Administrative process automation with AI
The tasks that repeat every day in admin and finance, such as collecting, reconciling, registering and answering routine emails, are done by AI. The team approves what matters and handles the exceptions.
How it works today, without automation.
The admin team's day starts with the same list: check the bank statement, record payments, chase late payers, register the new customer and answer the same old emails. Little time is left for what needs a decision.
- 01Payment recording and bank reconciliation done line by line.
- 02Collections are late because nobody had time to send the reminder.
- 03Customer and supplier records typed by hand, with tax ID and address errors.
- 04The same routine emails written from scratch several times a week.
The flow, step by step.
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01
The routine starts
On a schedule, when an email arrives or when something changes in the system.
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02
AI gathers the data
Pulls what the task needs from the ERP, the bank, email and spreadsheets.
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03
Performs the task
Reconciles, collects, registers or drafts the reply, following the company's rules.
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04
A person approves what matters
Payments, amounts above the limit and exceptions wait for approval.
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05
Everything is logged
Every action is recorded, with what was done and why.
What would be delivered.
Deliverables
- Mapping of routines and selection of the most time-consuming ones.
- Automation of each routine with the company's rules.
- Human approval steps and exception alerts.
- History of every action and a dashboard of time saved.
- ERP (Bling, Tiny, Omie and others)
- Bank (statement and API)
- Google Sheets or Excel
- Federal Revenue (CNPJ lookup)
Stages
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Discovery2 to 3 days
Mapping the routines, the time each one takes and the rules.
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First routines2 to 3 weeks
Automation of the 2 or 3 most time-consuming routines.
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Testing with the team1 week
The routines run alongside the manual work until the results match.
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Go-live and next routinesongoing
Production launch and choice of the next routines.
The final timeline is set in the proposal, after discovery.
Questions about this use case.
Which routines can be automated first?
The ones that repeat with a clear rule: payment recording, reconciliation, collection reminders, registration from the tax ID and routine emails. During discovery we measure which takes the most time.
Does the AI handle the company's money?
Not without approval. Payments and any action above the defined limit wait for a person to approve them.
What if the routine changes?
The rules are documented and can be adjusted. Small changes are covered by support; new routines become a new stage.
Do I need to change my ERP?
No. The automation works with the ERP you already use, through an API, file import or database access.
Want to see how it would work in your company?
You explain the problem. We build the solution. A straight answer, no generic proposal.
See also.
AI customer service on WhatsApp
Answers customers 24 hours a day, checks orders in your system and hands over to a person when needed.
// 02Automatic document reading
Invoices, freight bills (CT-e), contracts and receipts read by AI and posted to the ERP.
// 03Order and lead triage
Requests from several channels classified and sent to the right person.
// 05Assistant for company documents
The team asks and the AI answers based on internal manuals and policies.
// 06Reports that build themselves
The weekly summary comes out ready, without anyone merging spreadsheets.