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AI for administration and finance

Invoices, outstanding items and VAT: the work that comes back every month and goes wrong when it is rushed.

Those hours go into looking at the figures and chasing down anomalies, instead of into retyping entries and laying VAT returns side by side.

Administration and finance is a department in Altramano with 13 ready-made templates for invoices, outstanding items and VAT returns.

What runs on its own

  • Taking purchase invoices out of the mailbox, having them read, filing them and putting them forward for approval before they go to Basecone, Visma, Exact or AFAS.
  • Pulling outstanding items per customer and preparing a reminder in your tone.
  • A hand-over list for the bookkeeper from the month's receipts.
  • Finding a payment in Mollie back in the books automatically.
  • A quarterly VAT check in the Studio, with the anomalies in a report.
  • New entries in AFAS or Exact in a table with a notification.

13 templates for this department

Every template comes with a manual in plain English. Choose one, point it at one or two integrations, fill in three settings at most.

SjabloonSoortWhat it does
Delivery list for the bookkeeperAI agentAn assistant that makes a delivery list per quarter and keeps track of what has arrived.
Payment remindersautomationOutstanding sales invoices get a friendly reminder in good time, always for approval.
AFAS: new rows → table and notificationautomationNew rows from a GetConnector in AFAS Profit land in a table and the recipient gets a notification.
Bank transactions: exceptionsautomationPaste or export your bank transactions into a table; you only see the anomalies.
Basecone booked → notification and dossierautomationAs soon as Basecone books a transaction, the entry lands in the Entries table and administration gets a notification.
Deadlines: returns and contractsautomationFixed deadlines in a table; a reminder a week beforehand and on the day itself.
Expense claims → approvalautomationAn expense claim through the form lands in a table and goes to the manager for approval.
Purchase invoice from mail → BaseconeautomationInvoices arriving by mail go, once approved, as a document to the right company file in Basecone.
Purchase invoice from mail → dossier and approvalautomation + assistantInvoices arriving by mail are read, put in a table, saved to OneDrive and put forward for approval.
Month-end checklistautomationOn the first working day of the month, a checklist for the close, with the open points from your tables.
New customer → welcome and customer folderautomationA new customer in your table gets a welcome mail (for approval) and a customer folder with a base document on OneDrive.
Outstanding itemsAI agentAn assistant that answers questions about outstanding sales invoices and proposes reminder texts.
Sales invoice after completionautomationSet a job to Completed and administration gets all the details for the invoice, ready to book.

In the Studio

"Show me, per customer, what is outstanding and for how long." You get a dashboard with the outstanding amounts per customer, per age bracket, with the calculation readable beside it.

AI agents for administration and finance

  • Purchase invoice processor

    Reads the purchase invoices in your mailbox and sets them up in your accounting package, for approval.

    Saves, estimated: ± 2 hours a week

  • Receivables monitor

    Follows your outstanding items, sends reminders in your tone and reports who does not respond.

    Saves, estimated: ± 1 hour a week, and faster payment

  • Bank reconciler

    Matches incoming bank transactions to the right invoices and puts only the deviations in front of you.

    Saves, estimated: ± 1 hour a week

  • Expense checker

    Checks your employees' receipts against your rules and sets them up for payment.

    Saves, estimated: ± 1 hour a week

  • VAT preparer

    Prepares the quarterly VAT overview and the deviations for your bookkeeper; the return itself it does not file.

    Saves, estimated: ± 15 minutes a week

  • Sales invoice maker

    Creates the sales invoice as soon as a job is finished or the hours are approved, and sets it up for sending.

    Saves, estimated: ± 2 hours a week

  • Cash flow monitor

    Gives you a weekly overview of what is coming in and going out, and warns in time when it gets tight.

    Saves, estimated: ± 1 hour a week, and no surprises

  • Payment run preparer

    Prepares a payment run on the due date with every purchase invoice that is due, for approval.

    Saves, estimated: ± 1 hour a week

  • E-invoice preparer

    Prepares your sales invoices in e-invoice format and reads incoming e-invoices, ready for the European rules of 2030.

    Saves, estimated: ± 1 hour a week

  • Client documents requester

    Requests the missing documents from your clients for the annual accounts or the return and reminds them until everything is in.

    Saves, estimated: ± 3 hours a week in the season
All AI agents

Industries where this comes up

What runs on its own in your industry

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Installation companiesConstruction and contractorsAccountancy and bookkeeping firmsWholesaleTransport and logistics

Choose a department

11 sjablonen voor operations and planningTake the free scan
13 sjablonen voor administration and financeTake the free scan
11 sjablonen voor salesTake the free scan

Work orders from the mail into the planning

Nu

Requests and work orders come in as mail or PDF and are retyped into the planning by hand.

Straks

Every new mail with a work order is read, the details (address, customer, fault, requested date) are put into the planning or a table and the planner gets a notification.

Limit: comes to you first by default.

Saves, estimated

± 3 hours a week

and no retyping errors in addresses and dates

Choose a department

11 sjablonen voor operations and planningTake the free scan
13 sjablonen voor administration and financeTake the free scan
9 sjablonen voor management and officeTake the free scan

Recording additional work from the site

Nu

Additional work is agreed verbally and only missed at the final settlement.

Straks

The site manager sends a photo or a few lines through a form or WhatsApp; an additional-work letter is prepared in the house style, for the project lead's approval and then the customer's.

Limit: comes to you first by default.

Saves, estimated

± 1 hour a week per project

Additional work that would otherwise not be invoiced

Choose a department

13 sjablonen voor administration and financeTake the free scan
26 sjablonen voor reporting and analysisTake the free scan
8 sjablonen voor knowledge and researchTake the free scan

A delivery list per client from the month's receipts

Nu

Staff mail clients for missing receipts and keep track of it in a spreadsheet.

Straks

Per company file it works out which receipts and bank statements are missing; the client gets a friendly list by mail, in your tone, once you have approved it.

Limit: comes to you first by default.

Saves, estimated

± 4 hours a week per member of staff on chasing paperwork

Choose a department

9 sjablonen voor webshop and paymentsTake the free scan
13 sjablonen voor administration and financeTake the free scan
11 sjablonen voor salesTake the free scan

Orders from the webshop into the books

Nu

Webshop orders are entered into the accounting package as invoices by hand.

Straks

Every new order in Shopify or WooCommerce is entered into Exact, Visma or AFAS as a sales order or an invoice, and the payment is matched to it.

Limit: runs by itself; you can look back at everything in Runs.

Saves, estimated

± 5 hours a week

no double entry

Choose a department

11 sjablonen voor operations and planningTake the free scan
13 sjablonen voor administration and financeTake the free scan
9 sjablonen voor documents and communicationTake the free scan

Transport orders from the mail into the planning

Nu

Orders come in as mail or PDF and are retyped into the planning board.

Straks

Every order is read (loading address, unloading address, time window, reference), put into the planning or a table and confirmed to the customer once approved.

Limit: comes to you first by default.

Saves, estimated

± 4 hours a week on planning

Integrations these templates use

One workspace

Everything in one place.

What you see on this page happens in one place. You ask the Studio, automations and AI agents do the work, and what your systems cannot do, you add with an app. Everything works with your Company Brain and with the systems you already have.

Start with what you need now. The rest is already included.

See what is in each tier

You set the limit

What falls within it runs by itself. What falls outside it comes to you first.

For example: it books invoices under €1,000 straight through; above that, they come to you first. You choose that amount yourself. You can look back at everything that has happened.

Frequently asked questions

Does Altramano book into the accounts by itself?

Only within the limit you set. For example: it books invoices under €1,000 straight through; above that, they come to you first. You choose that amount yourself. You can look back at every entry.

Does it work with our accounting package?

Visma eAccounting, Exact Online, Basecone and AFAS Profit are full integrations with the package's own official login. Other packages through the general integration.

What if an invoice does not match?

Then it comes to the approval step with the difference beside it, in plain English: "VAT does not match", "amount higher than the order". You decide.

What if the AI makes a mistake?

You set the limit. Above it, it comes to you first, and you can look back at everything.

Is this yet another system?

No. Your systems stay. Altramano does the work between them, and builds what you are missing.

Are we allowed to do this with our customer data?

Your own environment is in Amsterdam. If the data has to stay in the EU, Altramano only uses providers that process in the EU.

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