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
Home / Real systems / Back-Office Autopilot
Case study · Back-Office Autopilot
Mail, documents, ERP, reporting and alerts as one workflow.
Mail is read, documents are extracted and booked into the ERP, reports are built and validated, and the right person is alerted - automatically, overnight, with humans kept exactly at 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
Live reconstruction
Watch the whole back office run itself
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. That person is the bottleneck, and the single point of failure. When they are away, the back office slows to their return date.
What we built
Wire the pieces into one system
We wire the pieces into one workflow: mail is read as it arrives, documents are extracted and booked into the ERP, reports are built and validated on schedule, and the right person is alerted when - and only when - something needs judgement.
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 can take an approved supplier invoice all the way to a posted record, and Xero invoice automation and Xero accounts payable automation are that same pipeline pointed at 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 drowning in glue work
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.
Book a free 60-minute meetingOr reach us right here, right now - talk, type or call, whichever suits you:
ChatType here - a founder replies
Voice AITalk to our assistant
Emailsergey@twinmind.au
Phone1800 86-85-86
Microsoft TeamsChat with Sergii Diatchenko · sergey@twinmind.au
Live video & voice calls run 9am-5pm Brisbane; chat, the AI assistant and email are open any time. Calls are transcribed live into your chat, so everything you discuss stays right here in your messages.