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Case study · Back-Office Autopilot

Mail, documents, ERP, reporting and alerts as one workflow.

Mail is read and documents are extracted and booked into the ERP. Reports are built and checked, and the right person is alerted. The workflow runs automatically overnight, with people handling the judgement points. We integrate with Xero, MYOB or anything with an API, so nothing has to be replaced to be joined up.

2-3 hrs/day → 0overnightexceptions only
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Live reconstruction

Watch the whole back office run itself

2-3 hrs/day → 0one economist's daily grind
overnightruns unattended
exceptions onlyreach a human

Client numbers: Stas & K, a food manufacturer (Dnipro) · confirmed 2026

The problem

Automated pieces, manual glue

Each piece is automated somewhere - mail rules, ERP macros, report schedules - but a person still carries the work between them: forwarding, exporting, re-keying, checking. The whole routine then depends on one person being in, and slows when they are away.

What we built

Wire the pieces into one system

We connect the pieces into one workflow. Mail is read as it arrives, and documents are extracted and booked into the ERP. Reports are built and checked on schedule. A person is alerted when judgement is needed.

The building blocks are the systems on this page: the invoice reader, the reconciliation engine, the reporting layer, the briefings. The autopilot is what happens when they stop being separate tools and start being one process. Humans stay at the decision points; the shuffling between systems disappears.

What changed

The outcomes, in plain numbers

  • At Stas & K, a food manufacturer, an economist rebuilt the numbers by hand 2-3 hours every day - that job is gone
  • Mail, documents, ERP, reporting and alerts run as one system
  • The between-systems shuffling disappears
  • Exceptions - not everything - reach a human
  • The back office keeps working overnight, unattended
Where it fits

The back-office work we automate

Wherever documents, decisions, checks or follow-up slow a team down, the same engine applies. A few of the shapes it takes:

Stock, costs and margins

Situation. Costs, stock and margins are spread across ERP, spreadsheets and supplier data.

What we build. Live cost intelligence, large catalogues and reports that open in seconds.

Finance and admin teams

Situation. Invoices, statements and ledger checks still need too much manual handling.

What we build. AI reads, matches and flags what needs review, while people approve key steps.

Scattered reporting data

Situation. The numbers exist, but not in one place your team can trust.

What we build. We connect the sources and make reporting askable in plain English.

Documents, forms and deadlines

Situation. Staff lose time copying details, checking forms and tracking due dates.

What we build. Systems extract, check, draft and remind, with approval before submission.

Payments and customer follow-up

Situation. Unpaid invoices, promises and customer notes sit across too many places.

What we build. Follow-up can be tracked, drafted and escalated without losing context.

Operations, support and QA

Situation. Teams repeat the same checks across systems, chats, tickets and files.

What we build. AI systems handle the routine steps and wait where judgement is needed.

Spreadsheets and legacy tools

Situation. The business runs on ageing software, macros and workarounds that only one person understands.

What we build. Custom software built around your process, with AI added where it pays.

What we join up

ERP integration services, built around what you already run

Most of a back office is integration: a mailbox on one side, a ledger on the other, and a dozen rules in between. We work as a system integration specialist - reading and writing through the Xero API, an ERP, a document store or a plain file drop, whichever the step needs. Xero automation takes an approved supplier invoice through to a posted record. Xero invoice automation and Xero accounts payable automation apply the same process to different documents. Nothing gets replaced to be joined up. When the integration is the whole job, it has its own page: API integration services.

  • Integrate with Xero, MYOB and MYOB Acumatica, in either direction
  • ERP integration services - records, documents and reporting in one flow
  • Cin7, Unleashed, Shopify, Stripe, Square and HubSpot linked to the ledger
  • Microsoft 365, Google Workspace, file drops and scheduled syncs
  • Or anything with an API - REST, webhooks, or a nightly job
FAQ

Common questions

Can you integrate with Xero without replacing our other systems?
Yes. That is the normal shape of the job: the systems stay, we build the path between them. The software reads and writes contacts, invoices, payments and supporting records through the Xero API, and the same workflow can reach an ERP, a mailbox or a document store in the same run.
What can Xero automation actually cover?
Capture, validation, approval routing, record creation and the alert when something needs a person. In practice that is Xero invoice automation and Xero accounts payable automation on the buying side, and status and reporting flows on the other. Every decision that needs judgement stays with your team.
Do you provide ERP integration services in Australia?
Yes, onshore from Brisbane. We map source, destination, timing, validation rules and the exception path before any code is written, and the A$2,000 AI Opportunity Audit is where that map gets made. The plan is yours either way and the fee is credited in full against your first build; a fixed-scope build only follows if you approve it.
Why it matters

Could this be your workflow?

If your back office is a chain of small automations held together by one busy person, we can wire it into a workflow that runs itself - and keeps your people where judgement matters.

Best for · SMEs with a lean back office, multi-entity groups, operators handling repeated transfers between systems

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Have a similar workflow? Let's map it.

We start with the AI Opportunity Audit - a fixed A$2,000: we map where the hours and the risk actually are, then show you the one or two systems worth building first. The last back-office we wired together gave an economist 2-3 hours back every single day.

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