Finance

It’s 11pm on a Tuesday. The month closed with a gap nobody can explain. You open the spreadsheet and find three uncategorized entries, an invoice someone forgot to log, and a subscription that doubled without warning. There’s a partners’ meeting tomorrow and the question will be “how are we tracking this month?” — and you still can’t answer it. What leaves your plate: the work of collecting, organizing, and reading the numbers. An agent watches the cash all day, turns a receipt into an entry, reads the trend, and tells you when something looks off. What it never does is move money — pay, refund, approve. That stays yours, one tap away.

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The pattern, applied to cash

Every flow here follows the same shape as the rest of ApolloSpace AI — only with the handbrake always on when money is involved:

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Four everyday flows

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1. A forwarded receipt becomes an entry

You forward the agent a photo of the lunch receipt from the client meeting, or a PDF invoice that landed in your inbox.

• Trigger: a receipt / message with an amount reaches the agent.
• Context: it reads the document and checks the Company Brain to recognize the vendor (“this is the same SaaS we pay every month”) and the category you usually use.
• Tools: it logs an entry in Finance with amount, date, vendor, and category pre-filled; attaches the receipt as proof.
• Waits for you: the entry lands as a draft for review. You check the category with one tap and confirm — the agent never calls the books closed on its own.
• Becomes memory: next time that vendor shows up, the category is already right.

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2. The routine that summarizes spend and flags anomalies

A routine the agent runs on its own, every Monday morning.

• Trigger: the scheduled time of the weekly routine.
• Context: it reads the week’s entries and compares them with prior weeks stored in the Brain — what’s normal, what’s off the curve.
• Tools: it builds a short summary (“this week’s spend: X on operations, Y on marketing; one subscription is up 40% vs. its history”) and raises a proactive notification in your inbox.
• Waits for you: when it sees a value that stands out, it flags it for review — it doesn’t cancel the subscription or dispute the charge. It points and asks.
• Becomes memory: what you mark as “expected” stops being an alarm; the agent calibrates noise versus what deserves your attention.

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3. “How are we tracking this month?” — answered on the spot

The everyday question, one tap from the Chief of Staff.

• Trigger: you ask in chat “how’s the cash this month?”.
• Context: the agent reads the period’s entries straight from Finance and the prior-month history in the Brain.
• Tools: it returns revenue, spend, and the trend vs. last month, with the biggest inflows and outflows named — without you opening three tabs.
• Waits for you: nothing to approve here — it’s pure reading. But every answer carries the trail of where each number came from, so you can audit it if you want.
• Becomes memory: the questions you ask most teach the agent to have the cut that matters to you ready in advance.

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4. A reconciliation list, ready for human review

Month-end without the manual digging.

• Trigger: the close-out routine, or you asking “prepare this month’s reconciliation”.
• Context: the agent cross-checks entries against attached receipts and marks what doesn’t line up — no receipt, no category, duplicate amount, unknown vendor.
• Tools: it builds a document or a list of tasks with each open item and a suggested owner.
• Waits for you: the list is a review proposal. Nothing is reconciled, written off, or paid — the human decides item by item.
• Becomes memory: the patterns you correct (this vendor is always “operations”) shorten next month’s list.

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Bonus: remind owners of pending entries

The agent also chases, politely. When someone left an advance without clearing it or a receipt unposted, it raises a reminder in the inbox and, if you configure it, sends a nudge over WhatsApp. It chases the record — never the payment.

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What stays human

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Where to start

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Next steps