Finance employee: books, receipts, approvals and the close

The Finance employee works in your books and your card spend. It reviews card charges for missing receipts and out-of-policy spend and reminds each cardholder of their own; drafts a bill or an invoice copied from that vendor’s or customer’s last one; proposes moving uncategorised bill lines to the account the vendor’s other bills use; runs a numbered month-end checklist; reminds approvers and close owners; and answers policy questions from your knowledge, with sources. It never moves money, and never approves, pays, refunds or transfers anything. No such action exists for it, and a request to pay is answered with that sentence. Every write to your books waits for a person, every time.

In beta, off unless your deployment has switched it on. QuickBooks Online, Xero, Ramp, Expensify, Stripe and Slack connect with an app or token you create; none has been run against a real account yet. See Connect your tools and AI employees.

What it does

It sorts each request with a fixed table of phrases, and the sorting only narrows what happens:

You ask	Sorted as	What it does
”missing receipts”, “out of policy”, “policy violations”, “card spend”, “expense review”	Receipts review	Reads the last 31 days of card spend in Ramp. Lists each charge with no receipt above your threshold and each one Ramp flagged, numbered as evidence, and drafts a reminder to each cardholder
”draft a bill”, “record a bill”, “add a bill”	Draft a bill	For the one vendor in your books the request names, copies that vendor’s latest bill — its account, currency and amount — into a draft you check and approve
”draft an invoice”, “raise an invoice”, “create an invoice”	Draft an invoice	The same for the one customer named, from their latest invoice. Never sent to the customer
”uncategorized”, “re-code”, “coding”, “bookkeeping”	Bookkeeping	Finds bill lines on an uncategorised account and proposes the account the same vendor’s other bills use
”month-end”, “the close”, “close checklist”	Month-end close	A numbered checklist from your books and card spend — uncategorised lines, drafts not yet approved, overdue receivables, bills due this month, charges without receipts — with the proposals it leads to
”chase”, “nudge”, “remind”, “pending approvals”	Chase approvals	Reminds each approver of what waits on them
”pay”, “payment run”, “release the payment”	Payment	Answers that it does not pay, prepare payments or release them. Nothing is prepared
Anything else	Policy question	Answers from your knowledge with its sources, and never guesses

Each review numbers its evidence (E1, E2 …) and says what it did not read: Ramp’s written expense policy (out of policy means Ramp’s own flags), bank feeds and reconciliations, documents beyond the 50 most recent, and any tool that is not connected. For a weekly receipts review, add a schedule with a brief such as “Weekly review: receipts missing or out of policy”. A scheduled run has nobody to answer, so it drafts only the cardholder reminders; the checklist is in the task’s record.

What it reads

Source	What it reads
QuickBooks Online or Xero	The 50 latest bills and invoices with their lines, vendors, customers and accounts
Ramp	Card transactions of the last 31 days, receipt counts, Ramp’s policy flags, and the email of each cardholder a finding concerns
Expensify	Expenses of the last 31 days, whether each has a receipt, and the submitter’s email. Not report status or policy
Stripe	Invoice and payment status of the invoices you bill
Your knowledge	Your expense and invoice policies, through your assistant
The request	Who asked, the subject and the details

Every amount it proposes is one your books hold, in the currency they hold it in. Amounts, accounts and bank details in a message, a memo or a line description are never read, and every reminder goes to the person your books or Ramp name — never to an address in text.

What it proposes

Action	What you can edit	Waits for a person
Read bills, invoices, contacts and accounts, card transactions	—	Never: reads only
Add a bill to your books (a draft in Xero; QuickBooks records it unpaid)	The description, amount and due date	Always, and never “Always allow”
Add an invoice to your books, not sent (a draft in Xero)	The description, amount and due date	Always, and never “Always allow”
Code a bill line to another account	Nothing	Always, and never “Always allow”
Answer in chat, Send a reminder in chat	The message	By default; you can switch it off

You can change an amount before approving; you cannot change which vendor, customer or account it goes to — reject it instead. QuickBooks Online has no draft bills or invoices: approving one records it unpaid, and nothing here can pay it. In Xero it is always a draft, and a person approves it in Xero.

Tools it can connect

Tool	Works with today	Not yet
Accounting and bookkeeping	QuickBooks Online or Xero, one at a time, with your own app	—
Card spend and receipts	Ramp or Expensify, one at a time, read only	—
Invoices and payments	Stripe, with a restricted key	—
Expenses and approvals	—	SAP Concur, Coupa
Team chat	Slack, with a bot token	Microsoft Teams

Limits

No money moves, ever. There is no action that pays, transfers, refunds, approves or changes a card or a limit, and a test fails if one is added.
One set of books at a time. QuickBooks Online or Xero, not both.
Ramp and Expensify are read only. Nothing is approved, returned or reimbursed in Expensify from here. A reminder goes to the cardholder through Slack, after a person approves it.
Drafts copy the last document. With no earlier bill or invoice for that contact, it drafts nothing and a person adds it in the books.
Tax is the books’ default. A draft line carries no tax code of its own.
Not yet run against a real account of any of these vendors.

​What it does

​What it reads

​What it proposes

​Tools it can connect

​Limits

​Related

What it does

What it reads

What it proposes

Tools it can connect

Limits

Related