell us where your finance workflow breaks down and we will tell you exactly what can be automated — or see our pricing first.
Book a Call