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    Department 05 of 06: Finance

    What changes in your finance department

    Bills on time, follows up on time and shows where the money stands every Monday, without ever moving it.

    How it runs today

    • Invoices go out late, and overdue payments are chased by hand or not at all.
    • The money picture is assembled once a month.
    • Nobody can say which products or clients actually make money.

    After the change

    Invoices go out on the agreed date, late payers get polite reminders, Monday starts with one cash screen, and you see margin by product, client and location.

    Owner: Owner or bookkeeper

    The five jobs

    Every job has an owner, written rules and a place where you decide.

    • Runs on its own and reports to you
    • It drafts, you approve in one click
    • A person does it
    01You approve

    Invoice on the agreed date

    Invoice Sender

    • Builds each invoice from the signed agreement or the finished job.
    • Waits for your approval.
    • Sends it on the agreed date with a payment link.
    StripeQuickBooksXero

    Output: Approved invoices, sent on time.

    02You approve

    Follow up late payments

    Payment Follow-up

    • Sends polite reminders on a fixed schedule after the due date.
    • Never changes the terms.
    • Hands the account to you after the last reminder.
    GmailStripe

    Output: Reminders sent, and a short list for you.

    03Runs and reports

    Match every payment to its invoice

    Reconciler

    • Runs every morning on a read-only bank feed.
    • Matches each payment to one open invoice.
    • Sends anything it cannot match to a person.
    Bank feedQuickBooksXero

    Output: Matched books and a short exceptions list.

    04Runs and reports

    Show cash every Monday

    Cash Reporter

    • Cash in, cash out, what is owed and what is due.
    • Highlights anything that moved more than usual.
    • Fits on one screen.
    SheetsTelegram

    Output: One screen you read on Monday.

    05Runs and reports

    Map margin by product, client and location

    Margin Analyst

    • Counts margin after returns, discounts and delivery.
    • Flags what loses money, and what only looks weak but holds volume.
    • Shows the source behind every number.
    Sales dataSheets

    Output: A margin map you can act on.

    By default, it never

    • Moves money. Every financial connection is read-only
    • Changes payment terms
    • Closes the month. A person signs it off

    Where we look for lost money first

    • 01Overdue invoices nobody chased
    • 02Work delivered and never invoiced
    • 03Products and clients that lose money

    Connected, not automated in isolation

    Finance hands work to the rest of the company.

    Hands to Clients

    payment history, before every renewal

    Hands to Sales

    margin by client, before the next quote

    Receives from Operations

    finished work, ready to invoice

    Other departments

    SalesMarketingClient communicationsOperationsClients

    Start with the department that costs you the most.

    borys.puchkov@changeswithai.com