Bills approved by AI.
Signed off by a person.
We install a small automation inside your Google account. It reads supplier invoices, checks them against your approved-supplier limits, files the safe ones, and sends everything else to you for a one-word approval. Every decision is written down. Your data never leaves your account.
Approving bills should not depend on memory.
Most small businesses approve invoices by email and habit. The limit list lives 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. When someone asks “who approved this?”, the answer is a search through a mailbox.
The limit table lives in your own Google Sheet. Every invoice is checked against it the same way, every time. Anything unusual stops and waits for a person. The audit is a Sheet you own, not a mailbox you have to search.
Four steps, one human decision.
The AI does the reading and the arithmetic. It never pays, and it never files a bill the rules do not allow. A person is always the last word on anything unusual.
Capture
Staff paste the invoice into a short form, or it arrives by email. Two fields and a note is enough.
Check
A deterministic lookup reads the supplier limit and account status from your spreadsheet. The AI never fetches or guesses a limit.
Decide
The local AI agent reads the invoice and explains its decision. A second code check refuses any “approved” the policy does not support.
Route
Safe bills go to the ledger. The rest go to a human by email — <span class="mono">APPROVE or <span class="mono">REJECT — and every event is logged.
A working system, installed in your account.
Installed in your own Google account, running on a small private server. No monthly SaaS subscription, no per-invoice fee.
One Sheet tab holds every supplier, category, limit and account status. Change a limit and the next invoice uses it. No code edit.
The approver gets one email per bill that needs a decision, with the reason it stopped. One reply settles it.
Three tabs: approved, exceptions, decisions. Every row carries the invoice reference, the rule applied and the person who decided.
If a run fails — Google outage, missing config, bad credentials — you get one email naming the workflow, the step and the error. Nothing fails silently.
Written runbook, a walkthrough with your approver, and the workflow files. You are not locked in to us.
Built and tested, not a slide.
Every claim below comes from a run in the demo environment. We show the failures too.
Safety tests
The guard downgrades model approvals that are over the limit, for an unknown supplier, for an inactive account, below the confidence floor, inside markdown, or buried in prose.
Replies processed / duplicates
Twelve human replies produced twelve audit rows and twelve Sheet updates. A second pass added nothing: the loop is idempotent.
Live config change
A limit changed in the Sheet rerouted a $1,840 invoice to review on the next run. No restart, no code change.
Demo environment · sample data · tested on 20–21 October 2026. Download the two-page case study (PDF).
What it does not do.
- No payment. It prepares and routes a decision. Money moves in your bank or accounting tool, by a person.
- No ERP write-back yet. The ledger is a Google Sheet. Write-back to Xero, QuickBooks or your ERP is a separate, quoted step.
- No PDF attachment parsing yet. Today the invoice text is entered or read from the email body. Reading scanned PDFs is the next increment.
- One entity per install. Multi-company routing and per-entity limits are a larger build.
A tool that promises everything gets removed in month two. We would rather sell the small thing that works, prove it for two weeks, and grow it with you.
Start with a pilot.
Fixed price, scoped in writing before we start. The pilot is deliberately small — you should see a result before you commit to a full install.
- Your Google account connected
- Your supplier limit table in a Sheet
- Approval email and one reply loop
- Audit tabs and a walkthrough
- Config and vendors tabs
- Exception and decision audit
- Failure alerts
- Staff runbook and handover
- Monitoring and alert response
- Limit and approver changes
- Small workflow changes
- Monthly one-page report
The pilot is fixed price so you see a result before committing to the full build. 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.
The ones we get asked.
Where does our data go?
What if the AI is wrong?
Do we need to change 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.
We map your current approval path, agree the limit table and the approver, and I install a pilot against your own Google account. No slide deck.