Finance and accounting operations

A senior finance person reads every supplier invoice, matches remittances by eye, and chases approvals in the inbox because nothing moves without them.

Finance teams in established services companies still move money through an inbox. Invoices arrive as attachments, remittances arrive as text, and somebody opens the accounting system and the bank in separate windows to make them agree. Outproduce maps that work inside the tools you already pay for, then installs the system that moves each record to completed, waiting for a named approval, or raised as a visible exception.

Book a call See the workflows

Accounting ledger
Banking feed
Shared inbox
Document store
Purchasing records
Spreadsheets

Signals

You recognise this when

01Supplier invoices live in a shared inbox and somebody forwards them to the right approver by memory.
02A remittance arrives covering several invoices and the allocation is done by hand in a spreadsheet.
03The month-end close waits on the same person because only they know which accruals are real.
04Nobody can say which invoices are approved, which are disputed, and which are simply sitting there.

What we build

The workflows, and how each one runs.

Each trace shows one run with sample records: what runs on its own, what waits for a person, and what is escalated.

Supplier invoice intake and coding

By hand. Invoices arrive by email and in the portal, then get renamed, saved, coded, and keyed into the ledger by one person who holds the coding rules in their head.

Installed. We install intake that reads the invoice, pulls supplier, date, lines, tax and purchase order reference, proposes the coding against your chart of accounts, and puts anything unclear in front of finance.

Capture
The invoice is taken from the inbox or portal and filed against the supplier record.
Automated
Read
Supplier, dates, lines, tax and purchase order reference are extracted from the document.
Automated
Match
Lines are compared against the open purchase order and the receipt record.
Automated
Review
Finance confirms the coding and the cost centre before the invoice posts.
Human approval
Exception
A price or quantity difference against the purchase order is raised with both documents attached.
Escalated
Post
The approved invoice posts to the ledger with the document attached.
Automated

Remittance matching and cash allocation

By hand. A customer remittance lists references that do not match your invoice numbers, so somebody allocates the cash line by line against the aged debtors report.

Installed. We install matching that reads the remittance, allocates against open invoices, and sends only the unmatched residue to a person with the evidence beside it.

Capture
The remittance advice and the bank line are read and paired.
Automated
Allocate
References are matched against open invoices on the customer account.
Automated
Residue
Short payments, deductions and unidentified cash are listed with the invoices they touch.
Escalated
Decide
The credit controller confirms the allocation or the write-off.
Human approval
Apply
The confirmed allocation is written to the ledger and the customer account updates.
Automated

Close checklist and reporting pack

By hand. Close runs on a spreadsheet checklist, reminders sent by hand, and a report pack rebuilt from scratch each period.

Installed. We install the close as a tracked workflow where each item has an owner, a state, and the evidence attached, and the pack assembles itself from the closed items.

Open
The checklist is created for the period with owners attached to each item.
Automated
Gather
Balances, bank positions and outstanding invoices are pulled into each item.
Automated
Chase
Items still open are surfaced to their owner rather than chased by email.
Automated
Sign off
The finance lead reviews the variances and signs the pack.
Human approval
Publish
The signed pack is filed and circulated to the agreed list.
Automated

What stays with people.

Controls are written into the Operating Map before the build and shown in the system while it runs.

Control rules

No payment run is released without a named approver confirming it inside the system.
Any invoice that disagrees with its purchase order is raised as an exception, never posted on a guess.
Coding rules are written down and visible, and a change to them is an approval, not an edit.
Journals, write-offs and credit notes stay human decisions with the source document attached.

Systems connected

Accounting ledger
Banking feed
Shared inbox
Document store
Purchasing records
Spreadsheets

What we measure

Baseline first, then the delta.

Baseline in week one · higher is betterInvoices posted without manual re-keying
Baseline in week one · higher is betterCash allocated on first pass
Baseline in week one · lower is betterTime an invoice sits unassigned
Baseline in week one · lower is betterClose items still open at the sign-off review

Relevant proof

Employed-operator capability evidence, delivered via AJC Groupe, not an Outproduce engagement

Agency Operations Hub

This record shows a monthly close and unit economics view built as a repeatable operating surface, with access bounded by role and important changes left inspectable. It is systems capability evidence, not a client outcome.

Read the build record All build records

Questions about finance.

Do you replace our accounting system?

No. The ledger, the bank feed and the document store stay where they are. The install connects them and adds the workflow that moves each record to completed, waiting for approval, or raised as an exception.

What happens when a document is unreadable?

It is raised as a visible exception with the original attached. Nothing is guessed and nothing posts quietly.

Can finance still override the system?

Yes. Coding proposals, allocations and journals are suggestions until a person confirms them, and the confirmation is recorded.

Start here

Show us the workflow.

Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.

Book a 20-minute call Or send it in writing

Strong fit

The workflow repeats

One person owns the result

The records exist

Several tools carry the work