At month end accounting matches statements to invoices by hand and writes reminders to debtors one by one. From the receivables report of SAP Business One or Sage and the bank statements, the solution matches payments, flags unclear amounts and drafts reminders by overdue stage, and the accountant approves before anything is sent.
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A wholesaler has hundreds of invoices on credit terms, and customers do not pay by the invoice: one covers three invoices with a single transfer, another pays part, a third writes only the company name in the payment reference, and retail chains whose invoices go out through EDI pay on their own schedule with deductions. Every morning the accountant opens the bank statement and the SAP Business One, Sage or Xero receivables report and matches the amounts by hand, and writes reminders to late customers, each time remembering who has already received a first email, who a second, and for which customer the sales rep asked not to send strict letters.
Every morning the solution picks up the bank statement (an export or a separate bank interface) and the receivables report from SAP Business One, Sage or Xero. A Claude model via API matches the received payments to invoices by amount, payer, reference and invoice numbers, including partial payments, payments covering several invoices and payments from EDI chains with deductions. Clear matches are marked as reconciled, and unclear amounts (an overpayment, an unknown payer, an amount with no invoice) go to the accountant's list. Then, based on the remaining debts and your rules (days overdue, customer importance, agreed exceptions), the agent prepares reminder emails: a polite reminder, a second reminder with a list of invoices, and a notice about a possible stop of deliveries. The accountant reviews the list, strikes out what is needed and approves; only then do the emails go out from your Outlook, and the sent reminder is noted on the customer record in HubSpot or Pipedrive so the sales rep knows. Decisions on credit limits or stopping deliveries are never made automatically: your manager makes them from the summary the agent prepares. The model runs on the Anthropic API or Amazon Bedrock in an EU region, and your data is not used to train the model. We post reconciled payments to SAP Business One through its import format, and to Sage or Xero through an import or API, depending on the version, and if your ERP runs on managed ERP hosting, everything runs on infrastructure we manage.
Four steps from input to a record in your system, with human approval wherever there is risk.
The flow picks up yesterday's bank statement and the receivables report by customer from SAP Business One, Sage or Xero through an export or an interface. No manual exports are needed, and if the bank has no interface, the statement is uploaded to an agreed folder.
The model links each payment to one or several invoices by amount, payer and reference, including chain payments with deductions against EDI invoices. Partial payments, overpayments and unknown payers are flagged separately and offered to the accountant with an explanation of why they did not match.
By days overdue and customer group, the agent prepares emails with the list of invoices and amounts from your templates. The accountant sees the whole list, strikes out customers where something else was agreed and approves sending from Outlook. Reconciled payments are posted to SAP Business One or Sage through an import, and a reminder note appears on the customer record in HubSpot or Pipedrive.
Customers whose debt exceeds the agreed limit, or who are late for the third time, go into the manager's summary with the history from accounting and the CRM. The manager decides on the limit or deliveries, and we maintain the flow and update the rules when your policy changes.
Automatic pickup of statements and the receivables report from SAP Business One, Sage or Xero, and import of reconciled payments back through the system's import format or API.
Overdue stages, customer groups, an exceptions list and email templates in your tone, which accounting can change without a developer.
A morning list with reconciled payments, unclear amounts and reminders to approve with one click.
A weekly debtor overview for the manager with suggested decisions, reminder notes on the HubSpot or Pipedrive records, a log of all emails and our support.
Claude via API + receivables reports and bank statements from SAP Business One, Sage or Xero, and import of reconciled payments back through the system's import format or API, depending on the version. We choose the platform by the task and by where your data may be: read more about this service and its limits on the service page.
No. All emails wait in the accountant's approval list, and only approved ones are sent from your Outlook. Stopping deliveries or changing a credit limit is never done automatically at all: it is your manager's decision.
Yes. We take the receivables report from SAP Business One through its interface or an export and return reconciled payments through its import format. With Sage and Xero we integrate through an API, file export and import, or an email flow, depending on your version. We choose the integration method after a check, and the first stage can run on exports alone.
Only the statement lines needed for matching are passed to the model, without login details and without the full account history. The model runs on the Anthropic API or Amazon Bedrock in an EU region, the data is not used for training, and every action is written to a log.
Customers call and write about stock, their prices and order status, and sales reps answer the same questions dozens of times a day.
A new price list or quote for every customer group means a day of work in Excel and Word.
In wholesale, orders arrive as emails, Excel sheets, customer PDFs and EDI messages from retail chains, and the sales rep retypes them into SAP…
Every supplier sends a catalogue in its own format: different columns, units, language and codes.
This service is delivered by specialists with valid international certifications. Their expertise is confirmed by independent organisations, not by us.
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The AI security programme and its controls are managed following the ISACA methodology.
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