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M-03 · Back Office & Finance

Accounting and finance software implementation

Financial records that reconcile in real time, not three weeks after month-end

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Typical timeline
6–10 weeks
Core team
Financial Systems Architect, Integration Engineer, QA Analyst
Primary platforms
Odoo Accounting · Zoho Books · QuickBooks Enterprise
Method
IDEA · D-01 to A-02

Why the current way breaks

What this looks like on a normal Tuesday

Accounts payable staff manually re-keys hundreds of PDF vendor invoices line by line.

Frequent keying errors, duplicate vendor payments, and missed early payment discounts.

Bank reconciliation is performed manually at the end of the month by matching paper statements.

Your view of cash is always a month behind what is actually happening.

What we build

Engineered capabilities, not generic templates

C-01

Automated AP Document Extraction (OCR)

AI-powered parsing of invoices, receipts, and credit notes with line item extraction and vendor tax verification.

Technical detail

Computer vision and NLP extraction models, per-field confidence scores.

C-02

Three-Way Match Verification

Automated reconciliation of supplier invoices against purchase orders and warehouse goods receipts.

Technical detail

Configurable tolerance thresholds, automated discrepancy quarantine.

C-03

Direct Bank Feed & Automated Reconciliation

Daily automated bank statement synchronization with rule-based pattern matching against open invoices.

Technical detail

Open Banking API / Plaid integration, rule-based matching engine.

Outcomes

Automated

Invoice intake to draft journal

A person approves; nobody re-types.

Checked

Every vendor invoice for duplicates

Matched on tax ID, amount and invoice number before payment.

Consolidated

Multi-entity, multi-currency reporting

Produced from one ledger rather than merged spreadsheets.

We measure your baseline in discovery and report against it. No borrowed percentages.

Automation built in

Workflows that run on top of this module

Vendor Invoice → AI Extraction & Scheduled Payment

Supplier sends PDF invoice to billing email. AI extracts data, matches against PO, books GL entry, and schedules payment upon approval.

  1. S1 · Trigger Invoice PDF Received
  2. S2 · AI step AI Line Item Extraction
  3. S3 · System Three-Way Match Against PO
  4. S4 · Human gate Manager Approval Gate
  5. S5 · Action Scheduled Bank Payment
Event-driven trigger with retry queue · human sign-off where set

Services

What we offer for Accounting & Finance

Buy one service or the whole set. Each card links to the page that covers it in depth.

Process mapping How Accounting & Finance work runs today, including the spreadsheets nobody mentions. Configuration Accounting & Finance set up on the platform that fits, standard features first. Data migration Existing Accounting & Finance records cleaned, de-duplicated and moved. Integrations Accounting & Finance connected to the tools that stay. Automation The repetitive Accounting & Finance paperwork automated, with approval gates. Training Role-based training and recorded guides for Accounting & Finance users. Support Fixes and improvements after go-live.

Approach map · Business systems implementation

How an Accounting & Finance project runs, week by week

Open any stage to see what we do, what you receive and what we need from you.

We sit with the people doing the work and map how orders, stock and money actually move today, including the spreadsheets nobody mentions in the first meeting.

What happens

  • Process walk-throughs with key users
  • Inventory of every data source
  • Quantifying where time is lost

What you get

  • Current-state process map
  • Data source and quality audit
  • Scope baseline

What we need from you

  • Sample invoices, orders and spreadsheets
  • Two-hour interviews with each department lead

Risk handled

Critical spreadsheets that management does not know staff rely on.

We design the data model, roles, approval rules and integrations on paper before anything is configured.

What happens

  • Data model design
  • Chart of accounts review
  • Approval matrix design

What you get

  • Solution blueprint document
  • Role-by-role screen wireframes
  • Data dictionary

What we need from you

  • Sign-off on the chart of accounts and permission structure

Risk handled

Sales and warehouse asking for conflicting things mid-build.

We provision environments, configure the standard modules to the blueprint, and build any approved extensions.

What happens

  • Environment setup and hardening
  • Module configuration
  • Approved custom development

What you get

  • Working staging environment
  • Configured modules matching the blueprint

What we need from you

  • Tax settings, bank details and branding assets
  • Named admin users

Risk handled

Configuration drifting away from what was agreed in the blueprint.

We extract customers, vendors, products and balances from your current tools, remove duplicates and load trial datasets you can check.

What happens

  • Migration scripts
  • Duplicate detection
  • Trial balance reconciliation

What you get

  • Staging database loaded with cleaned data
  • Reconciliation sheet

What we need from you

  • Decisions on flagged duplicates
  • Lists of inactive products and customers to archive

Risk handled

Bad legacy data being carried into the new system on day one.

We connect the system to the tools that stay: banks, e-commerce stores, payroll, shipping and anything else agreed in the blueprint.

What happens

  • API and webhook connectors
  • Error handling and retries
  • End-to-end integration tests

What you get

  • Tested integrations in staging
  • Integration runbook

What we need from you

  • API credentials and vendor contacts for connected systems

Risk handled

Silent sync failures that nobody notices until month-end.

Your staff test real scenarios in staging and learn the system role by role, with recorded guides they can return to.

What happens

  • Role-based training sessions
  • Scenario testing
  • Fix sprints on UAT findings

What you get

  • Signed UAT test matrix
  • Recorded training library

What we need from you

  • Key users available about four hours a week for testing

Risk handled

Staff meeting the system for the first time on go-live day.

We freeze the old system, move the final changes across, verify opening balances and switch over, usually across a weekend.

What happens

  • Final delta migration
  • Opening balance verification
  • Hardware and scanner checks

What you get

  • Live production system
  • Signed cutover checklist

What we need from you

  • A data-entry freeze on the old system at an agreed time

Risk handled

Downtime during trading hours.

The team that built the system stays on it after go-live: fixing issues on the day they surface, adjusting screens staff struggle with, and sitting with finance through the first month-end close.

What happens

  • Daily check-in with your project lead
  • Same-day fixes and small adjustments
  • First month-end close support

What you get

  • Hypercare issue log with resolutions
  • First month-end close sign-off

What we need from you

  • A 15-minute daily call with your project lead
  • Staff reporting problems as they happen, not at the end of the week

Risk handled

Early friction pushing staff back to the old spreadsheets.

With clean data in one system, we automate the repetitive work around it: invoice capture, reorder drafts, approval routing and alerts.

What happens

  • Automation opportunity review
  • Workflow and agent build
  • Monitoring and tuning

What you get

  • Live automation workflows
  • Monthly report of hours recovered

What we need from you

  • A ranked list of the bottlenecks you want gone next

Risk handled

The new system settling into a passive record-keeping tool.

Supported platforms

Where we implement this module

Zoho One Zoho One Best whenSales-driven organizations needing rapid CRM, lead routing, CPQ quotes, and omnichannel inbox automation. Platform details Microsoft Dynamics 365 Microsoft Dynamics 365 Best whenCompanies already operating deeply within Microsoft 365, Power Platform, and Azure. Platform details ERPNext & Frappe ERPNext & Frappe Best whenCompanies wanting complete software and data sovereignty without vendor lock-in. Platform details Odoo Enterprise Odoo Enterprise Best whenCompanies wanting ERP, CRM, Inventory, and Accounting unified in one single database without brittle connectors. Platform details Custom core Best whenYour process is your advantage and no platform's standard flow fits it. When we build custom

Hardware & ecosystem connectivity

Connected to the tools that stay

Zebratechnologies

Barcode & RFID

Zebra, Honeywell, GS1-128 scanners

FedexUpsDhl

Shipping & logistics

FedEx, UPS, DHL, ShipStation

StripeRazorpayAdyen

Payments

Stripe, Razorpay, Adyen, ACH & SEPA

Whatsapp

Messaging

WhatsApp Business API, SMS, email

ShopifyWoocommerce

Commerce

Shopify, WooCommerce

ApachekafkaRabbitmqRedis

Event streaming

Apache Kafka, RabbitMQ, Redis

Okta

Identity & SSO

Okta, Entra ID, OAuth 2.0, SAML 2.0

Claude

Document AI

Claude, OCR engines, form recognizers

For the technical evaluator

Data model and deployment guardrails

Data model & schema

Double-entry general ledger, journal items, fiscal years, tax localization rules.

Migration & cutover

Historical chart of accounts mapping, opening trial balance verification, vendor/customer ledger migration.

API surface & webhooks

Secure financial API endpoints, read-only audit log exports.

Deployment & hosting

Encrypted PostgreSQL database, SOC2 compliant cloud infrastructure.

Client work

Accounting & Finance work we have delivered

10 days to 1month-end close Excel & Paper to System Month-end close cut from ten days to one across a multi-state retail group Multi-state, India 4 systems to 1systems unified Excel & Paper to System One skills nonprofit, four disconnected systems, one unified platform Multi-entity, India Project to cashon one system Legacy System Replacement From project delivery to cash, on one system, for a MarTech firm India, serving global clients

All 19 case studies

FAQ

Questions buyers ask before they sign

Cost, timeline, data migration and what we need from your team, answered plainly.

Ask us directly
Can the system support tax localization for our specific state or country?

Yes. We configure standard tax rules including US state sales tax (Avalara/TaxJar integration), GST for India, VAT for UK/Europe, and GCC tax configurations.

For a connected business

Modules that connect to this one

Operations M-01 Enterprise ERP An ERP built around how your operation actually runs, not textbook workflows Unified General Ledger & Financial Accounting Multi-Location Inventory & Lot Tracking Demand-Driven Procurement Workflows One ledger Stock, orders and finance in one database 3 pre-built flows Explore module Operations M-10 Purchase & Vendors Purchase & Vendor Management Control procurement costs with automated vendor comparison and 3-tier approvals Automated Multi-Vendor RFQ Comparison Enforced Contracted vendor rates 1 pre-built flow Explore module Operations M-04 Inventory & Warehouse Inventory & Warehouse Management Stock visibility down to the individual bin, shelf and serial lot Barcode & RFID Mobile Scanner Workflows Dynamic Putaway & Picking Routes Scan-verified Every pick and put-away 1 pre-built flow Explore module

Next step

Scope your Accounting & Finance project

Book a 30-minute consultation, or start the configurator with this module already selected.

Book a consultation Scope your project

First call: 30 minutes · A senior consultant, not a sales rep