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Phi-Lean.ai – True Lean software automation

Accounting firm

Documents arrive, file themselves, and reminders go out at the right time

Every month, staff spend hours sorting documents sent in bulk, then chasing clients for the missing ones. Phi-Core reads, files, keeps the list up to date and prepares the reminders.

Target

On the 5th

reminders ready, client by client

The scenario

A twelve-person firm with 300 small-business, retail and trade clients.

The flow, end to end

This use case, laid out on the Phi-Core architecture.

  1. What triggers it

    • Files droppedDocument sent to the client’s address or dropped in its shared folder
    • Schedule & web watchOn the 5th of each month: missing-documents check

  2. The agents at work

    Phi-Core
    • Document ReadingReads invoices, orders, PDFs and photos, and extracts the useful data.
    • DraftingWrites replies, quotes and reminders, in your tone and your house style.

  3. You validate

    The accountant approves the batch of reminders before they go; unreadable or ambiguous documents are flagged to him.

  4. What comes out

    • Systems kept up to dateDocument renamed, filed in the right folder, logged in the tracker
    • Drafts ready to sendPersonalised reminder listing the missing documents
    • Smart alertsUnreadable or out-of-period document flagged

Today

  • Clients send documents by e-mail, as photos, by post or on a USB stick.
  • The accountant renames, files and records by hand what has arrived.
  • Reminders go out late, all identical, and annoy clients.
  • Year-end becomes a rush, for want of documents.

With Phi-Core

  1. The client sends a photo of an invoice to the dedicated address for its file.
  2. The reading agent identifies the type of document, the date, the amount and the supplier.
  3. The document is renamed by the firm’s rule, filed in the client’s folder and logged in the tracker.
  4. On the 5th of the month, Phi-Core compares what has arrived with what is expected, client by client.
  5. The drafting agent prepares for each client a reminder that lists exactly what is missing.
  6. The accountant approves the batch of reminders in one click.

What we look at first

Before plugging anything in, we spend time with the people who do this work. That is where most of the value lies: a well-understood flow automates simply; a poorly understood one automates badly, whatever the tool.

  • The list of expected documents by type of client: tradesperson, retailer, professional, property company.
  • One naming and filing rule for the whole firm.
  • The right reminder rhythm: when, how often, from whom.

What changes

  • No more sorting documents by hand.
  • Precise reminders, understood first time.
  • An up-to-date tracker for every client.
  • Calmer year-ends.

Plugged into your tools

The firm’s e-mail, shared storage (Drive, OneDrive or SharePoint), a tracking spreadsheet; the accounting production software then picks up the filed documents.

Safeguards

  • Documents stay in the firm’s own storage.
  • No accounting entry is posted without the accountant.
The Lean principle behind this caseThe method: Systems ThinkingThe system makes the performanceRead on phi-lean.com

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Typical scenario, built to illustrate Phi-Core; it is not a client reference. The targets shown are design goals: yours are set during the diagnostic, from your real flow.

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