AI agents for SME finance and accounting

Today

Every month, the finance manager compares the figures with the budget and the previous year, then writes a commentary for management. It takes time and the text arrives late.

With AI

Once the month is closed, the agent reads the profit and loss export and the budget stored in SharePoint, picks out the variances above the thresholds you set, then opens the general ledger to find the entries that explain them. Finally, it drafts a first commentary in Word, with the source of each explanation. The finance manager checks, corrects and signs off the text before passing it to management.

Today

Variable hours, night and Sunday supplements, changes in working percentage: before each payout, the payroll officer compares payslips with the previous month by hand.

With AI

As soon as the month’s payroll journal is exported, the agent compares it with the previous month, the time records and the supplement rules of your collective agreement, then lists the deviations to explain, citing the relevant rule for each. It saves the list in the payroll folder, in an environment excluded from model training. The payroll officer checks each case in the payroll software; management approves the payout as it does today.

Today

Invoices arrive as PDFs, on paper or by e-mail and are keyed in one by one: supplier, amount, VAT, account, cost centre. Differences from the order and coding errors only surface at year-end.

With AI

When an invoice reaches the accounts payable mailbox or arrives by eBill, the agent reads it, finds the supplier in the software, compares it with the purchase order and delivery note, then prepares a pending entry with account, VAT and cost centre according to your rules. It flags price or quantity differences and drafts the question to the buyer. The accountant checks and approves each entry; payment is still authorised by the person entitled to do so.

Today

Reminders go out late, all with the same wording, regardless of the customer’s history or an ongoing dispute. Some unpaid invoices drag on for lack of time to follow them up.

With AI

Every week, the agent reads the overdue open items in the software, searches the mailbox and CRM for a payment promise or a dispute, then sets the reminder level according to your rules and prepares a suitable text for each customer as a draft in Outlook. It sets disputed cases aside with a note summarising the exchange. The accounts receivable person reviews, sets aside sensitive cases and sends the reminders themselves.

Today

After heating and service charge statements are sent, the property manager receives dozens of tenant questions about items and allocation keys that have to be explained again each time.

With AI

When a tenant writes about their statement, the agent identifies the building and lease in the property management software, retrieves the statement, the allocation key and supplier invoices, checks the item in question and prepares a clear draft reply. Any formal objection becomes a task for the property manager. The property manager or building accountant approves the reply before it is sent.

Today

QR payments with a reference are matched automatically, but transfers without a reference, combined payments and partial amounts stay in suspense and are handled by hand at month-end.

With AI

Every morning, the agent retrieves the camt notifications from the bank, isolates the payments the software has not matched and looks for the corresponding invoices in the open items, payment advices received by e-mail and the debtor’s name. It prepares the pending match with the reason for it and, for a partial or unknown payment, drafts the question to the customer. The accountant accepts or corrects each suggestion; nothing is booked without their approval.

Today

During closing season, every client file needs the same checks: accruals, provisions, depreciation, unusual balances. They are done by hand, client after client, with Excel lists that differ from one staff member to another.

With AI

When a client file enters closing, the agent retrieves the trial balance, applies your checklist, compares it with the previous year and looks for supporting documents for the balances in the client folder of the document management system. It then assembles a file of points to verify and drafts the list of questions for the client. The client manager handles each point and decides on closing entries; the agent writes nothing into the books.

Today

Subcontractor invoices, hours, materials: the costs of a building site or client project are spread between the accounts and field reports. The real margin only becomes clear once the project is finished.

With AI

Every week, the agent takes the new subcontractor invoices and the hours recorded, allocates them to sites or projects using the order number or project code, and asks the project manager in Teams to confirm doubtful allocations. It then updates the cost tracking against the quote or NPK/CAN items and flags overruns. The project manager confirms, management decides what to do.