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Finance agent

Accrual and treatment check

Your accounting policy, applied the same way to every bill and entry, with the accruals the month still needs listed before close. Anything that needs an adjustment is drafted for your controller to approve.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Accrual and treatment check: four items, three done, and one (Prepaid) waiting for the controller, who is asked: $36,000 for a year of software, all expensed in September. Move $33,000 to prepaid?
How it works

Billed in September. Booked across the year it covers.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Accrual and treatment check, in 5 steps. It starts with “A bill or entry posts” and ends with “Booked by your own policy”. Each step lists what automation, the agent and your team do there.
Accrual and treatment checkA typical run
Starts withA bill or entry postsEvery bill and journal entry, as it lands in accounting during the month and at month-end.
Automation: Takes every bill and journal entry as it posts, with the vendor, the account it was coded to and the amount.
The agent: Reads the invoice behind it: a 12-month software license from Paloma Analytics, September to August, billed up front.
~16h/mo

Step 1 of 5Read each entry

  • Automation

    Takes every bill and journal entry as it posts, with the vendor, the account it was coded to and the amount.

    New entries arrive as a feed from accounting, the same way every day.

  • The agent

    Reads the invoice behind it: a 12-month software license from Paloma Analytics, September to August, billed up front.

    The period sits in the invoice’s small print, written a different way by every vendor.

Reads
  • Accounting
  • AP inbox
Writes
  • Review log

~16 hours a month back

Automation: Checks the capitalization limit, the prepaid threshold and the period. Over $5,000 and longer than a month means prepaid.
~10h/mo

Step 2 of 5Run your policy

  • Automation

    Checks the capitalization limit, the prepaid threshold and the period. Over $5,000 and longer than a month means prepaid.

    Once the amount and the period are known, your thresholds give a yes or a no.

Reads
  • Review log
Writes
  • Review log

~10 hours a month back

Where teams differCapitalization limits run from $2,500 to $10,000 or more, and prepaid thresholds vary just as much.

The agent: At month-end, notices that Marten Cleaning bills about $2,850 every month and September’s hasn’t arrived.
~8h/mo

Step 3 of 5Look for what’s missing

  • The agent

    At month-end, notices that Marten Cleaning bills about $2,850 every month and September’s hasn’t arrived.

    Knowing a bill is missing means knowing who usually bills you, how much, and when.

Reads
  • Accounting
  • Purchase orders
Writes
  • Review log

~8 hours a month back

Where teams differMany teams accrue only above a set amount, and let small monthly bills land in the month they arrive.

The agent: Drafts moving $33,000 of the license to prepaid and a $2,850 cleaning accrual, each with the invoice or past bills beside it.
~10h/mo

Step 4 of 5Draft the fixes

  • The agent

    Drafts moving $33,000 of the license to prepaid and a $2,850 cleaning accrual, each with the invoice or past bills beside it.

    Each draft needs its reason in plain words, so the controller can approve it in one read.

Reads
  • Review log
Writes
  • Review log

~10 hours a month back

IfYour team: Approves the prepaid move and the accrual, or sends one back with a question before anything is posted.
Automation: Posts the approved entries, sets the prepaid to release $3,000 a month, and saves the test on each one.
~6h/mo

Step 5 of 5Approve and post

  • Your teamIf it needs an adjustment

    Approves the prepaid move and the accrual, or sends one back with a question before anything is posted.

    An adjusting entry changes the books, so someone with that authority approves it.

  • Automation

    Posts the approved entries, sets the prepaid to release $3,000 a month, and saves the test on each one.

    The entries go in as they were approved, and the monthly release follows the schedule set on them.

Reads
  • Review log
Writes
  • Accounting

~6 hours a month back

Ends withBooked by your own policyEach entry checked with its test on record, and every adjustment approved before it posts.
Total~50h/mo

What changes

Every bill and entry gets the same test, whoever keyed it. Missing accruals turn up before the books close, and the controller approves every fix before it posts.

  • 3steps automated
  • 3steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~50 hours a month back

$37,200 a year in time

For a finance team checking about 1,500 bills and entries a month, at $62 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never posts or changes an entry on its own

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentBills and journal entries from your accounting system, contracts from your shared drive.

  2. Your rules

    The limits and exceptions it works to.

    For this agentYour capitalization limit, your prepaid threshold and the accounts that need a closer look.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe controller for adjusting entries, the CFO for anything that changes how you book something.

  4. Your channels

    Where your team hears from it.

    For this agentSlack or Teams for entries to review, a list for the controller at month-end.

  5. Your output

    What it hands back, in the format you already use.

    For this agentAn entry marked checked, or a drafted adjustment with its reasoning beside it.

Matching invoices to purchase orders and tying accounts to the bank are other agents in the catalog. Choosing how you account for something stays with your controller.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your controller and accounting team.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past entries, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real entries.
The number we agree

Entries corrected after the books have closed. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your accounting policy and three months of closed entries, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your accounting policy and three months of closed entries.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past entries.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

Does it decide our accounting policy?
No. It applies the policy you already have, written down with your controller during setup. A case the policy doesn’t cover goes to a person.
How does it find missing accruals?
It knows which vendors bill you every month and what’s been received but not billed. When one is missing at month-end, it drafts the accrual from the PO or the last few bills.
Will our auditors see what it did?
Every entry carries the test it ran and the result, and every adjustment shows who approved it.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the entries corrected after the books have closed. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

How do you catch the bills that haven’t arrived by month-end?

Tell us how your team handles entries today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Finance
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent