Services · Back-office automation
AI automation services for the back office: invoices, GST, orders and collections, done by agents
- What will be running
- Agents on the four jobs that eat your accounts team: invoice entry, GST reconciliation, order logging from WhatsApp, collections follow-up
- By when
- First automation live in 30 days; all four in 90
- What it saves
- Target: 60 to 80% of the hours on these four jobs removed, agreed in writing; GST mismatches found before filing, not after a notice
Works with what you already have
What runs on Excel today
Vendor invoices arrive as photos on WhatsApp and are typed into Tally by hand, twice when the first entry is wrong. GST reconciliation is a monthly weekend. Orders come by phone and WhatsApp and are written in a diary before they are entered, and some are not entered at all. Collection reminders are the owner's job, because nobody else will call a customer.
Two accountants, one of whom cannot take leave.
What we deploy
Agents, not features. Each one is listed when it is live.
Invoice entry agent
Reads vendor invoices from WhatsApp, email and scans. Matches to purchase order and goods receipt. Posts to Tally. Exceptions go to one person with the invoice attached.
GST reconciliation agent
Pulls GSTR-2B monthly, matches it to purchase vouchers line by line, lists mismatches by vendor with the amount at stake, and drafts the vendor follow-up. Before filing, not after a notice.
Order logging agent
Reads orders from WhatsApp groups, email and voice notes. Creates the sales order, confirms back to the customer, flags out-of-stock and credit-limit breaches.
Collections agent
Overdue customers reminded on a schedule you set, politely, by WhatsApp and email, escalated to a named person at a threshold. Promises to pay logged and checked.
What it saves
Hours first: a two-person accounts team spending 60% of its week on these four jobs gets most of it back. Then money: input tax credit that was being lost to unmatched invoices, orders that were never entered, collections that came in 20 days faster because someone finally asked.
The saving is agreed in writing before we build: hours, ITC recovered, DSO. Not met in 90 days: we keep working at no charge for up to 90 more days until it is. The guarantee covers the first agent.
The guarantee
In writing, before we build.
One number for the first agent, how it is measured, and the date. Not met in 90 days from go-live, we keep working at no charge for up to 90 more days until it is.
How the first 30 days go
Visit. We sit with the accounts team for a day and count every document and message they handle, and how.
Invoice entry agent runs in shadow: it posts to a copy, the team compares.
Invoice entry live. GST reconciliation run for last month; the mismatch list is the first result you see.
Weekly brief starts. Order logging scoped from the WhatsApp groups.
Every Monday
The weekly brief
One page. What is running, what it did, what we need from you. Figures illustrative.
Four things no vendor will put in a contract.
30
Days to the first agent
Not a demo. A date, in the proposal you sign.
₹
The saving, in writing
Agreed before we build. Not met in 90 days: we keep working at no charge for up to 90 more days.
1
Visit before any fee
We come to you. The first day costs nothing.
52
Briefs a year
Every Monday: what is running, what it did, what we need.
Where this runs
Chemicals and aromatics
First agent live in 30 days; all three in 90
Food and starch processing
First agent live in 30 days; ERP core in 120; audit-ready books in 12 months
Metals, wire and cables
First agent live in 30 days; all four in 120
FMCG contract manufacturing
First agent live in 30 days; all three in 90
Questions promoters ask
What is AI automation, in plain terms?
Software that reads documents and messages the way a clerk does, decides what to do with them according to rules you set, and does it inside the systems you already have. A vendor invoice arrives on WhatsApp; the agent reads it, matches it to the purchase order, posts it to Tally, and asks a human only when something does not match.
Which jobs should we automate first?
The ones with volume and rules: invoice entry, GST 2B reconciliation, order entry from WhatsApp and email, collection reminders, bank statement matching. Not the ones that need judgement. The roadmap ranks them by hours saved per month.
Does it work with Tally Prime and our GST filings?
Yes. The agents read and write Tally vouchers, pull GSTR-2B from the portal with your credentials, and match line by line. Mismatches are listed by vendor before you file, with the invoice attached.
How is this different from RPA or Zoho or an automation agency?
RPA breaks when a screen changes. Zoho needs you to move to Zoho. Automation agencies build a workflow and leave. We put agents on the job, watch them, and report every Monday what they did. The saving is agreed in writing before we build.
What do AI automation services cost?
An implementation fee per agent and a monthly maintenance fee, quoted in writing after a visit. Against the hours of a two-person accounts team, the first agent usually pays for itself inside the first quarter. See how we charge.
Tell us where the money leaks.
Tell us where the money leaks. A 30-minute call: we ask about the business, you ask about us. If AgentJi is not the right answer we will say so and tell you who is.