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Logistics
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AI agents
How a 40-person freight forwarder stopped keying supplier invoices by hand.
Client
Timeline
2-week audit, 5-week build
Tools
Gmail, Xero, Slack, an LLM agent
The problem
Three people spent most of every week reading supplier invoices, matching them to shipments and typing them into Xero.
Invoices arrived as PDFs, photos and email bodies in four languages. Month-end meant overtime, late payments and the occasional duplicate. The team knew the work by heart, which is exactly why nobody had time to fix it.
What we built
An agent that reads every invoice the moment it lands, matches it to the right shipment and drafts the bill in Xero.
Anything it is unsure about, such as a new supplier, a price change over 5% or a missing PO, goes to a Slack channel with the reason and a one-click approve. Every decision is logged, so the finance lead can see exactly what happened and why.
Before
Open inbox → download PDF → find shipment → check rates → type into Xero → file email → chase missing PO. About 9 minutes per invoice, by hand.
After
Invoice arrives → agent reads and matches → bill drafted in Xero → exceptions sent to Slack → person approves. About 40 seconds, and a person only sees the exceptions.
Hours back per week
Invoices handled by the agent
Paid back in
“We stopped keying supplier invoices into Xero by hand. Bills are drafted before we've finished our coffee, and month-end close went from four days to one.”
Shawn Jayden (placeholder)
Finance Lead, Example Freight Co.
AI agents, automations and integrations, built inside the tools you already pay for. Fixed price, agreed before we start.
