Administration & Finance
Fulcrum Administration & Finance Agent
Posts supplier invoices, issues customer invoices and reconciles bank movements, inside the ERP your team already uses. Every entry is proposed to your accountant: nothing becomes final without approval.
Finance admin retypes data all day
Documents already arrive digital, but the work stays manual. Every invoice passes through human eyes to end up as one accounting entry.
Supplier invoices to match
The document arrives through the e-invoicing exchange. Someone finds the matching order and delivery note, checks quantities and prices, then posts it by hand.
Billing and collections
Customer invoices are prepared on request, sent, and then payment is chased. Ageing and reminders depend on who remembers to look.
Closings chased at the end
Bank reconciliation happens at period end. Anomalies surface during the close, when there's no time left to fix them.
Six things the agent does every day
The Fulcrum Administration & Finance Agent works on the documents and accounting data you already have. For each task, what the agent proposes and what a person approves is stated.
Posting supplier invoices
Reads the electronic invoice, matches it to the order and delivery note, checks quantities, prices and VAT rates, and prepares the entry. Your accountant approves.
Issuing and sending customer invoices
Builds the invoice from order or contract data, applies your Italian e-invoicing rules and transmits it through your provider, after confirmation.
Bank reconciliation and ageing
Matches bank movements against open items and due dates, proposes the matches and leaves uncertain ones visible, with the reason.
Reminders and correspondence
Prepares customer payment reminders and replies to suppliers on payment status, using the wording and escalation rules you set.
Consistency checks before the close
Compares entries, master data and history, and flags duplicates, unusual VAT rates, out-of-range amounts and missing documents before the monthly close.
Extracts for management control
Prepares the recurring extracts someone builds by hand today: overdue receivables, margin by project, spend by supplier, in the formats you use.
Inside the systems you already use
Systems
ERP and accounting systems used in Italy. Your provider for Italian e-invoicing. Online banking and bank file formats, certified email and the finance mailbox.
Data
The agent reads invoices, orders, delivery notes, master data, open items and bank movements. On bank accounts it works read-only where the system allows. It writes entries and documents only where you grant permission.
Human-in-the-loop
Human-in-the-loop means a person approves before an action becomes final. The agent proposes, the accountant confirms. You define the amount thresholds; in the early phase no entry is final without confirmation.
Governance
Every proposal and every entry leaves a log: source document, data read, rule applied, who approved. Role-based permissions and a trail your auditor can follow.
The payables cycle, before and after
A typical scenario built on a recurring process, not a client case. No figures: times are measured on your volumes during the assessment.
Typical scenario
Supplier invoices in a distribution SME
Not a client case.
Today
- The invoice arrives through the exchange system and a clerk looks for the order and delivery note
- They check line by line and ask the warehouse when numbers don't add up
- They post the entry manually
With the agent
- The agent matches the invoice to order and delivery note and checks quantities, prices and VAT rates
- It prepares the entry and queues only exceptions, with the reason
- The accountant approves and the entry lands in the ERP
KPIs we measure in the assessment
- Processing time per supplier invoice
- Share of invoices posted without intervention, measured on your documents
- Days needed to close the month
- Collection times on the receivables the agent handles
No value is promised: they are measured during the assessment.
For teams running administration and finance
The agent fits where documents are many and the process repeats, and where finance always works against the deadline.
Functions
- CFO and finance management
- Accounts payable and accounts receivable
- Management control
- Treasury and credit
Industries
- Manufacturing
- Distribution and Consumer Goods & Retail
- Professional Services
- Financial Services
Companies from 50 to 1,000 employees with high document volumes.
When it does not make sense
If volumes are low and your ERP offers neither APIs nor usable exports, automation costs more than it returns. We'll say so upfront.
Trust and security
Accounting and banking data, fully traceable
On banking data the agent works read-only where the system allows. Every proposed entry is recorded with its source and its approver, so the path stays reconstructable. Your accountant and auditor remain the control point.
Questions we get before the demo
Does it integrate with our ERP?
It depends on how your ERP exposes data. If it offers APIs or structured exports, the agent works with it. In the assessment we verify read and write access on payables, receivables and master data before any quote.
Who is liable for a wrong entry?
Whoever approves it. The agent proposes the entry with the source document and the rule applied; confirmation stays with your accountant. The log lets you reconstruct every step. Accounting and tax responsibility doesn't change hands.
Does it work with Italian e-invoicing?
Yes, through your existing provider. The agent reads incoming electronic invoices and prepares outgoing ones under the rules you already apply. Transmission happens after confirmation.
Does it replace our accountant?
No. The agent removes retyping and repetitive checking. Tax interpretation, statutory accounts and filings that require a professional stay with your accountant, who sees the same data in better order.
We already do this with ChatGPT. What's different?
A generic chat reads a document and answers. The Fulcrum Administration & Finance Agent matches the invoice to the order, writes to the ERP after approval, respects thresholds and leaves a log. That's work done, not text produced.
How long does it take to start, and who maintains it?
The first step is a call, then an assessment on processes, data and systems. Timelines depend on your volumes and integrations: we estimate them there, not before. Maintenance stays with the same team that builds the agent.
See the agent on your own invoices
In the demo we start from one of your real processes: a payables cycle or a bank reconciliation.