Use case · FinanceAn AI that knows your numbers, and where they come from.
A number is spread across accounting, the ERP, the bank, Excel exports and the person who consolidates them. We link all of it in a company memory, without changing your tools, and we work with your team to build the agents that match invoices, prepare the close, follow up on receivables and explain the variances your dashboards show without explaining.
Five questions your team asks every week.
Your tools give you the number. What sits behind it (the order, the contract, the decision, the email) is spread across four tools and a few people. Here is what changes with a memory that links them.
| Today | With the company memory | |
|---|---|---|
| Which invoices have not arrived yet for the close? | You guess from orders and deliveries, call operations, and accrue on a best guess. | Goods and services received but not yet invoiced, linked to their order, with the amount to accrue and the person to follow up with. |
| Does this supplier invoice have a purchase order, and who needs to approve it? | You have to reopen the ERP, find the order email and ask the site manager. | The invoice linked to its order and delivery, the discrepancy flagged, the approver identified. |
| Why did this site's margin drop last month? | The dashboard shows the variance. The explanation takes a day of digging and three phone calls. | The variance linked to its causes: the invoices that went up, the supplier change, the meeting where it was decided. |
| Which documents are still missing for the auditors? | A list in an email, checked off by hand, with documents requested several times from the same people. | The up-to-date list of received and missing documents, every number with its source. |
| Which customers should we follow up with this week, and what have we already told them? | The AR aging report in one place, the correspondence history in a sales rep's inbox. | Overdue receivables, previous correspondence and promises to pay, linked, with a suggested follow-up. |
The finance team's tools.
We replace nothing. The tools your team already uses feed the memory continuously, within each person's access rights.
Sage
Odoo
SAP- Pennylane
- Cegid
- Qonto
- Agicap
- Your bank
- Yooz
- Spendesk
- Libeo
Gmail
Outlook
Google Drive
SharePoint
- Yousign
- DocuSign
- Google Drive
Is one of your tools missing from this list? We connect it during deployment.
What changes for the finance team.
A close that no longer depends on chasing documents.
Orders, deliveries, contracts and invoices are linked, and the memory updates itself: uninvoiced receipts are detected, missing documents are requested, the close checklist is no longer maintained by hand. An absence on the team no longer delays the close.
Invoices processed on arrival, not at month end.
Each invoice is read, matched to its order and coded as soon as it arrives, then submitted for approval. The month-end backlog disappears.
A variance explained, not just displayed.
Your dashboards show the variance. The memory links it to its causes (the invoices that went up, the supplier change, the decision made in a meeting), and the management commentary is drafted with its sources cited.
Your finance processes, as they actually happen.
Before building anything, our interview agents talk to every member of the team and map the real process, not the one in the handbook: the steps, the documents, the coding rules, who does what, and where it gets stuck.
The close, step by step.
From the last day of the month to the report sent to management: documents to chase from operations, uninvoiced receipts to accrue, recurring entries, controls, account reconciliation. Who handles each step, in what order, and by when.
The supplier invoice, from inbox to payment.
Receipt, data capture, matching to the order and delivery, coding, approval by the right manager, payment, filing. The process as the team actually runs it, including the exceptions nobody wrote down.
The friction points.
Duplicate data entry between the invoicing tool and accounting, the coding rule only one person knows, documents requested three times, the management commentary written by hand from three files: that is where the first agents get built.
The agents we build with your team.
No off-the-shelf agents. Each one is designed with your finance team, for a specific need, on top of a memory where all the data is already linked. Four examples among many others.
Supplier invoice processing
The agent reads the invoice, matches it to the order and delivery, flags price or quantity discrepancies, proposes the coding according to your rules and routes it to the right approver.
Who stays in control. The approver signs off. No payment is triggered by the agent.
Variance explanation
For every notable variance between actuals and the budget or the prior month, the agent finds the causes: the invoices involved, the supplier or price change, the decision made in a meeting, the email that explains it. The management commentary is drafted with its sources cited.
Who stays in control. The FP&A manager reviews and decides before it goes out.
Collections follow-ups
Overdue receivables, sorted by amount and days past due, with the correspondence history, promises to pay and open disputes, and a suggested follow-up for each customer.
Who stays in control. The team decides whether to send it, and adjusts the tone.
Uninvoiced receipts and missing documents
The agent matches orders and deliveries against received invoices, lists what has been received but not yet invoiced, with the amount to accrue, requests missing documents from operations and flags discrepancies between tools before the team has to look for them.
Who stays in control. Every accrual and every entry is approved by the accountant. The agent prepares, it posts nothing.
These four agents are only a sample. Once the team's data is linked, an agent can be built for every task that deserves one: checking invoices against contract terms, contract and subscription expirations and auto-renewals, expense reports against company policy, preparing the audit package, cash forecasting from promises to pay. Tell us what takes up your team's time, and we will build the agent for it.
The questions each role asks.
Each role puts these questions to the memory through the AI your teams already use, or to your agents. Every answer cites its sources, and each person sees only what their access rights allow.
CFO
Sees the state of the close, the variances and the cash position without waiting for the team to pull it all together.
- Which invoices do not match the terms negotiated in the contract?
- Which sites have a declining margin over three months, and why?
- Which invoices above $10,000 have been waiting for approval for more than a week?
- What is our overdue receivables balance, and which customers account for most of it?
- Which documents are still missing for the auditors?
Accountant
Processes invoices and prepares the close without duplicate data entry or a side spreadsheet.
- Does this invoice match an order, and has the delivery been confirmed?
- Which account do we usually code this supplier to?
- Which invoices this month still have no purchase order?
- Which deliveries this month have not been invoiced yet, and for how much?
- Which receipt is missing for this expense, and who should I ask?
FP&A Manager
Explains variances without a day of digging, and answers questions from operations with the source.
- Why did this site's purchases go up last month?
- What is the variance between budget and actual on this line, and what is driving it?
- Which suppliers raised their prices this quarter?
- Write this month's management commentary, with the sources behind each variance.
- What was decided in the meeting about this expense line?
Start with finance. The same memory then serves the others.
The Company Brain is not an accounting tool: it is the company's memory. The invoices, orders and numbers linked for finance also serve procurement, site managers and leadership. Start with one area, measure the result, then decide whether to expand.
Frequently asked questions
The questions finance teams ask before getting started. If yours is not here, ask us directly.
No. We connect the tools you use, and they remain the system of record for journal entries. The memory links what they contain to invoices, email, orders and decisions; it does not replace them.
No. Agents prepare: matched and coded invoices, proposed entries, drafted follow-ups, built dashboards. Anything that binds the company (an approval, a payment, a journal entry) is done by a person, and every agent action is logged.
No, it is the most common situation. Our interview agents reconstruct with the team where each number comes from and how it is adjusted, and that version goes into the memory. The files stay, but they are no longer the only source.
They benefit. Every number in the memory keeps its source and date, and every agent action is logged. Requested documents are found in minutes instead of days.
Most often supplier invoices or the close: two repetitive processes where the benefit is measurable from the first month. We measure, then we expand.
Let's talk about your finance team.
Thirty minutes: your tools, your close, and the first agent that would give your team time back.