Bills approved by AI.
Signed off by a person.
We set up a small system inside your own Google account. It reads every supplier bill, checks it against the limits you set, files the ones that are fine, and brings the rest to you for a yes or no. Every decision is written down. Nothing leaves your account.
Approving bills should not depend on memory.
Most small businesses approve bills by email and memory. The limits live in someone's head, or in a spreadsheet nobody updates. Bills get paid twice, paid late, or paid to a supplier whose account is on hold. And when somebody asks who approved it, the answer is a search through a mailbox.
Your limits live in your own Google Sheet. Every bill is checked against them the same way, every time. Anything unusual stops and waits for a person. The record is a Sheet you own, not a mailbox you have to search.
Four steps, and a person still decides.
The AI does the reading and the sums. It never pays anyone, and it never files a bill your rules do not allow. Anything unusual is a person's call.
It comes in
Your team drops the bill into a short form, or it arrives by email. Two fields and a note is enough.
It gets checked
The system looks that supplier up in your own list: limit, category, account status. It does not guess.
It gets a decision
The AI reads the bill and explains its answer. A second check refuses any yes your rules do not support.
You get the ones that matter
Bills inside the rules go to the ledger. Everything else comes to you for a yes or no, and every step is written down.
A working system, set up in your account.
Installed in your own Google account and running on a small private server. No monthly software fee, no per-bill charge.
One tab holds every supplier, category, limit and account status. Change a limit and the next bill follows it. No code, no call.
You get one email per bill that needs a decision, with the reason it stopped. One reply settles it.
Three tabs: approved, exceptions, decisions. Every row shows the bill, the rule and who decided.
If a run fails, you get one email naming what broke: a Google outage, a missing setting, a login problem. You will not find out months later.
A written runbook, a walkthrough with the person who approves, and the files. You are not tied to us.
Built and tested, not a slide.
Every number below comes from a run in the demo environment. We show the failures too.
Safety checks
Eight checks, all passed. The system will not approve a bill that is over your limit, from a supplier it does not know, from an account on hold, or when it is not sure enough. It also refuses a yes that was slipped into the wording of the bill itself.
Twelve replies, nothing filed twice
Twelve approvals from a person produced twelve clean records and twelve updates to the sheet. Running it again added nothing: no duplicate rows, no double entries.
Change a limit, the next bill follows
A supplier limit was changed in the Sheet from 2,500 to 1,000. The next bill, $1,840, went to review. No restart, no code, no call to us.
Demo environment · sample data · tested on 20–21 October 2026. Download the two-page case study (PDF).
What it does not do.
- It does not pay anyone. It prepares and routes the decision. The money moves in your bank or accounting tool, by a person.
- It does not write into your accounting software yet. The ledger is a Google Sheet, which your bookkeeper can read or export. Write-back to Xero, QuickBooks or your ERP is a separate step we quote.
- It does not read scanned PDFs yet. Today the bill text is typed in or read from the email. Reading scanned invoices is the next step, and we will not pretend otherwise.
- One company per install. Several companies with their own limits is a bigger build, not a setting.
A tool that promises everything gets switched off in month two. We would rather sell you the small thing that works, prove it in two weeks, and grow it with you.
Start with a pilot.
Fixed price, agreed in writing before we start. The pilot is deliberately small, because you should see a result before you commit to a full install.
- Your Google account connected
- Your supplier limit list in a Sheet
- Approvals by email, one reply each
- The audit tabs, and a walkthrough
- Suppliers and categories set up
- Exceptions and decisions recorded
- Alerts when something breaks
- Runbook and handover
- We watch it and respond
- Limit and approver changes
- Small changes to the flow
- A one-page report each month
The pilot is a fixed price, so you see a result before committing to the full build. The full install is quoted after the pilot, against what your process actually needs. Prices in USD. Hosting is $0–6/month, paid directly by you or included in support.
What we ask for before we quote one.
A pilot needs a call and one real bill. A full install touches your whole approval path, so before we quote one we ask for these. The quote is against your process, not a guess.
- The path a bill takes today. Who opens it, who signs it, and what happens after it is paid.
- Your supplier list. Limits, categories, and which accounts are on hold.
- Who approves, and how to reach them. The name and the email address the approvals should go to.
- How many bills a month. And which week is the busy one, because that is the week it has to work.
- What holds the ledger now. A spreadsheet, QuickBooks, Xero, Sage or an ERP. This decides whether write-back is in scope.
- One real bill, figures blacked out. So we can see the shape of your invoices without seeing anybody's pricing.
- Any rule that must always reach a person. Whatever the amount. That rule goes into the check, not into the AI's judgement.
- Someone with Google Workspace admin access. To grant the pilot access on the day, or a delegated mailbox if that is easier.
Most of this comes out in the first twenty minutes. The form below is enough to start.
The ones we get asked.
Where does our data go?
What if the AI gets it wrong?
Do we have to change our accounting software?
Who hosts it, and what does it cost to run?
What do you need from us to start?
Twenty minutes, one real bill.
Two minutes to fill in. We will reply within one working day to arrange a twenty-minute call, and we will look at one real bill together.
- You send the form. It is recorded, and it reaches a person, not an inbox nobody checks.
- We arrange twenty minutes. One real bill, and an honest answer about whether this is worth doing.
- You get a written scope. Fixed price, what is included, what is not. Nothing starts before you agree it.
Prefer email? [email protected] reaches the same place.