Most checks in your administration are predictable and recurring: reviewing new purchase invoices every day, open items every week, ledger entries every month. Exactly that kind of work is ideal for automation. With scheduled tasks you let your AI assistant run those checks by itself — and you only see the deviations.
How to schedule a check
A scheduled check is simply a task your AI assistant repeats at fixed moments. In assistants with scheduled tasks or a background mode (such as Claude) you specify once: “Run this check every working day at 8:00.” From that moment the AI pulls the right data from Exact Online via Ledger Botje, runs your check and has the result ready.
The beauty: you do not have to be there. The check runs while you are busy with other things, and you simply open the result in the morning.
What a scheduled check can do
A well-configured scheduled check watches exactly the things you care about. Think of:
- New purchase invoices where the amount does not match the accompanying PDF.
- Entries without a required reference or with an illogical general ledger account.
- Incorrectly assigned cost centres or cost units.
- Amounts that statistically deviate from what is usual for that supplier.
- Open items that exceed a threshold.
The AI does the detective work; you only see the short list of what needs attention.
What you should know beforehand
A scheduled check is only as good as the instruction you give it. A few points of attention:
- Be concrete. The clearer you describe what counts as “wrong”, the more useful the signals.
- Let the AI flag, not decide. Keep the connection read-only so the check never changes anything itself.
- Start small. Begin with one check, watch for a week, and expand from there.
It helps enormously if you have documented your way of working somewhere. Read how to make AI check against your own procedures in checking invoices against your own workflow.
An example setup
A scheduled check on purchase invoices could be phrased like this:
Every working day at 8:00, check all purchase invoices added in Exact Online since yesterday. Compare the invoice amount with the PDF, check whether the general ledger account fits the supplier, and whether a valid reference is filled in. Only report the invoices that deviate, with a short explanation per line. Do not invent data; if something is unclear, say so.
Adjust the thresholds and rules to your situation. The more specific, the better the check fits your own administration.
From manual to automatic
The gain is not only in time, but in consistency. A manual check sometimes gets skipped when it is busy; a scheduled check runs every day, just as carefully. So your role shifts from reviewing everything yourself to only assessing the exceptions.
Want a broader view of what else you can automate? Read 5 work processes to automate with AI in Exact Online.
Getting started
Start with one check you currently do manually and that recurs daily or weekly. Document your way of working briefly, phrase the task and schedule it. Do not have the connection yet? Then first follow the MCP connection guide.
Frequently asked questions
What is a scheduled check with AI?
A recurring task your AI assistant runs automatically. The AI pulls data from Exact Online via Ledger Botje, checks it against your rules and reports the deviations.
Does a scheduled AI check post anything in Exact Online itself?
No, not unless you explicitly allow it. By default the check only flags issues and Ledger Botje stays read-only.
Which checks can I automate?
For example daily checks on new purchase invoices, missing references, wrong general ledger accounts or cost centres, and amounts that deviate from the PDF.
Want to put your checks on autopilot? Try Ledger Botje free for 14 days and schedule your first check.