Recorded today
Customer paid
14:02
Invoice marked
14:02
Receipt issued
14:03
WhatsApp sent
14:03
Books updated
14:04
Customer paid
14:02
Invoice marked
14:02
Receipt issued
14:03
WhatsApp sent
14:03
Books updated
14:04
Two minutes, five steps, no-one in the building lifted a hand. The customer was thanked, the books were balanced, the books were closed.
The mechanical work, gone.
Reliable as plumbing.
Quiet as a typewriter at rest.
Visible only when something needs you.
A sequence that runs the same way every time, without anyone being asked to remember it.
Test
If the answer to “who chases this when Vusi’s on leave” is “no-one” — and that’s a problem — it’s a candidate.
Every automation, however ornate, is one of these — or a handful of them, threaded together.
Trigger
Begins.
An invoice is paid. A bill arrives at the inbox. A ticket ages past forty-eight hours. Something in the world changes — the sequence starts.
Condition
Decides.
Is the supplier on the approved list? Is the amount under the threshold? Is this customer cleared for credit? The path forks.
Action
Does.
Posts the entry. Files the document. Updates the record. Allocates the payment. The platform’s own machinery turns over.
Notification
Tells.
The customer gets a thank-you. The partner gets a flag. The team gets a queue. The right person hears, the rest don’t.
Six threads, configured during Growth.
The mechanical work most small businesses still do by hand. Each one, end to end, set running once.
Bill, captured.
Supplier bills arrive, parse, post — or queue for review.
Email in
Parsed
Matched
Queued
Approved
Email in
Parsed
Matched
Queued
Approved
Cash, reconciled.
Bank feed pulled overnight; each line matched to a record.
Feed in
Cleared
Matched
Unmatched
Brief
Feed in
Cleared
Matched
Unmatched
Brief
Customer, kept warm.
Invoice sent; WhatsApp confirmation; payment thanked.
Invoice
Paid
Thanked
Invoice
Email
WhatsApp
Paid
Thanked
Overdue, chased.
Three reminders; on day 45, a personal draft for sign-off.
Day 7
Day 14
Day 30
Draft 45
Sign-off
Day 7
Day 14
Day 30
Draft 45
Sign-off
Month, commented.
Period closes; figures pulled; commentary drafted for the partner.
Close
Compare
Drafted
Reviewed
Filed
Close
Compare
Drafted
Reviewed
Filed
Day, audited.
Nightly sweep against a rolling baseline; exceptions surfaced.
Sweep
Compared
Flagged
Brief
Morning
Sweep
Compared
Flagged
Brief
Morning
Twelve events. One Tuesday.
A day in the platform’s logbook. None of these needed a person. All of them were recorded.
Bank feed pulled. 27 lines cleared.
Nightly anomaly sweep complete. 3 items for the brief.
Morning brief delivered to partner inbox.
Bill BILL-2417 from Sasol parsed. Price up 14% — queued for review.
Invoice INV-1042 submitted. Email + WhatsApp dispatched to Daniels & Co.
Reminder 14d sent for INV-1019. No response.
Recurring sales invoice batch generated. 18 invoices, all submitted.
Customer Daniels paid INV-1029. Sequence 184 ran.
Helpdesk ticket #2247 aged past SLA. Escalated to operations lead.
EFT batch built from approved bills. 7 payments, R 412,800. Pending release.
End-of-day reconciliation. 142 movements matched. 2 unmatched flagged.
Statutory packet for next week’s VAT201 begun.
What runs alone. What waits for you.
Runs alone
Recurring invoices, on schedule.
Payment confirmations to customers.
Bank-feed line matching, within tolerance.
OCR draft creation from supplier emails.
Reminder one and two for ageing invoices.
Recording, every event, in the audit trail.
Waits for sign-off
Anything going to a customer in your name.
The release of any payment.
AI-drafted dunning at day forty-five.
Posting where rules say ‘review first’.
Anomalies above their value threshold.
Reclassifications and journal corrections.
Four things the machinery will not do.
Doesn’t send in your name without you.
↳AI-drafted communications queue for sign-off. Templated confirmations are the only thing that go automatically.
Doesn’t release money.
↳Batches are built; release is a human action with banking authority.
Doesn’t hide its working.
↳Every step in every sequence is in the audit trail. Who, what, when — always.
Doesn’t keep running when something’s wrong.
↳A failed step halts the thread, surfaces it, waits. Silent failure is not a category.
Automation at each tier of the platform.
The native machinery is in every tier. The thread stack lights up at Growth. Bespoke threads at Full.
Two of the six threads configured in one engagement. Pick the two you bleed the most hours on.
R 22 500
once-off
Native automation lit up — Auto Repeat, scheduled statutory packs, overdue notifications. Not the full thread stack.
R 12 000
per month
All six core threads, configured. The mechanical work, gone.
R 22 000
per month
All six + bespoke threads built quarterly. POPIA sweeps, covenant checks, contract renewals, anything that recurs.
R 38 000
per month
What people ask before they trust the machinery.
OCR-to-Purchase-Invoice, daily bank-feed reconciliation, WhatsApp delivery and intake, three-stage dunning with AI escalation at day 45, AI-drafted month-end commentary, and nightly anomaly detection. All six are configured during the Growth engagement.
Supplier bills arrive at a dedicated bills@ inbox. An OCR service parses each bill, matches it against the existing Supplier and Items catalogue, and either auto-posts directly (where you configure rules to permit it) or queues a draft Purchase Invoice for review. Manual data entry of supplier bills disappears.
Stages 1–3 (day 7, 14, 30) are automated reminders with templated copy. At day 45, an n8n workflow uses Claude to draft a personalised follow-up letter — the partner reviews and sends. Nothing goes to a customer without human sign-off at the AI-drafted stage.
When a Sales Invoice is submitted, an n8n workflow sends the customer a WhatsApp confirmation alongside the standard email. When a Payment Entry is recorded, a thank-you WhatsApp goes out. Inbound WhatsApp queries route to the Helpdesk module as Issues.
Every night, a workflow compares the day’s postings to a rolling baseline (volume, value, supplier mix, customer mix) and flags unusual transactions. Exceptions appear in a morning review queue. Errors get caught the day they happen, before they harden into the GL.
Yes, on Full. Examples we’ve delivered or could deliver: POPIA retention sweep, CIPC annual return scheduling, covenant compliance checks, payroll exception review, AI-augmented contract renewal review, predictive stock reorder, intelligent expense approval routing.
Six core automations light up in Growth. Custom workflows are Full-tier. Essential includes lightweight automation that lives natively inside ERPNext-style modules — Auto Repeat for recurring invoices, Notifications for overdue invoices, scheduled statutory packaging — but not the full automation stack.
Set the thread once.
Spend the next ten years not thinking about it.