All case studies

AI automation · Finance

Payments matched to invoices, with only the odd ones left for a person.

Bank payments are matched to open invoices as they clear. Clear matches close themselves, and the odd ones go to a short review list with the AI's best guess.

For
Service businesses
Built as
21-Day Build
Bank feedQuickBooksClickUpGmail
  1. 1Payment landsPicked up from the bank feed as soon as it clears.
  2. 2Matched to invoicesCompared with open invoices by amount, reference and client name.
  3. 3Clear matches closedMarked paid in QuickBooks, and the ClickUp project shows the client is up to date.
  4. 4Unclear ones queuedPart-payments and odd references go to a review list with the AI's best guess and why.
  5. 5Reminders draftedOverdue invoices get a polite reminder drafted for the accounts team.

  • 4

    Tools connected

    Bank feed, accounting, project tool and email.

  • 2

    Lanes

    Exact matches close themselves; everything else goes to review.

  • Every

    Match explained

    Each one shows why it was matched, for a clean audit trail.

"At month end someone spends days matching payments to invoices by hand."

The problem

Clients pay with a reference that doesn't match the invoice, pay two invoices in one transfer, or pay part now and part later. Someone in accounts works through the bank feed line by line and ticks invoices off in QuickBooks.

Until that's done, the delivery team doesn't know who's paid. Reminders go out late, or to clients who already paid, and month end takes far longer than it should.

What we build

A matcher that reads every new payment from the bank feed and compares it with open invoices. Exact matches are closed in QuickBooks straight away, and the client's project in ClickUp is updated so delivery can see it.

For anything unclear, the AI model suggests the most likely invoice and explains why in one line. Those land in a short review list. Overdue invoices get a reminder drafted in Gmail with the right amount and invoice attached.

The checks built in

A person approves anything the AI suggests about money until it's accurate. Only exact matches close on their own.

Every match is logged with the rule or reason behind it, so accounts can trace any payment.

Reminders are drafts. A person sends them.

Typical stack

  • Bank feed
  • QuickBooks
  • ClickUp
  • Gmail
How the 21-Day Build works

Businesses

AI automation we buildfor service businesses.

Each one starts in tools a service business already pays for and adds only what's missing.

  1. Enquiry-to-CRM automation

    Website formGmailHubSpotSlack
    1. 1Enquiry arrivesFrom the website form or straight into the shared inbox.
    2. 2AI reads itPulls out the company, contact, service asked about and how soon they need it.
    3. 3CRM updatedMatches an existing contact or creates one, and logs the enquiry against it.
    4. 4Owner assignedRouted by service and region, with a Slack message to that person.
    5. 5Reply draftedA first reply waits in Gmail for the owner to edit and send.

    AI automation · Sales inbox

    4Tools connected

    Every enquiry filed, assigned and answered in draft.

    AI reads each enquiry from the form or the shared inbox, files it in the CRM, routes it to the right person and drafts a first reply for them to send.

    How the enquiry-to-CRM automation works

  2. Client onboarding automation

    HubSpotAsanaGoogle DriveQuickBooksSlack
    1. 1Deal marked wonThe trigger is the stage change sales already makes in HubSpot.
    2. 2Project set upAn Asana project from the right template, with the team and dates filled in.
    3. 3Files and accessA client folder in Google Drive, shared with the right people only.
    4. 4Billing readyThe customer and first invoice created in QuickBooks as a draft.
    5. 5Team toldA Slack channel opened with the deal notes, so nobody asks sales again.

    AI automation · Operations

    5Tools set up

    One deal marked won, and five tools are ready for the client.

    When a deal is marked won, the project, the shared folder, the first invoice and the team channel are all set up from the deal record, with nothing retyped.

    How the client onboarding automation works

All service-business case studies

Working in 21 days from access, or your build fee back. Half paid only when it works. Full terms

Book a free 30-minute call