On the morning you issue invoices, your accounts clerk opens last month's scheduled invoice and saves a new copy. The fee follows the schedule, so the amount stays. The description needs three items: the service month, the site, and the PO the customer gave yesterday. Operations usually sends one line on internal WhatsApp: "October, Client A, second site, use yesterday's PO." The person issuing the invoice matches that line to the fee schedule and edits each invoice. A wrong site means the invoice is voided and issued again. For Hong Kong firms on a maintenance retainer, invoice automation often gets as far as creating the invoice on billing day. The description is still typed by hand.
The maintenance fee stays on the fee schedule.
The amount is not changed this month.
October
Client A, second site
Use yesterday's PO
The amount is on the fee schedule. This month's description is in that WhatsApp line.
Copying the wording into another workbook still leaves your clerk checking each row against the fee schedule.
Why do you still edit the description by hand after the invoice is scheduled?
The fee comes from the fee schedule. The month, the site and the PO come only from the operations line. Nothing is written to the accounting software until your clerk has checked the preview. Frasertec Limited's AI automation reads that WhatsApp line and fills those three items into the description. The amount is not taken from the message. The same step can sit on AIWorkflow.
Take the service month, the site and the PO number from the operations line.
Use only the amount already written on the fee schedule.
Your clerk checks the preview, then the invoice is written to the accounting software you already use. The invoice number follows that software's own sequence.
If operations writes the wrong site, where does the clerk see it first?
On the preview. Until someone confirms, the invoice is not in the accounting software, so the site can still be corrected.
Do we need to replace our accounting software?
No. Invoice numbers keep the sequence your accounting software already uses. Data can stay in Hong Kong or in a place you name, and is not used to train a public model.
Start with this batch of scheduled invoices. A pilot (POC) takes about 4 to 8 weeks
Bring the way you issue invoices now. About 30 minutes. We reply in about one working day.
Book a Discovery SessionWhatsApp 852 25788828