Who this is for: Founders doing the books, part-time finance leads.

The Bot team

One Bot per theme, not per task. Each has its own accounts (see own accounts).

AP Bot — Owns the invoices@ inbox: extract, match to POs, create draft bills. QuickBooks/Xero limited user. Cannot pay.

AR Bot — Owns overdue invoices: reminder drafts per customer tone rules, escalation list. Read-only on Stripe.

Close Bot — Owns the monthly close checklist: uncategorised, missing receipts, duplicates, variance notes.

Routines

06:00 daily — invoice inbox to draft bills
Weekly — aged receivables and reminder drafts
Monthly — close checklist and management-report draft
Daily — failed payments and disputes triage from Stripe

What's behind approval

Paying anything, ever. Bill creation is a draft; payment is a human in the accounting system with their own login.

What the win looks like

AP triage alone typically returns 3–5 hours a week, and the close checklist stops being a surprise.

What we won't build here

Bank logins on the shared computer, and any 'reconcile automatically'. Suggest matches; a human commits.

Setup and cost

This playbook fits our Setup package at the 3-Bot tier, one week, fixed price. Plan cost is separate: see which plan you need. Every routine ships with a heartbeat line and the spend watcher.