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AI in finance: automation with approval staying with you

Retyping invoices, sending reminders, chasing receipts and, at month end, chasing everyone for their paperwork. Much of the work in finance is the same every month, and a lot of it is still done by hand.

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6 AI employees for finance

An AI employee for finance does the groundwork in your own accounting system: reading, matching, coding, reminding and flagging. What gets posted, what is out of line and what the figures mean stays with your controller or accountant.

  • Linda · Invoice Checker

    Finance · Custom implementation

    The AI Invoice Checker

    Checks incoming invoices, flags discrepancies and prepares them for processing.

    Connects toExactOutlookSharePointMicrosoft 365

  • Rob · Collections Assistant

    Finance · Custom implementation

    The AI Credit Controller

    Follows up on unpaid invoices, sends reminders in the right tone and flags what needs a call or a debt collector.

    Connects toExactAFASOutlookTwinfield

  • Lisa · Expense Claims Processor

    Finance · Custom implementation

    Automate expense claim processing with AI

    Reads receipts and expense claims, checks them against your own policy and only passes on the exceptions.

    Connects toExactAFASMicrosoft 365Outlook

  • Jeroen · Purchase Order Handler

    Finance · Custom implementation

    Automate purchase orders with AI

    Turns purchase requests into orders, tracks approval and keeps an eye on what has been ordered but not yet delivered.

    Connects toExactAFASTeamsOutlook

  • Marijke · Month-End Close Assistant

    Finance · Example application

    Automate your month-end close with AI

    Gathers what the close needs, flags what is missing and prepares the recurring checks.

    Connects toExactAFASMicrosoft 365Teams

  • Tim · Subscription Billing Assistant

    Finance · Example application

    Automate subscription billing with AI

    Keeps recurring billing on track, processes contract changes and flags what has not been invoiced.

    Connects toExactAFASHubSpotDatabases

Also relevant for finance

These AI employees sit with another department, but touch the same work.

Which tasks does AI in finance take over?

AI in finance takes over the recurring preparatory work: reading and checking invoices, processing expense claims, chasing debtors and preparing the month-end close. Your controller still decides on exceptions, payments and everything that goes to the accountant. The rule is simple: the machine prepares, a person signs off.

What does that look like in practice? A purchase invoice arrives in the shared inbox. The invoice processing employee reads it, matches it against the purchase order and the goods receipt, and suggests the ledger account and cost centre. If something doesn't add up, it goes to a person with the reason attached. At the end of the month, the month-end close assistant chases missing submissions and runs the standard checks. Dutch packages such as Exact Online, AFAS and Twinfield stay where they are. If your question is more about figures and reports from separate systems, see an integrated data platform for a financial organisation.

My advice: always have a person approve payments, as well as exceptions and the conversation with a customer who pays late every time. What AI can and can't do in bookkeeping is covered in AI bookkeeping. How an AI employee works as a colleague in your team is explained in what an AI employee is.

What we would not start with: letting AI loose on accounts that are already a mess. You just get the mess faster. Sort out your chart of accounts and your approval steps first. Where it then really saves time is what we work out in the AI Opportunity Audit.

Task by task

This is the starting point for each task. Exactly where the line sits for your team, we agree together during setup.

  • The AI Invoice CheckerLinda · AI employee Invoice Checker

    Runs automaticallyReads invoices, matches them to the order and goods receipt, and proposes the ledger account and cost centre.

    A person decidesApproval, and every invoice that does not match. What may be posted automatically is set per account and per amount.

  • The AI Credit ControllerRob · AI employee Collections Assistant

    Runs automaticallyTracks outstanding items and sends reminders in the agreed tone and sequence.

    A person decidesDisputes, payment plans and collections. Large amounts have an approval step by default.

  • Automate expense claim processing with AILisa · AI employee Expense Claims Processor

    Runs automaticallyReads receipts, checks them against your expenses policy and posts what falls within it.

    A person decidesClaims outside the policy. They go to the line manager with the reason attached.

  • Automate purchase orders with AIJeroen · AI employee Purchase Order Handler

    Runs automaticallyCompletes requests into an order, collects approval according to your authorisation matrix and tracks open orders.

    A person decidesThe approval itself, and anything outside the matrix. Ordering on its own only happens if you choose it.

  • Automate your month-end close with AIMarijke · AI employee Month-End Close Assistant

    Runs automaticallyKeeps the checklist, chases missing submissions and runs the recurring checks.

    A person decidesThe postings and the review of the figures. Those stay with the controller or accountant.

  • Automate subscription billing with AITim · AI employee Subscription Billing Assistant

    Runs automaticallyCompares contract terms with what was billed, reports differences and prepares a billing proposal.

    A person decidesChecking the proposal before it goes out, and the decision to apply indexation.

You stay in control.

Not every decision should be made automatically. For each workflow, we set out:

  • What can happen automatically.
  • What is put forward for approval first.
  • When a person is brought in.
  • What information is stored.
  • How actions are logged.
Integrations

The AI employees on this page work with these packages, among others. Is your system not listed? We can connect any system, even if there is no standard integration.

Frequently asked questions

Which finance tasks can you automate with AI?

The tasks that run on fixed rules: reading and matching purchase invoices, sending payment reminders, checking expense claims against your policy, handling purchase orders, keeping the month-end checklist and checking recurring billing. In every case, anything out of line goes to a person with the reason attached.

Can you fully automate bookkeeping with AI?

No, and that is not the aim. An AI employee takes over the gathering, reading and preparation. Postings outside the rules and the review of the figures stay with your controller or accountant. What may be posted automatically is set per ledger account and per amount.

Does this work with Exact Online, AFAS and Twinfield?

Yes, through the API or the import route of your package. We only retrieve what is needed and write nothing back to your ledger unless that has been explicitly agreed.

How do you prevent mistakes when AI processes invoices?

By never approving anything silently. Invoices that do not match the order or goods receipt go onto an exceptions list with the reason: price difference, quantity difference, missing order or unknown supplier. A person decides on those.

Can AI in finance make payments itself?

I advise against it. AI in finance can prepare payments and flag exceptions, but have a member of staff approve every payment. Mistakes in payments are expensive and hard to reverse.

Is this also relevant for an accountancy firm?

A firm has the same preparatory work, only across several sets of books: gathering documents, reading invoices and tracking submissions. The profiles here are written from the perspective of an in-house finance team. Whether the pattern fits your firm depends on your packages and the way you work, and we look at that case by case.

Guides and services

Outsource accounts receivable, hire someone or automate it?When a collection agency or an extra pair of hands fits, and what an AI employee takes over from the follow-up.Outsource your bookkeeping or payroll administration?An accounting firm, a payroll bureau, or keeping it in-house with an AI employee for the gathering work.AI for accountantsDocuments, proposed entries and checks across client administrationsAI Opportunity AuditKnow where the opportunity is before anything gets builtWhat does an AI employee cost?What drives the price, with an estimate for your situationAI implementationThe foundation first, then the first process, then expandAI automationWhat we automate, and where a person keeps deciding
How to put this to work

  1. 1A 30-minute callTogether we look at your process and your systems, and which task is the best place to start.
  2. 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
  3. 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
What does an AI employee cost?Explore the opportunity first

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