Automating your admin with AI: receipts, work orders and receivables on autopilot

Can you automate a construction business's admin with AI?

Yes. Reading documents is exactly what AI is genuinely good at in 2026. Supplier, amount, VAT and project are extracted reliably from receipts and invoice PDFs, even from poor photos. An admin agent books them, turns work orders into draft invoices and chases outstanding invoices, from €149 per month, connected to your accounting software.

The practical result: the invoice goes out the door on the day of the job instead of at the end of the month. That is exactly where your working capital sits.

How does booking receipts with AI work?

Booking receipts with AI works like this: you photograph the receipt or forward the invoice PDF, and the admin agent extracts the supplier, amount, VAT rate and project, then stages the entry in your accounting package. Doubtful cases get flagged to you instead of being booked wrong.

It couldn't be simpler: photograph or forward, and that's all you do. What happens next:

1. Extraction. Supplier, amount, VAT rate and, where recognisable, the project.
2. Staged or booked. Straight into your package, or into a review queue first. Your choice.
3. Doubtful cases to you. Instead of silently booked wrong. That's the difference between useful automation and a mess to clean up later.

The same agent runs the work-order flow: an engineer sends a photo of the work order or records a voice memo, and a draft invoice is ready with the right line items. Check, send, done.

How does an AI agent chase receivables?

The receivables agent checks your outstanding invoices daily and follows a fixed, friendly rhythm: day 3 a WhatsApp with a payment link, day 10 an email, day 21 a formal reminder plus a signal to you that it's time to call yourself. Consistent but polite: exactly the task that slips first when things get busy.

And every Monday at 7:00 the numbers agent delivers a plain-language report: revenue, outstanding invoices, open quotes and last week's hours. Not a dashboard you never open, but one email you read in two minutes.

Does this work with Exact, e-Boekhouden or Moneybird?

Yes. We connect through the official APIs of Exact, e-Boekhouden, Moneybird and others. Don't have a package (yet)? Then everything runs on our own lightweight admin system, saving you another subscription. Your data always remains yours: if you stop renting, you get a clean export.

Where is the limit of AI in admin?

We only automate what works reliably today. Reading documents, guarding rhythms and staging drafts: yes. Making tax decisions or carrying final responsibility: no, that stays with you and your accountant. The agent shrinks the work; the control stays human.

What does admin automation cost?

The admin agent is a sector add-on on top of our chat agents: €250 setup + €149 per month, excl. VAT, cancel monthly. Hosting, monitoring, AI usage (tokens) and messaging costs are included. Combine it with the receivables agent (€79/mo) and numbers agent (€79/mo) and you have a complete digital back office for €307 per month.

The full overview is on the pricing page. Prices updated: July 2026.

Many businesses deliberately choose admin as their second step: first experience how the agents work with the voicemail bot, FAQ agent or the AI receptionist, and only then hand over the books. A perfectly good order, as far as we're concerned.

Want to know how many hours of admin per week you could win back? Book the free AI workflow scan, or start with the complete guide to AI agents for construction businesses.