An agentic AI system that runs five core finance workflows autonomously for NorthBridge Studios — a 65-person creative agency processing 300+ invoices monthly. Finance ops went from consuming 2 weeks a month to running in the background.
Client
NorthBridge Studios · Remote
Engagement
Agentic AI system
Timeline
8 weeks · Q1 2025
Status
finpilot
Finance pulse — this month
Agent last ran · 4m ago
Invoices processed
312
▲ auto-matched 94%
Avg collection
28d
▼ from 47 days
Close time
2 days
▼ from 9 days
Recon hours / wk
4h
▼ from 22 hrs
Annual labor saved
$180K/ year
Faster collections
$90K/ year
System payback
<5months
NorthBridge Studios had a 3-person finance team processing 300+ invoices monthly across multiple currencies. The problem wasn't talent — it was volume. Chasing late payments, reconciling bank statements, categorizing expenses, matching invoices to project budgets, producing cash flow reports. Two full weeks of every month, gone. No time left for actual financial strategy.
Before · The problem
Monthly close took 9 days — finance team buried until mid-month, every month.
Before · The problem
300+ invoices processed manually at $14 each. No matching, no memory.
Before · The problem
Late payments chased by hand. Average collection time: 47 days.
Before · The problem
22 hours a week reconciling Stripe, bank feeds, and payment platforms by copy-paste.
FinPilot doesn't just automate tasks — it reasons through edge cases. When an invoice doesn't match a purchase order, it reads the related email thread, proposes a resolution, and asks the right person to confirm. The finance team approves; the agent executes.
Workflow 01
Reads incoming invoices from email and uploads, extracts line items, and matches against project budgets automatically.
Workflow 02
Pulls from Stripe, bank APIs, and payment platforms. Matches transactions to invoices. Flags exceptions for human review.
Workflow 03
Drafts and sends overdue payment reminders on a configurable schedule. Escalates to a human only if the client pushes back.
Workflow 04
Generates a rolling 13-week cash flow forecast using confirmed receivables, historical payment behavior, and scheduled payables.
Workflow 05
Tracks actuals against project budgets in real time. Alerts project leads before overruns happen, not after.
Monthly close time
9 days
2 days
Invoice processing cost
$14 each
$2 each
Days to collect payment
47 days
28 days
Weekly reconciliation hours
22 hrs
4 hrs
$180Ksaved
Annual labor cost reduction from automated invoice processing, reconciliation, and follow-ups.
$90Krecovered
Faster collections from 47-day to 28-day average. Cash that was always owed, now arriving sooner.
<5months
Time to full payback. The system covered its own cost before the first quarter was out.
No sandbox. FinPilot processed live data from the first sprint. Edge cases found in production are better than ones found in a demo.
Wk 1–2 · Discovery
Shadowed the finance team for a week. Documented every tool, spreadsheet, and manual handoff. Scoped the five highest-ROI workflows.
Wk 3–4 · Skeleton
First two workflows shipped and processing real data. Edge cases surfaced immediately — invoice format mismatches, FX rounding, duplicate detection.
Wk 5–6 · Core workflows
Remaining three workflows deployed. Human approval gates wired to Slack for anything above materiality threshold.
Wk 7–8 · Hardening
Ran historical invoices through the system. Tuned confidence thresholds. Handed over runbook and training. Finance team running solo.
Orchestration
n8n + custom agents
LLM
Claude via API
Integrations
Stripe, Xero, bank APIs
Approvals
Slack workflows
Data
Postgres, Drizzle ORM
Hosting
Self-hosted, client-owned