Invoices that file themselves. Finance teams use aidotz to read invoices, match POs, get approvals and file bills automatically.
An operations desk at night with monitors showing workflow diagrams
The short version
Finance teams use aidotz to read invoices, match POs, get approvals and file bills automatically.
The result: a faster close with no manual entry.
Where the time goes today
Most teams in this space lose hours every week to the same few problems. Each one is repetitive, rule-based and time-sensitive, which makes it a strong fit for AI.
01
Invoices keyed in by hand
02
Approvals lost in email
03
A month-end crunch
Which AI agents to use
You don’t need a whole platform on day one. These 3 agents cover this workflow, and each one can start on its own.
Here is what happens once the agents are live. People step in only where judgement is needed.
01
Invoice arrives by email
02
Fields extracted and PO matched
03
Approved in Slack
04
Bill filed in accounting
What the AI actually does at each step
Behind every step, the agents run the same four-part loop: listen for the trigger, understand the details, act in your systems, then learn from the outcome.
01
Document agentFields extracted and checked. Handles scans and photos. Low-confidence fields sent for review.
02
Approval agentApprovals in Slack, Teams or email. Thresholds you set. Reminders until someone decides.
03
Integration agentConnects to hundreds of apps and any API. Retries failed steps. Keeps systems in sync.
Keeping it safe
AI only works in a professional setting when it’s supervised. These guardrails are built in from day one.
01
Approvals built inNothing important happens without a person’s yes.
02
Every action loggedA full history for audits and debugging.
03
Least-privilege accessEach workflow gets only the access it needs.
04
Fail-safe by defaultFailed steps retry, then alert a person.
Every agent output that affects a client, patient or customer can be set to require a person’s approval first.
Your first 30 days
A typical rollout, done for you by the rainmindz team.
01
Week 1 · MapWe document the workflow, the rules and the edge cases with your team.
02
Week 2 · BuildAgents are built and connected to Gmail, Outlook, Slack.
03
Week 3 · TestYour team tests real scenarios and we tune the answers and actions.
04
Week 4 · Go liveAgents go live with monitoring, and we review results with you monthly.
Checklist before you start
Have these ready and your rollout will be faster.
01
A list of the questions and tasks that take the most time
02
Access to the systems the agents will work in
03
Your rules: what agents may do alone and what needs approval
04
Examples of great replies, documents or outcomes
05
One person on your side who owns the project
06
A clear measure of success, such as hours saved or response time
Frequently asked
01
Do we need to code?No. Describe the job and we build it. Developers can add custom steps if they want.
02
What does “done for you” mean?We design, build, connect and run the agents ourselves. Your team reviews the blueprint and approves every workflow before it goes live. There’s no software for you to learn.
03
What happens when a step fails?It retries, then alerts your team with the details so nothing slips through.
Want this running in your team?We design, build and run it for you. Most teams are live within 3–4 weeks.Book a discovery call
