Solutions · Billing & invoicing

Billing Agent

Check what shipped, build the invoice, attach the proof, and send it, just like your billing clerk.

Works using screen+ mouse+ keyboard

No new system.No integrations.

See how it works

billed the same day it shipped ↗

PDF viewer · Delivery receiptDemonstration data
  • CustomerNorthfield Foods
  • Delivered11/06 · 2:14 PM
  • Signed byR. Ortiz
  • Pallets6 of 6
NetSuite · Invoice INV-30140Northfield Foods
  • Stainless prep tables8,640.00
  • Wall shelving kits2,280.00
  • Liftgate delivery185.00
Total$11,105.00
✉Sent to AP, Northfield FoodsINV-30140 + POD.pdf

Why is there a liftgate charge?

Your dock was closed for repairs, so the driver used a liftgate. Your terms cover accessorials at cost: $185, from the carrier bill attached.

  1. 01Shipped
  2. 02Check
  3. 03Invoice
  4. 04Proof
  5. 05Send
The biggest win

Billed the day the work is done

Every day an invoice waits is a day added to when you get paid. Your agent bills the same day.

Todaythe usual way
  • Shipped orders wait to be billed
  • Invoice goes out End of the month
  • Deal lost. The invoice went out late and got paid a month later.
VS
With your agent✦ Instant
  • Picked up the moment it lands
  • Checked, billed, sent, logged same day
  • Paid sooner. Fewer disputes.

Billing is messy

  • Late invoices. Billed at month-end
  • Missed charges. Freight and extras left off
  • Disputes. No proof of delivery attached
  • Portal uploads. Every customer, different site

An agent that handles the messy parts your way.

  • 01Same-day billingNot month-end
  • 02Every chargeFreight and extras included
  • 03Proof attachedFewer disputes
  • 04Customer portalsUploaded, not emailed
  • 05Pay applicationsSchedule of values kept
Today

Every invoice, by hand. Agents should!

  1. ManualAgent Check shipments
  2. ManualAgent Find the order
  3. ManualAgent Add charges
  4. ManualAgent Create invoice
  5. ManualAgent Attach POD
  6. ManualAgent Check terms
  7. ManualAgent Upload to portal
  8. ManualAgent Email it
  9. ManualAgent Log it

How many hours can you get back?

Built differently

No new system. No integrations.

You're not buying software. You're adding an agent that uses the software you have.

The whole job

Hand the whole invoice to an agent

1 agent
  1. Finds shipped orders
  2. Checks charges
  3. Creates invoices
  4. Attaches proof
  5. You approve exceptions
  6. Uploads to portals
  7. Emails customers
  8. Answers questions

Agent does itYou decide

How it works

Five steps. One invoice.

One job, start to finish: Northfield Foods, order 51802, shipped 11/06.

  1. 01

    It finds what's ready

    Shipped orders and completed jobs, every morning.

    PDF viewer · Delivery receipt
    • CustomerNorthfield Foods
    • Delivered11/06 · 2:14 PM
    • Signed byR. Ortiz
    • Pallets6 of 6

    Signed delivery receipt · Order 51802

  2. 02

    It checks the charges

    Order price, freight, extras, the customer's PO and terms.

    NetSuite · Order 51802
    ItemFromPrice
    Stainless prep tables, 6Order price$8,640.00
    Wall shelving kits, 12Order price$2,280.00
    Liftgate deliveryNot on the order: add per termsCarrier bill$185.00
  3. 03

    It creates the invoice

    In your ERP, with proof of delivery attached.

    NetSuite · Invoice INV-30140
    No. INV-30140Northfield FoodsDraft
    DescriptionQtyUnitAmount
    Stainless prep tables6ea8,640.00
    Wall shelving kits12ea2,280.00
    Liftgate delivery1ea185.00
    Net 30 · POD attached$11,105.00
  4. 04

    It sends it

    Email or the customer's portal, whichever they require.

    Outlook · New message

    ToAP, Northfield Foods

    SubjectInvoice INV-30140 for PO 7781

    Hello, attached is invoice INV-30140 for your PO 7781, delivered 11/06 and signed by R. Ortiz. Signed delivery receipt attached.

    INV-30140 + POD.pdf

    Send
  5. 05

    It answers the customer

    Copies, PODs, balances. Same day.

    Email · Northfield Foods

    Why is there a liftgate charge?

    Your dock was closed for repairs, so the driver used a liftgate. Your terms cover accessorials at cost: $185, from the carrier bill attached.

    Answered from: Customer terms, carrier bill

The full process

Billing & invoicing: every step

What the agent does, where you decide, and the rules it checks.

you decide every green box

  1. Shipped or completed
  2. Find order & delivery proof
  3. Proof of delivery on file?
    No → ask shipping
  4. Check prices, freight, extras
  5. Charges match the order?
    No → billing decides
  6. Create invoice in ERP
  7. Attach proof of delivery
  8. Over $25,000?
    Yes → controller approves
  9. Billing approves exceptions
  10. Portal or email?
    Portal → upload
  11. Send invoice
  12. Answer customer questions
  13. Billed & logged

Agent does it You decide Rule check

Your process

Built around how you work

Not a template. Your steps, your rules, your approvals.

  1. 01

    Explain it once

    Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.

    When a request comes in, first check: proof of delivery on file? If not, ask shipping.

    Quoting SOP.pdf Price book 2026.xlsx 3 past quotes
    Describe your process…
  2. 02

    Watch it work

    It works a real job on your screen. You correct it the way you'd correct a person.

    Use the 2026 price book, not last year's.

    Got it. Switched to 2026 and re-priced 4 lines.

    Read requestDrawingPricing
  3. 03

    Save your process

    A written procedure and a flowchart. Every run follows the version you approved.

    1. Find order & delivery proof
    2. Proof of delivery on file?
    3. Check prices, freight, extras
    4. Charges match the order?
    5. Create invoice in ERP
    6. Attach proof of delivery
    v1 · approved
Fully yours

Change anything. Any time.

Any step, any rule, any approval. Say what changed. Approve the new version.

Billing & invoicing processv3 → v4
  1. Create invoice in ERP
  2. Check this customer's historyAdded
  3. No proof of delivery?Changed
  4. Attach proof of delivery
  5. Billing approves exceptionsRepeat customers: skip
  6. Over $25,000?

Add a step after “Create invoice in ERP”: check this customer's history and flag anything unusual.

Step added

New rule: No proof of delivery → ask shipping.

Rule changed

Repeat customers under the limit don't need my approval anymore.

Approval changed

Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.

Your controls

Your rules. Exactly.

Written once in plain English. Followed every time.

  • No proof of delivery? Ask shipping
  • Charge not on order? Billing decides
  • Over $25,000? Controller approves

Never, on any run

  • Change a price
  • Issue a credit
  • Bill before it ships
  • Bill a job twice

Approvals, where you want them

It stops and asks you.

What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.

from your desk or your phone ↘

Billing & invoicing agentRun #1042Paused at step 05 · Extra chargeWaiting for you
Approval you asked for Medium risk Billing · step 05 · Extra charge Waiting 0:42 1 of 2 in your queue

Add the $185 liftgate charge to INV-30140?

You asked to approve any charge that isn't on the order.

Agent suggests: Add it, per the customer's termsOne item needs a look. Everything else checked out.

INVOICE INV-30140 · Northfield Foods

Prep tables6 × $1,440.00

Shelving kits12 × $190.00

Liftgate$185.00 · not on order

PODSigned by R. Ortiz

TermsAccessorials at cost

Invoice total$11,105.00

Review notes

  • Quantities match the delivery receipt
  • Liftgate came from the carrier bill
  • Customer terms allow accessorials
Talk Take control Reject Edit Approve ↵
The difference

Your team, before and after

Your team today and with the agent
TodayWith your agent
Ship to invoice Month-end Same day
Your billing clerk Keying invoices Fixing exceptions
Missed charges Often Checked every time
Disputes No proof Proof attached
Your numbers

How many hours can you get back?

Your volume, your times, your labor cost. Estimates, not results.

113staff hours per month returned to customers and cash
$4,080labor capacity per month
$48,960labor capacity per year

Invoices × (minutes today − minutes with the agent) ÷ 60 × hourly cost

These are example assumptions, not results. Example for a distributor or contractor: minutes cover checking, creating, attaching proof and sending. Use your own numbers.

FAQ

Questions owners ask us

Do we have to buy new software or connect anything?

No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.

How is the agent built?

You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.

Can it handle pay applications?

Yes. It updates the schedule of values from the PM's percent complete, builds the pay app in your system and routes it for approval before it goes to the owner.

Can we change the process later?

Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.

Where does it run, and is it safe?

On your computers, in your signed-in sessions. Logins are kept in a vault and never shown to the AI. Every run is recorded with screenshots, values read and approvals given.

Bill the day it ships · Get paid sooner

Which invoices should we send first?

Bring yesterday's shipments.

Get demo

no new system. no integrations. ↗