Admin & Finance Agents That Prepare, So You Can Decide
Get your evenings back from invoices, receipts and paperwork. Agents do the sorting; you and your professionals make the calls.
Watch it work
Four overdue invoices, chased politely
Reminders drafted at the right tone, one oddity flagged for your bookkeeper.
Demo simulation with sample data. Your agents are built for your own tools.
After the customers go home
The admin work that steals your evenings and weekends
Chasing a client who is 45 days late. Sorting a shoebox of receipts before the bookkeeper's deadline. Reading forty applications for one opening. Sending the same new-hire paperwork for the tenth time this year. It is necessary work, and it usually happens at the kitchen table after hours.
Late payments alone are a serious drain. The QuickBooks 2026 small business late payments report, based on a survey of 1,305 US business owners, found that 59% of businesses have invoices overdue by 30 days or more, up from 47% the year before, and those waiting are owed an average of $17,700.
None of this work requires a creative leap. It requires consistency, accuracy and someone who never forgets to send the reminder. That is what this squad is built for: agents that prepare and organize, while you and your licensed professionals make the calls.
Prepare, organize, hand off
What an AI bookkeeping assistant does, and what it does not
We are careful about this line because money and people are involved. These agents do the gathering, sorting, matching and drafting. Final decisions, filings and advice stay with the owner and the professionals you already trust.
| Task | The agent prepares | A person decides |
|---|---|---|
| Overdue invoices | Polite reminders on your schedule, payment links, a list of who is late | When to escalate, offer a payment plan or stop work |
| Bookkeeping | Suggested categories, matched receipts, a clean month-end package | Your bookkeeper or CPA reviews, adjusts and closes the books |
| Expenses | Receipts captured, read and attached to transactions | Whether an expense is reimbursable or deductible |
| Hiring | Applications organized against criteria you wrote, interviews scheduled | Who advances, who is interviewed, who is hired |
| Onboarding | Checklists, document requests, account setup reminders | Pay, role, policy exceptions and anything sensitive |
The admin and finance squad
Five agents for accounting tasks, expenses and HR paperwork
Invoice Reminder Agent
Scout. Sends friendly, escalating reminders on overdue invoices with payment links, stops when paid and gives you a weekly aging list.
Build & Own from $1,500 · Subscribe-to-Own from $149/mo + setup
Bookkeeping Prep Agent
Specialist. Suggests categories for transactions, flags unusual items and assembles a month-end package for your bookkeeper or CPA to review.
Build & Own from $3,500 · Subscribe-to-Own from $299/mo + setup
Receipt & Expense Agent
Scout. Captures receipts from email or photos, reads the details and matches them to the right transactions.
Build & Own from $1,500 · Subscribe-to-Own from $149/mo + setup
Applicant Screening Agent
Specialist. Organizes applications against the job-related criteria you set, summarizes each one the same way and schedules interviews for the candidates you choose.
Build & Own from $3,500 · Subscribe-to-Own from $299/mo + setup
Onboarding Agent
Specialist. Walks new hires through paperwork, document requests, training links and first-week checklists, and reminds managers of their steps.
Build & Own from $3,500 · Subscribe-to-Own from $299/mo + setup
Fair by design
AI HR screening that stays fair, consistent and human-decided
Hiring is where we are most cautious. According to SHRM's 2024 survey of 2,366 HR professionals, about one in four employers use AI to support HR activities, and among those using it for recruiting, roughly a third use it to review or screen resumes. Respondents also named the fear of losing the "human touch" as a reason to hold back. We agree that concern deserves respect.
So the Applicant Screening Agent is built around a few fixed rules:
- You write the criteria. Only job-related requirements, such as licenses, availability or specific experience, that you define in writing before launch.
- Every applicant gets the same treatment. Same questions, same summary format, same criteria, in the same order.
- No rejections by the agent. It organizes and summarizes; a person reviews every application and makes every advance or decline decision.
- No protected characteristics. The agent is instructed not to consider or infer age, race, gender, disability or any other protected trait, and we review its summaries for that during testing.
- Local rules first. Some states and cities regulate automated hiring tools. We recommend checking with your employment attorney, and we configure notices or audits as they advise.
Getting paid sooner
A month of receivables, with and without an invoice agent
Without agents
- Reminders go out when someone remembers
- Awkward follow-up calls get put off
- Receipts are hunted down at month-end
- The bookkeeper bills hours for sorting
- New hires wait on paperwork nobody sent
With agents
- Reminders go out on schedule, every time, politely
- You only step in when a reminder is not enough
- Receipts are matched as they arrive
- Your bookkeeper starts from a clean, organized package
- Onboarding steps happen in order without nagging
Where to begin
Picking your first admin agent
You do not need the whole squad. Most owners start with whichever task causes the most dread on Sunday night. A few honest rules of thumb:
If cash flow keeps you up
Start with the Invoice Reminder Agent. It is a Scout, so it is one of the lower-cost builds, and it works on the money that is already yours. Reminders are written in your tone and stop the moment a payment posts.
If month-end is chaos
Pair the Receipt & Expense Agent with Bookkeeping Prep. Receipts get matched as they arrive, so the package your bookkeeper receives is already organized and the hours they bill go to review instead of sorting.
If you are hiring this quarter
Applicant Screening and Onboarding work well together. One keeps a flood of applications organized for a fair human review; the other makes sure the person you choose has a smooth first week.
Each agent is designed to be narrow. The invoice agent does not touch payroll. The screening agent does not see your bank feed. Keeping jobs separate keeps access tight and makes every agent easier to test, audit and adjust. If you later add several, a Commander Agent can gather their approval requests into one daily queue so you are not answering five separate notifications.
We run Eye To Ad Media from Denver, Colorado, and build for businesses anywhere. Every build starts the same way: a written plan, test runs on sample data, and your sign-off before an agent sees live records. The team tests new tactics on its own companies before using them for clients, and admin agents get the same treatment.
Connections
Accounting, payroll and hiring tools the squad works with
Accounting and payments
QuickBooks Online, Xero, FreshBooks, Stripe and Square.
HR and hiring
Gusto, ADP, BambooHR, Indeed and other applicant tracking systems.
Files and signatures
Google Drive, OneDrive, Dropbox and e-signature tools such as DocuSign.
Access is set up with the least permission each job needs. Read our data handling and permissions policy for how financial and applicant data is protected.
Take the admin off the kitchen table
Load the full admin and finance squad into the Army Builder, or start with the invoice agent and see how much sooner money comes in.
Build my admin squad Start with invoice remindersPricing and related
What admin and finance agents cost
The Invoice Reminder and Receipt & Expense agents are Scouts, from $1,500 to build or $149/mo plus setup on Subscribe-to-Own. Bookkeeping Prep, Applicant Screening and Onboarding are Specialists, from $3,500 or $299/mo + setup. Development is what we quote up front; deployment, such as connecting your accounting file or payroll system, is scoped in writing after the $750 Blueprint. The pricing overview has the details, and our guide to what AI agents really cost to run covers usage fees honestly.
Professional firms often pair this squad with intake and inbox agents; see agents for accounting, legal and consulting firms. If your back office runs on paper forms, the document intake and operations agents are a natural next step.
FAQ
Frequently asked questions
Can an AI bookkeeping assistant replace my bookkeeper or CPA?
No. The Bookkeeping Prep Agent suggests categories, matches receipts and assembles a month-end package. Your bookkeeper or CPA reviews, adjusts and closes the books. The agents do not give tax, accounting or legal advice.
How does AI HR screening stay fair?
You write job-related criteria before launch, every applicant is summarized the same way, the agent is instructed not to consider protected characteristics, and a person reviews every application and makes every decision. We also recommend checking local rules on automated hiring tools with your employment attorney.
Will the Applicant Screening Agent reject candidates?
No. It organizes and summarizes applications against your criteria and schedules interviews for the candidates you choose. Every advance or decline decision is made by a person.
What accounting and HR tools do these agents connect to?
Common connections include QuickBooks Online, Xero, FreshBooks, Stripe, Square, Gusto, ADP, BambooHR, Indeed, Google Drive, OneDrive, Dropbox and e-signature tools. Access is limited to what each job needs.
How much do admin and finance agents cost?
The Invoice Reminder and Receipt & Expense agents start at $1,500 to build or $149 per month plus setup on Subscribe-to-Own. Bookkeeping Prep, Applicant Screening and Onboarding start at $3,500 or $299 per month plus setup. Deployment is scoped in writing after the $750 Agent Blueprint.