A payment run is released in a few clicks. Undoing it is a different story: once a payment is at the bank, you only get it back by asking the supplier. That is why it pays to go through the list once more just before releasing it — and that is exactly the kind of check an AI assistant does in a minute.
What you want to know before you pay
- Is anything in there twice? The same invoice twice, or two invoices with the same amount shortly after each other.
- Does an amount stand out? A supplier that normally gets € 400 a month and now € 4,000.
- Are there open credit notes? A credit note that has not been offset means you are effectively overpaying.
- Is the account number right? A changed account number is the classic route for invoice fraud.
- Is the invoice due already, or not for a long time? Paying early costs liquidity.
Which data the assistant uses
| What | Tool | Read or write |
|---|---|---|
| Payments due, by status and due date | cashflow_payments_search, cashflow_payments_get | read |
| Age of the payables | financial_aging_payables | read |
| Purchase invoices and earlier payments | purchasing_invoices_search, financial_purchase_search | read |
| Suppliers' account numbers | crm_bankaccounts_search | read |
| Change description or payment reference | cashflow_payments_update | write |
Prompts that work
- "Which payments are due up to and including Friday? Group them per supplier and give the total."
- "Are there invoices in that list twice, or the same amount to the same supplier twice within 30 days?"
- "Which amounts differ by more than 50 percent from the previous three payments to the same supplier?"
- "Are there open credit notes from these suppliers that have not been offset yet?"
- "For each supplier in the run, give the account number stored in Exact Online."
Exact Online without and with an AI connection
| Exact Online without an AI connection | Exact Online with Ledger Botje (MCP) | |
|---|---|---|
| Duplicates and unusual amounts | go through the list line by line | only the exceptions, with the reason |
| Taking credit notes into account | look them up per supplier | in the same question |
| Release | in Exact Online or the bank | in Exact Online or the bank — recommended |
Where the limit is
There is a tool that processes selected payments for good (cashflow_payments_process). It only works with Advanced and when writing is allowed, and the processing is irreversible. Our advice: have the assistant check, and release the run yourself, in Exact Online or in your banking environment. A firm can also switch processing off for colleagues by enforcing read-only.
An account number stored in Exact Online is not automatically the right one either. If a number has changed, call the supplier on a number you already knew — not the one in the email announcing the change.
Also read finding duplicate invoices and forecasting cash flow with AI. All tools are in the tool catalogue.