Let an AI agent handle the documents and emails your team types up by hand.
Xgorithm builds agents that read the invoices, orders, forms and emails that arrive every day, enter the details into Xero, Sage or your ERP, and route each item to the right place. Anything unusual is passed to a person, who approves it with one click.
What usually gets in the way
- 1
Skilled people spend hours re-typing
Invoices, purchase orders and forms arrive by email and PDF, and someone copies the same details into accounts, CRM and job systems by hand.
- 2
The shared inbox is always behind
Enquiries, orders and complaints land in one mailbox, and working out who should answer each one takes time before anyone has replied.
- 3
Errors cost more than the typing
A mistyped amount or a missed purchase-order mismatch is found weeks later, when it is slower and more awkward to fix.
How AI Agents & Automation works
Watch a sample invoice go into the accounts automatically, with the one mismatch held back for you to approve.
- 1
Read
The agent reads each document or email, whatever its layout, and pulls out the fields you need, such as supplier, amounts, VAT and order numbers.
- 2
Check
It checks those details against your rules and records, for example matching an invoice to its purchase order.
- 3
Act
It enters clean items into your system, drafts replies to routine emails and routes each item to the right person.
- 4
Ask a person
Anything that fails a check, or that you have chosen to review, waits for a person to approve before it goes further.
- Fields read
- 0 / 6
- Typed by a person
- 0
- Sent for review
- 0
What AI Agents & Automation does for your team
Reads messy documents
The agent handles scanned PDFs, photos, emails and spreadsheets, not just neat templates.
Works inside your systems
It enters data into Xero, Sage, SAP Business One, Dynamics 365 and other systems through their own connections.
Clear rules for review
You decide which items always need a person, such as invoices over a set amount or new suppliers.
Inbox triage
Every incoming email is sorted, sent to the right person and answered in draft from your own knowledge.
A full audit trail
Each action the agent takes is logged with the document it came from, so you can trace any entry back.
Grows task by task
Most clients start with one document type and add others once the first one is running reliably.
How we prove it works for you
A first pilot usually takes 3–6 weeks for one document type. Before it starts, we agree which of these numbers matters most to you and how we will measure it.
- Cost per invoice or order processed
- Share of documents handled with no typing
- Response time on the shared inbox
Security and compliance
- Your data is hosted in the EU by default.
- Client data is not used to train AI models.
- A person approves every item that fails a check.
- Every action is logged and traceable to its source document.
- We document the system to EU AI Act and GDPR standards as we build it.
Systems we connect it to
- Xero
- Sage
- SAP Business One
- Microsoft Dynamics 365
- Microsoft 365 and Outlook
- Gmail
- Salesforce
- HubSpot
Where AI Agents & Automation fits
- Professional servicesAI for accountants, solicitors and brokers that keeps client work accurate and confidential.
- Distribution & logisticsPlan routes, stock and orders for a distribution business without the spreadsheet scramble.
- Food & drinkMake what your customers will order and waste less of what you make.
- Healthcare & care homesGive carers and clinicians back the hours that rosters, phones and paperwork take.
Questions people ask us
What happens when the agent is not sure?
It does not guess. Anything below the confidence level you set, or anything that fails a rule, goes to a person to review.
Do we need to change our accounting system?
No. The agent works with the systems you already use and enters data through their normal connections.
How long before it is useful?
Most pilots process real documents within the first few weeks. We agree the measure of success before we start.
How much does it cost?
It depends on volumes and the number of systems involved, so we quote after a 30-minute call. Every engagement starts with a fixed-price pilot.
Find out what AI Agents & Automation could do in your business.
Book a 30-minute call with a senior Xgorithm specialist. We'll look at your current process, tell you honestly whether this is the right fix, and follow up with a written plan and a fixed-price pilot proposal.
There's no obligation, and we reply to every enquiry within one working day.