Profit and Loss
Read posted revenue and expenses in home currency for the selected accounting period.
Approve and pay bills and expenses
Review the obligation and authorize the exact payout before settlement.
5 stages · 2 approvals
Roles and responsibilities
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Step 2Approve a high-value bill
Bill NumberVendorDue DateTotal Amount
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Step 4Authorize release
Payment NumberBeneficiary NamePayment DateAmount
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Step 5Confirm settlement
Payment NumberBeneficiary NamePayment DateAmount
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Prepare the obligation
Bookkeeper records the supplier bill and lines with its original evidence, or HR / Payroll reviews an employee expense claim. Supplier identity and document number support duplicate detection. Retain effective tax treatment and the original amount. The bill route evaluates the configured threshold in home currency; employee claims always require independent review.
Approval required
Approve a high-value bill
Owner reviews bills above the effective threshold, independently of the preparer. This gate applies to the high-value branch; routine bills use a documented approved policy event. An employee claim instead requires independent HR / Payroll review or another authorized Owner, never its claimant. Each obligation posts its liability once only after its own required decision is valid.
Prepare the payout
Bookkeeper creates a payment targeting exactly one approved bill or expense claim. Reserve the unsettled balance while the request is pending. Capture the beneficiary, bank details, amount and conversion basis. Claim reimbursement uses this payment path only and cannot also be settled in payroll. Material edits require renewed review.
Approval required
Authorize release
Independent Owner approves the exact payee, target revision and amount before submission. The approver cannot be the preparer or expense claimant. Keep the authorization and source identity with the stable request key. Rejection releases the reservation through its documented path; it does not silently change an already confirmed payment.
Confirm settlement
The connector matches authenticated beneficiary, currency, amount and final outcome. Only confirmed settlement reduces the payable and posts liability to bank once. Failed and uncertain requests stay visible and continue to prevent accidental duplicate release while being reconciled. Reverse a confirmed payment through retained opposite accounting and source evidence.
Approvals and exception handling
2 approvals required in this process
-
Approve a high-value bill
Owner signs · prepare the payout waits
Bills, ExpenseClaims, JournalEntries -
Authorize release
Owner signs · confirm settlement waits
PaymentsMade
When the process needs attention
- exception Do not treat bill approval as bank authorization.
- exception Reserve outstanding value atomically before concurrent payout attempts.
- reject Retain failed requests and avoid blind resubmission with a new key.
Review the handoff
Agree the source identifiers and the person responsible for each transition before enabling automation. Test a normal record, a rejected decision and a retry with the same identity. Compare the final record population and accounting totals to the starting evidence. A website preview illustrates the intended work; the implementation must prove permitted actions and rejected access through the API as well as the visible page. Keep unresolved connector or policy coverage in the rollout record.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare the obligation | BillsBillItemsExpenseClaims | Create a supported payable |
| 2 Approve a high-value bill | BillsExpenseClaimsJournalEntries | Authorize the applicable obligation revision |
| 3 Prepare the payout | PaymentsMadeBillsExpenseClaims | Reserve the amount awaiting payout |
| 4 Authorize release | PaymentsMade | Authorize the exact payment request |
| 5 Confirm settlement | PaymentsMadeJournalEntries | Record actual settlement or failure |
Process reports
All reportsBalance Sheet
Read assets, liabilities, equity and current earnings from the reconciled posted trial balance.
AP Aging
Find unpaid vendor balances and pending payment reservations without treating requests as settled.
Run by an agent
Agent support
The agent cannot approve its own preparation, treat a payment request as settlement, bypass a closed period or reveal another employee’s pay. It uses the same record and field permissions as the authenticated user. Unsupported payroll or tax coverage requires a verified configuration, not a generated assumption.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› approve and pay bills and expenses · prepare the obligation on Bills, BillItems, ExpenseClaims
✓ Bookkeeper records the supplier bill and lines with its original evidence, or HR / Payroll reviews an employee expense claim.
› approve and pay bills and expenses · approve a high-value bill on Bills, ExpenseClaims, JournalEntries
⏸ approval · waiting for the owner
# 3 more stages after approval: prepare the payout, authorize release, confirm settlement
Other processes
5 moreTurn a sales opportunity into an invoice
Follow the commercial handoff through independent invoice approval.
4 stages · 1 approval
Collect and apply customer cash
Match confirmed receipts to the customer invoices they settle.
4 stages · 0 approvals
Run and confirm payroll
Review the calculation and track settlement for every employee.
5 stages · 1 approval
Request and approve leave
Use explicit entitlement and independent decisions for leave.
4 stages · 1 approval
Reconcile and close the books
Close an accounting period from reconciled evidence.
4 stages · 1 approval