Home / How it works
Four modules that do the prep work. People make the calls.
Here’s exactly what each module does, what it needs from you and what always stays in your hands.
Supplier bills, without the retyping
Bills arrive in every format. The assistant collects them, reads them and prepares each one so approving takes seconds.
What the assistant does
- Collects bills from a dedicated inbox, PDF uploads and Peppol eInvoicing
- Extracts supplier, ABN, invoice number, dates, line items and GST
- Suggests account code, tracking category and tax code from your history
- Flags duplicates, unusual amounts and missing tax invoice details
- Holds any bill where the supplier’s BSB or account number has changed
- Prepares an ABA payment file for the bills you approve
| Field | Read from bill | Check |
|---|---|---|
| Supplier | Ridge Electrical | Known |
| ABN | 00 000 000 000 | Active · GST |
| Total | A$5,940.00 | Normal range |
| GST | A$540.00 | 10% |
| BSB / account | Changed since last bill | Hold |
Example of a bill check. Made-up data.
What stays with you
- Approving bills before they’re posted
- Confirming any changed bank details by phone
- Uploading and authorising payments in your bank
Getting paid on time, without awkward conversations
The assistant keeps an aged receivables list up to date and prepares reminders on a schedule you choose — so nobody has to remember.
What the assistant does
- Updates who owes what each day from your accounting software
- Drafts reminders in three stages: friendly, reminder, final notice
- Adapts tone per customer and skips accounts marked “handle personally”
- Attaches the invoice copy and your payment details automatically
- Records promised payment dates and nudges you if they slip
- Calculates late fees only where your agreed terms allow them
Hi Tom,
Hope the week’s going well. A quick heads-up that invoice INV-1051 for A$880.00 was due on Monday. A copy is attached, with our bank details at the bottom.
Thanks so much,
Sam
Example stage 1 reminder. Reminders follow the ACCC/ASIC debt collection guideline: no pressure tactics, no misleading statements.
What stays with you
- Approving or editing each reminder
- Agreeing payment plans
- Deciding on fees, collection agencies or legal action
Bank reconciliation that only asks about the hard ones
Most bank lines match an invoice or bill without anyone thinking about it. The assistant handles those and explains the rest.
What the assistant does
- Uses bank feeds already in your accounting software, or CSV/OFX exports
- Matches part payments, combined payments and remittances
- Recognises card settlements, merchant fees and regular direct debits
- Explains why each uncertain line is uncertain
- Produces a month-end summary of open items for your bookkeeper
| Bank line | Suggestion | Confidence |
|---|---|---|
| BLUEGUM CAFE 1051 | INV-1051 | High |
| DEP 77310 | INV-1047 + INV-1049 | High |
| STRIPE PAYOUT | 12 card sales − fees | High |
| TRANSFER J SMITH | Unknown payer, A$400 | Ask you |
Example reconciliation queue. Made-up data.
What stays with you
- Confirming uncertain matches
- Reviewing the month-end summary
- Anything that needs a journal or adjustment
A 13-week cash flow forecast you can actually read
Built from your real receivables, bills and recurring commitments — and updated every day as money moves.
What the assistant does
- Starts from today’s bank balance and open invoices and bills
- Adds BAS/IAS, PAYG instalments, wages and super with each pay run
- Includes rent, leases, loan repayments and other regular costs you list
- Uses each customer’s actual payment habits, not just due dates
- Flags tight weeks early and shows which items drive them
- Writes every assumption in plain English, so you can change it
Week 7 is tight. Quarterly BAS (A$14,200) and a fortnightly pay run land in the same week as the Coastline Packaging order. Two large customers usually pay 9 days late.
Options: ask Harbour Dental to pay on time, or move the packaging order by a week.
Example forecast note. Made-up figures.
What stays with you
- Checking and adjusting assumptions
- Decisions on finance, timing of payments and spending
- Tax planning with your accountant
Works with what you already have
No new accounting system, no new bank. We plug into your current setup and confirm the details in the free review.
Accounting software
Xero, MYOB and QuickBooks Online. Others through imports and exports.
Banks
Bank feeds via your accounting software, or CSV/OFX exports. ABA files for payment batches.
Peppol eInvoicing
Bills received over the Peppol network are read like any other bill.
A forwarding address for bills, and reminders sent from your own mailbox once approved.
Payroll totals
Wages and super totals from your payroll system feed the cash forecast.
Spreadsheets
Customer and supplier lists, budgets and recurring costs from Excel or Google Sheets.
What we need from you
Nothing exotic. If you run a typical Australian small business, you most likely have all of this already.
Access
- Accounting software login for setup (adviser or read-only role)
- Bank feeds or monthly exports
- An email address bills can be forwarded to
Information
- Customer and supplier lists
- Your payment terms
- Recurring costs and pay run dates
- Who approves what
The first month, week by week
- Week 1
Kick-off
Access set up, approval rules agreed, data processing terms signed.
- Week 2
Learn your history
The assistant studies 12 months of coding and payment patterns.
- Week 3
Shadow run
It works alongside your team. We compare results and tune the rules.
- Week 4
Live
Your team switches to approving. Weekly check-ins for the first month.
No black boxes
Your quote lists the AI models we use, who provides them, where data is processed and how long it’s kept. We follow the Australian Government’s voluntary guidance on safe and responsible AI use, and the assistant never makes decisions that significantly affect a person on its own.
Explainable
Every suggestion shows why: “coded like the last 14 bills from this supplier”.
Human approval
Payments, customer messages and exceptions always need a person.
Logged
A full history of suggestions, approvals and changes.
Not used for training
Your data doesn’t train anyone’s models.
What the assistant doesn’t do
Not us
- Lodging BAS, IAS or tax returns
- Tax, BAS, financial or legal advice
- Making or authorising payments
- Debt collection on your behalf
Who does it
- You and your registered BAS or tax agent
- Your accountant or adviser
- Your authorised staff, in your bank
- You, or a licensed collection agency if needed
How many hours a week go on bills and chasing payments?
In the free review we map your current process and volumes. If the assistant won’t pay for itself, we’ll tell you — no hard sell.
- 1
We reply within one business day to find a 30-minute slot that suits you.
- 2
We look at your setup together: software, bank, volumes and what hurts most.
- 3
You get a written quote with modules, AI providers and data locations — or a frank “not worth it”.