Accounts payable agent
Reads invoices from your AP inbox, matches them to POs and receipts, codes them to your GL, and routes them for approval under your policy.
- Before
- Keyed and matched by hand
- With an agent
- Exceptions only
Your finance team, without the busywork. AI agents that do the work.
toflowlabs builds AI agents that run payables, collections, reconciliations and close tasks on the ERP you already have, inside your controls. We run them for you. Your team reviews the exceptions, and you own everything we build.
meridian-finance-agents
Accounts payableThis week, posting to NetSuite
| Vendor | Amount | Matched to | GL code | Status |
|---|---|---|---|---|
| Atlas Cloud Services | $84,200.00 | PO + receipt | 6120 Hosting | Posted |
| Brightline Freight | $12,940.50 | PO + receipt | 5010 Freight in | Posted |
| Kestrel Legal LLP | $31,000.00 | Contract | 6410 Legal | Approval |
| Orbital Packaging | $9,312.00 | Price +6% | 5020 Packaging | Exception |
| Pinecrest Insurance | $4,180.00 | Contract | 6230 Insurance | Posted |
| Lumen Grid Energy | $2,764.33 | Recurring | 6310 Utilities | Posted |
| Corvid Analytics | $18,500.00 | PO | 6150 Software | Matching |
Agent activity
AP agent Running
- Invoice OP-7731 received from ap@orbitalpkg.com, PDF
- Matched to PO 4417 and goods receipt GR-2290
- Unit price is 6% above the PO, outside your 2% tolerance
Held for review, with a draft query to the vendor. Ready for Mei, AP manager.
Review exceptionSee reasoning
Works with what you run
- NetSuite
- QuickBooks
- Xero
- Sage Intacct
- SAP
- Microsoft Dynamics
- Your banks
- Slack and email
The problem
Transactions grow faster than your finance team can.
- Hire ahead of volume
- Every new entity, vendor and customer adds keying, matching and chasing. Headcount grows with transactions, and your best people spend the close ticking lines instead of analysing them.
- Add another point tool
- An AP tool, a collections tool, a reconciliation tool, each with its own seats and its own rules. None of them follows your policies end to end, so the gaps between them become spreadsheets.
The agents
An agent for each job your team does by hand.
Start with one. Each agent is built around your policies and systems, and they share context, so collections knows what payables knows.
Collections agent
Sends reminders in your tone, follows up on promises to pay, answers invoice questions from your records, and escalates the accounts that need a person.
- Before
- Chased when someone has time
- With an agent
- Every overdue invoice, every day
Cash application agent
Reads remittances, applies payments to open invoices, explains short-pays from your contracts, and drafts the credit memos for approval.
- Before
- Unapplied cash at month-end
- With an agent
- Applied the day it lands
Reconciliation agent
Matches bank, card and intercompany balances continuously, not just at close, and hands your team a short list of what doesn’t tie out.
- Before
- Four days of every close
- With an agent
- Reviewed, not rebuilt
Spend and expense agent
Checks every expense and invoice against policy and contract terms, catches duplicates and out-of-policy spend, and asks for receipts before they go missing.
- Before
- Spot-checked, 1 in 10
- With an agent
- Every line checked
Close and reporting agent
Runs flux analysis, drafts variance commentary with the transactions behind it, chases accrual inputs and assembles the board pack for your review.
- Before
- Built by hand in slides
- With an agent
- Drafted for your review
Built for finance controls
Agents do the work. Your team keeps control.
Finance can’t run on a black box. Every agent works inside your rules, asks before it acts where you want it to, and leaves a record your auditors can follow.
Inside your controls
Agents follow your approval matrix, tolerances and segregation of duties. They can prepare anything, and they post only what you allow them to.
A person signs off
Exceptions arrive where your team already works, in Slack, email or your ERP, with the agent’s reasoning and the documents behind it. One click to approve or correct.
Every action on the record
What the agent read, what it decided, which rule applied and who approved it, all in one audit log your auditors can read.
Compare
Scale finance without scaling headcount.
| Question | Hire more people | Point tools | toflowlabs agents |
|---|---|---|---|
| How cost grows | With every new entity and transaction | Per seat, per tool, every year | A build fee, then monthly. Never per seat |
| Follows your policies | Yes, when people have time | Each tool’s own version of them | Yes, end to end |
| Works with your ERP | Yes | Through a connector, if one exists | Built for your ERP and your banks |
| Time to impact | Months to hire and train | An implementation per tool | First agent live in 4 to 8 weeks |
| Audit trail | Emails and spreadsheets | Split across vendors | Every action and approval in one log |
| Changing a rule | Retrain the team | A support ticket | Ask us, and it ships |
How it works
From manual work to your first agent in 4 to 8 weeks
We map your finance work
We sit with your AP, AR and accounting teams, measure where the hours go, and rank which agents would give them back. You sign off on the first one before we build anything.
We build on your systems
We connect the agent to your ERP, banks, inboxes and approval tools, encode your policies and tolerances, and run it alongside your team on real transactions until the numbers agree.
We run it, then add the next
After go-live we monitor every agent, tune it as your vendors, customers and policies change, and take on the next workflow when you are ready.
Pricing
Pay for the agents you own, not for seats.
A one-time fee to build and launch, then a monthly fee to run and evolve. Your price follows what we build and run, not how many people use it.
One-time fee
Build
We map your finance work, then build, connect and launch your first agents.
- Process mapping and a blueprint you sign off
- Agents built on toflowlabs foundations
- Connected to your ERP, banks and inboxes
- Your policies, tolerances and approvals encoded
- A parallel run before anything posts
Monthly fee
Run and evolve
We keep your agents accurate, secure and changing with your business.
- Monitoring by the team that built them
- Tuning as vendors, customers and policies change
- Model, security and integration updates
- New agents when you are ready for them
- No seat counts, ever
Why finance leaders trust our agents
Our reliability. Your control.
An agent only helps if your controller trusts its work. That is the part we take on, so your team can stop double-checking and start reviewing.
- Controls your auditors expect
- Approval matrices, segregation of duties and tolerances are enforced in the agent, not left to good intentions.
- Nothing posts without your rules
- You decide what an agent may post on its own and what always needs a person. Changing that is one request.
- Every action explained
- Each decision is logged with the documents the agent read, the rule it applied and who approved it.
- Your data stays yours
- Agents work inside your systems under your permissions. Your financial data is never used to train shared models.
- The team that builds it runs it
- The engineers who build your agents are the ones who monitor and tune them. No handoffs, no starting over.
- Ready when you outgrow your ERP
- When you move to our AI-native ERP, your agents move with you, rules and history included.
Ready when you are
Stop keying, matching and chasing by hand.
Put finance agents to work.
Tell us where your finance team loses time. We’ll show you which agents we would build first, and how quickly.
Do we have to replace our ERP?
No. Agents work on the system you run today, whether that is NetSuite, QuickBooks, Xero, Sage Intacct, SAP or Dynamics. If you later move to our AI-native ERP, the agents come with you.
Which agent should we start with?
Usually the one with the most volume and the clearest rules, which is often accounts payable or collections. Discovery measures where your team’s hours go, and you sign off on the first agent before we build it.
What can an agent do without a person?
Only what you allow. A common setup posts matched invoices under a threshold automatically and sends everything else for approval. You can tighten or loosen that at any time.
What happens when an agent gets something wrong?
It is designed to hold rather than guess: anything outside your rules or below its confidence threshold goes to a person with its reasoning attached. Corrections are fed back, and we monitor accuracy on every agent we run.
Will our auditors be comfortable with it?
Every action is logged with the source documents, the rule applied and the approver. Controls are enforced in the agent itself, so the evidence your auditors ask for already exists.
How long until an agent is live?
Most first agents are in production in 4 to 8 weeks, including a parallel run on your real transactions before anything posts.
What exactly do we own?
Your data, your code and your workflows, including the rules and prompts that make each agent work for your business.
How are AI Agents for Finance priced?
A one-time build fee to map, build and launch your agents, then a monthly fee to run and evolve them. Neither is per seat or per transaction tier. After a scoping call we send a proposal for both.