Finance Agent
Prevents avoidable payments, catches invoice and VAT errors before the payment run, and keeps cash and the audit trail visible.
The problem it addresses
Supplier bills get paid on trust because nobody has time to match each one to its purchase order and goods receipt. VAT lines are checked by eye, duplicates slip through, and overdue customer invoices are chased when cash gets tight rather than when they fall due.
- Reports to
- Accountant / AP clerk
- Reads
- Receivables, Payables, Tax lines, Point of sale, Bank statements, Ledger entries, Bank lines, Supplier bills
What changes for the team
Avoidable payments prevented
a bill with no matching receipt, a duplicate, or an overcharge is held before the payment run, not discovered after it.
Invoice and VAT issues identified
every tax line is checked against the 15% rate and every mismatch arrives with the exposure in riyals.
Better cash visibility
overdue receivables are chased on time, with a reminder drafted and waiting for approval.
Faster reconciliation
each exception comes with its evidence attached (bill, order, receipt, amounts), so the accountant reviews the few that are wrong instead of re-checking all of them.
A clearer audit trail
every hold, reminder, query and decision is recorded with who approved it and why.
It drafts. A person decides. Some things are never drafted.
What lands in your queue
- A hold on a bill whose purchase order, goods receipt and bill disagree, with the difference in riyals
- A hold on a bill whose VAT line is wrong, until an accountant corrects it
- A payment reminder to a customer with an overdue invoice
- A query to a supplier about a bill discrepancy
- A hold on a duplicate or disputed bill pending review
Under a person's approval
- Every draft waits for your accountant's approval. Nothing is sent or held until a named person approves it.
- A hold stops the money. The correction itself (the tax line, the journal entry, the payment) stays with your accountant.
- Your accountant should review the three-way match and VAT flags before relying on them unsupervised.
It cannot
- Create or approve a journal entry
- Transfer money or release a payment
- Alter a supplier's bank details
- Change a tax rate or file a tax return
- Modify a closed accounting period
- Reconcile payment-gateway or marketplace settlements; no connector for that exists
How approvals, owner sign-off and the blocked list work: security and control.
The skills, one check or draft each
Executes on approval means approving the draft writes to your system. Recommends means the approval records the decision and your team makes the change. Planned is not built.
AP Control module
- AP invoice controlOpen supplier bills reviewed before payment; hold anything that doesn't reconcile. Duplicate detection checks the supplier's own invoice reference number, not just a similar amount and date, so two genuinely different bills that happen to look alike are never held on that basis alone.Executes on approval
- 3-way matchPO vs goods receipt vs bill, line by line, with a confidence score on every match. On approval the bill is put on hold so it can't be paid until it reconciles. A match the system can't confidently confirm is never silently skipped; it's routed to your team for a quick manual check instead of disappearing.Executes on approval
- VAT Arithmetic & Invoice Field ValidationEvery bill's tax arithmetic checked against the standard 15% rate on the fields your ERP provides. A confident mismatch is held until an accountant corrects it; a bill whose tax treatment can't be determined from the data (e.g. zero tax charged, which a legitimately zero-rated or exempt bill would also show) is flagged for your accountant to classify, never called compliant or non-compliant on a guess. Not a substitute for full Saudi VAT/ZATCA compliance review.Executes on approval
- Payment remindersOverdue customer invoices chased with a drafted reminder, sent only on approval; the underlying invoice is re-checked immediately before sending so a reminder is never sent for a bill that was paid in the meantime.Executes on approval
- Supplier queriesA drafted question to the supplier when a bill and its PO disagree.Executes on approval
- Invoice holdPark a disputed bill so it can't be paid until a human clears it; the bill is re-checked immediately before the hold is placed, and the hold's success is verified afterward.Executes on approval
- Collections & credit holdsDunning schedule by customer, credit-limit checks before the next sale, a hold drafted when an account is past its limit.Planned
- ZATCA return pre-checkThe VAT return reconciled to the ledger before filing; e-invoice fields validated; penalty exposure named in riyals.Planned
Revenue & Cash Assurance module
- Cash variance by sessionCounted cash against expected cash, till by till. Tolerance is both absolute and relative and both must be exceeded (50 SAR and 1% of expected), so a small till does not raise a finding every day. Sessions still open are excluded and said so, never reported as a shortage of the whole day.Recommends
- Settlement against the bankWhat each payment method took against what the bank credited. The tolerance absorbs a normal processor fee; no fee schedule is modelled, so a variance is reported as something to check, never as an overcharge. If no bank line can be matched to a session, that is reported as an unmatched settlement, never as money missing.Recommends
- Sales-to-ledger reconciliationA day's point-of-sale takings against the revenue posted that day, with tax removed using each order's own recorded tax rather than an assumed rate. A day present on only one side is reported as a timing question, since an unposted session or an invoiced sale explains it ordinarily.Recommends
- Refund outliersRefunds and credit notes measured against the median of this business's own recent ones, never a universal figure. Below four refunds in the period there is no meaningful median and nothing is flagged. Size is the only signal: frequency by cashier and time-of-day clustering are not checked, and the agent says so. Discounts are not analysed today.Recommends
- Aggregator commission checkDelivery-platform payouts recomputed from orders and contract rates. Not built: no integration supplies platform payout data, so the agent has no way to see a commission and is forbidden from producing a finding about one.Planned
Close & Reporting module
- Month-end close checklistUnposted entries, unreconciled bank lines, and goods received with no bill from that supplier. One flag per blocker, because a controller closes them individually. An unposted entry is treated as a question, not an error: some are parked deliberately. The received-not-billed check matches by supplier name only, and each finding says so.Recommends
- Accrual candidatesSuppliers that billed in at least three recent periods and have no bill this one, with the amounts they actually charged. No accrual amount is proposed, and there is no code path that could produce one: whether to accrue depends on whether the goods arrived, which the agent cannot see. Prepayment releases are not covered.Recommends
- Cost movement by accountEach expense account's period against its own trailing average, beyond both 2,000 SAR and 25%. This is not a budget variance and is never called one: no integration supplies budget data. An account with under three periods of history is reported as too new to judge rather than silently skipped.Recommends
- Monthly management packRevenue, cost by account, receivables ageing as at the period end, and the close position, composed into the run's own report for the controller to review. No draft and no approval: the pack is the report. Not a P&L and not a trial balance, and it says so.Recommends
- Budget vs actualVariances against budget by cost centre. Not built: the accounting system's budgeting is an optional module whose data model changed between versions and we have not verified it against a real instance, so no read was written rather than one that quietly returns nothing.Planned
One finding, start to finishExample
VAT on bill INV-2231 applied at 5%; expected 15%.
Agent draftedExecuted
1,840 SAR
exposure
- Decision
- Accountant approves the hold
- Result
- The bill is held in your system until the tax line is corrected; 1,840 SAR protected on the value statement
See what it finds in your data.
Free to start, no card. Which systems it can read is on the connectors page.
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