HachiAI deployed two AI agents—Jax, the data extraction specialist, and Finley, the finance maestro—to automate the end‑to‑end finance workflow across QuickBooks, Excel, multiple payroll portals and email. Working together, these agents now handle all of the previously manual steps:

• Automated invoice processing: Jax logs into QuickBooks Corporate Access and retrieves all new vendor invoices, extracting critical details such as vendor name, amount, due date and purchase order (PO) reference. It stores this data in a secure database and checks for duplicates. Finley opens the GL‑mapping spreadsheet, matches each invoice line item to the correct GL code, creates a bill in QuickBooks, attaches the original invoice and PO for audit purposes and schedules the payment. Once all invoices are posted, Finley drafts and sends a notification email to the finance team detailing the invoices processed and any exceptions.
  
  
• Automated payroll processing: On a weekly schedule, Jax logs into each payroll provider (ADP, Minion Payroll and Congruent), downloads payroll reports and normalizes the formats. It extracts key data—employee names, hours worked, wages, taxes and deductions—then hands this structured data to Finley. Finley maps each payroll entry to the appropriate GL codes and creates payroll bills in QuickBooks. It monitors for missing or unusual entries (e.g., new hires, terminations or one‑off bonuses) and flags them for review. After bills are created, Finley updates a payroll summary and sends an email notification to stakeholders highlighting processed payroll and any items requiring attention.
  

By integrating directly with the client’s existing systems, these AI agents provide a seamless, secure and scalable finance solution without requiring custom software development.