Case · Invoices and administration
Buro Zondag: reminding clients what is still missing in Exact
Buro Zondag went through the AI agent project from UnifyAI. Now an AI agent works out which invoices and transactions cannot be matched yet in Exact, and prepares a reminder per client with exactly what is missing. Buro Zondag checks and sends.
Took
2 hours per week
Takes now
5 minutes per week
8hours per month back
Matching stalls on what is not there. A transaction without an invoice, an invoice without a transaction: someone has to work out per client what is missing and chase it. That detective work cost Buro Zondag about two hours every week, and it stayed undone when things got busy.
- Customer
- Buro Zondag
- Industry
- Accountancy
- Systems
- Exact Online and Outlook
- Programme
- AI agent project
“Every week I lost two hours finding out what was still missing for which client. Now a reminder is ready that is correct. I read it, press send and I am done in five minutes.”
How the agent works.
When it starts, what it does and where the customer looks.
As soon as there is a matching round, the agent reads from Exact Online what is still open: transactions without an invoice and invoices without a transaction.
Per client it works out what is really missing and what just cannot be matched yet. A booking that is right gets no reminder.
Then it writes a draft in Outlook per client, with exactly the invoices and transactions concerned. Buro Zondag reads it, adjusts where needed and presses send.
Reminders for clients
Starts when
A matching round starts
- 1
Reads what is still open
Exact Online - 2
Works out per client what is missing
- 3
Writes a draft reminder per client
Outlook - 4
Buro Zondag reads it and sends it
The customer checks, the agent learns from it
What we did, step by step.
- 1
Research
We went through a matching round: what is left over, and why.
- 2
Laying the foundation
We defined when something is "not matchable yet" and when it is really a mistake.
- 3
Building
The agent reads Exact, works out per client what is missing, and writes a draft: which invoices still have to be supplied, and which transactions are still open for invoices that are there.
- 4
Settling in
For the first weeks Buro Zondag read every draft and corrected what was off.
- 5
Steering
New clients and exceptions are added; the agent learns from the corrections Buro Zondag makes.
Buro Zondag stays in charge.
The agent prepares, the customer checks.
- 1
Buro Zondag reads every draft before it goes to a client.
- 2
The agent sends nothing itself.
- 3
What is a real booking error remains work for the accountant.
