From the accounts inbox to the ledger
Nightcap · UK hospitality group · 15+ legal entities
Supplier invoices arrive by email. AI reads them, checks them, codes them to the right sites and accounts, routes them for approval and posts them to Business Central, so the finance team handles exceptions instead of typing.
Pilot. User acceptance testing with the finance team; release planned for November 2026.
At Nightcap, every non-food-and-drink invoice was being keyed and coded by hand into Business Central, across more than fifteen legal entities and dozens of sites.
There are no purchase orders for most of these costs, so the real work is deciding which site and account each line belongs to, and who has to approve it.
- The accounts mailbox is checked every minute. AI separates invoices from newsletters, statements and chatter, and holds anything uncertain for a person.
- Each invoice is read by AI, including awkward layouts, then checked: totals, VAT by rate, and the supplier's VAT number against HMRC.
- Lines are coded to general-ledger accounts and cost centres using over a thousand allocation rules, and split across sites where one invoice covers several.
- Approval goes to the right person by site and value, by email, with reminders when it is overdue. Approve, reject or query in one click, then it posts to Business Central.
Screens recreated with sample data. No customer information is shown.
Feature-complete for the pilot, with 97% of the group's allocation rules imported. Testing runs against a copy of the live inbox, never the live one.
Nothing posts to the live ledger until the finance team has signed it off at a go/no-go meeting.
Now available as Atlantas.ai.
Go-live with the finance team, then the weekly payment run. The platform is now available to other businesses as Atlantas.ai.
Built with- Email ingestion
- AI document extraction
- HMRC VAT checks
- Approval routing
- Microsoft Business Central
