Back-office

Back-office decisions, made hundreds of times a week.

Back-office operations run on decisions. Does this invoice match the purchase order. Is this payment safe to release. Which account do we chase first. Does this expense clear policy. High volume, document-heavy, and each one has a clear ground truth — the invoice either matches or it doesn’t.

That profile is exactly what belongs partly to agents. Partly. The discipline is knowing which part — and that is the work most AI vendors skip.

01 — The decision inventory

A week in the back office, decision by decision.

We inventory the decisions first, then assign each one a lane. Delegate: the agent decides and your team audits. Surface: the agent prepares and a person approves. Hold: it stays human. This is what the ledger typically looks like.

Three-way invoice match — invoice against order against receipt

Runs on every invoice as it arrives. Clean matches post on their own; exceptions queue with the discrepancy already located.

Delegate

Duplicate-payment flag

Near-duplicates across vendors, entities, and file formats — the ones a resubmitted PDF and two systems hide from each other.

Delegate

Payment approval

The agent assembles and checks the run; it never releases money. This line is deliberate, and it does not move.

Hold

Collections chase order

Who to call today and in what order, ranked by exposure and payment history. The agent proposes the queue; your team owns the conversation.

Surface

Vendor contract renewal terms

Renewal windows, rate changes, drift between the contract and what you actually paid — briefed before the meeting, decided in it.

Surface

Expense-policy exception

Clear violations are routine and handled as such. The gray cases carry context no policy document has — those go to a person, file already built.

Surface

Writing off a disputed invoice

A write-off is a judgment about the relationship, not the ledger. It stays human.

Hold

A representative back-office ledger. Yours will differ — the diagnostic produces the exact lines for your operation.

02 — The line we hold

Agents prepare and check. Approval stays human.

Everything in the delegate lane is reversible, auditable, and inside guardrails. Everything that commits the company — a payment released, a write-off signed, a renewal agreed — stays with a person. We build toward that line on purpose, and we don’t move it to make a demo more impressive.

We run our own accounts payable this way. Ken, our internal AP agent, extracts every invoice, validates it against orders and contracts, catches duplicates, and routes it to the right approver — and it never auto-approves. Not because it couldn’t be wired to. Because a payment is a commitment, and commitments carry a human signature.

Bring us one operation.

Tell us which decisions eat your team’s week. We’ll tell you, in writing, where AI earns its place there — and where it doesn’t. You’ll hear back within a day.

Prefer to talk? Book 30 minutes directly.