Admin and finance
Stop keying the same figures into two different systems
Data moves between your systems without anyone retyping it, and discrepancies reach you before the money leaves.
100%
of the invoicing flow checked instead of a sample
Monthly
automatic check that everything ran, with an alert to a named person
The problem
Every company that has grown ends up with three or four systems that do not talk to each other: a CRM, an accounting package, a spreadsheet for management figures, a trade application. Somebody joins them up by hand every month, and that person is irreplaceable for all the wrong reasons.
Alongside the double entry sits all the reading work: supplier invoices to check, contracts whose clauses nobody remembers, paperwork to file. It gets done on a sample basis because nothing else is sustainable, which amounts to accepting that you will never see most of the discrepancies.
Both families of problem yield to the same approach: automated jobs, deployed on a cloud, that run on their own and speak up when something is wrong. The decisive part is not writing them, it is watching them, because otherwise they break in silence and you find out three months later.
This concerns you if
- The same information is keyed into two different systems
- Reconciling your invoicing against your CRM happens in a spreadsheet
- You check supplier invoices by spot check, or not at all
- Nobody can say exactly what is in a contract signed three years ago
- Only one person knows how to run the monthly extract
The builds
What gets built
Les délais indiqués sont ceux d'une mise en production réelle, pas d'une démonstration. On n'en lance qu'un à la fois.
- 01 2 to 4 weeks
Synchronisation between your business systems
Cloud jobs that move customers, quotes, invoices and payments between your accounting package and your CRM, in the right direction, with your history brought across.
- 02 3 to 6 weeks
Automatic reading of incoming documents
Invoices, purchase orders and contracts read line by line, the useful fields pulled out and dropped where they are needed, and anything doubtful set aside for a person to read.
- 03 6 weeks and up
Invoice checking across the whole flow
Every invoice set against what was agreed: prices, year end rebates, payment terms, duplicates. Discrepancies surface before the money goes out.
- 04 1 week
Monitoring of the automated jobs
Every automation reports on its own run. An anomaly raises an alert addressed to a named person. That is what separates an automation from a time bomb.
Tools PennylaneHubSpotGoogle CloudBigQueryGemini
Data privacy
On this lever specifically
Accounting and contract data is confidential but rarely personal, which widens your hosting options. The care goes to documents that carry information about people, and to running the jobs on infrastructure whose location you know.
The full framework, level by levelAdmin and finance
Common questions
Do we have to change our business software?
No. The whole point is to make what you already own talk to itself. Switching systems is a long, risky project and is rarely justified by a need to automate. We work with the programming interfaces that are already there.
What happens when an automation gets something wrong?
It has to stop and say so, never carry on quietly. Every job carries its own consistency checks, and anything it cannot decide goes into a queue for a person to review. An automation with no fallback mode is not finished.
Does this replace our accountancy firm?
No. It removes the retyping and the filing, which is wasted time for everyone, your accountants included. Producing the accounts and advising you stays their job.
The other levers
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Marketing and acquisition
A steady flow of inbound enquiries, built once and kept running in a few hours a month.
-
Sales and prospecting
The write-up, the quote and the follow-up are ready before you leave the meeting. You read them and you send.
-
Customer service and support
The real causes of customer frustration, drawn out of your own conversations, and the tools to help your team answer better and faster.
-
Data and internal tools
A tool cut to fit how you work, built in weeks rather than quarters, with the data behind it under control.
Next step
Where would you start?
Ten days to map where your teams lose time, put a figure on each lever and name the first system to build. If AI is not the right answer, I will tell you so.
Diagnostic
Étape 110 days
€9,500 excl. VAT · fixed fee, one area of the business
- A map of where the time actually goes in the area audited
- Each lever costed in hours freed, ranked by effort and by gain
- The data note: what leaves your systems, and where it is processed
- A three-month plan, naming the first system to build