Your Bookkeeper agent (Bea)

Overview#

Bea covers Accounting. It runs invoice review and collections reminders (the agents you may know from Approvals), keeps bill matching on, triages records QuickBooks rejected, and keeps a month-end checklist.

Before you start#

• Open it from AI Team (the AI Team link next to Approvals) and click Open on Bea's card, or click Your Bookkeeper agent at the top of a Accounting page.

• Owners and admins change autonomy and guardrails. People who can approve AI proposals (owners, admins, dispatchers, accounting) can use Do it, Dismiss and Undo.

• Invoice review, collections drafts and reading forwarded bills need an AI connection. Without one, Bea's card says they're paused; the checklist and QuickBooks triage keep working.

• Bea's autonomy sets those agents' modes in Settings › AI: Off → Off, Suggest and With approval → Suggest (they wait in Approvals), On its own → Auto-apply low-risk.

Steps#

What Bea does on each run#

1. Daily: reviews recently finished jobs' invoices against the notes, and drafts reminders for invoices more than 3 days overdue. These go to Approvals (reminders always need a person).

2. QuickBooks: when records failed to post, Bea notes how many and the most common reasons, with a link to Settings › Accounting.

3. In the last 5 days of the month (or on Run now), Bea writes the Month-end checklist: draft invoices not sent, completed jobs without a sent invoice, overdue invoices, open supplier bills, QuickBooks rejections. Checked boxes are done.

Set how far Bea may go#

1. On Bea's page, under Autonomy, click a level: Off, Suggest, With approval, On its own.

2. Under Guardrails, set the limits and click Save guardrails.

3. Click Run now to run it immediately instead of waiting for its schedule.

Review what it did#

1. In Activity, each entry says what, why, and the outcome (Suggested, Waiting for approval, Done, Undone).

2. Click Do it on a suggestion to do it with your permissions, or Dismiss.

3. Click Undo within 24 hours to reverse a reversible action.

Settings that change this#

• AI Team › (agent) › Autonomy: Off, Suggest, With approval, On its own.

• AI Team › (agent) › Guardrails: money limit per action, customer contact, quiet hours, actions per day, monthly AI budget.

Tips#

• Clear the checklist before closing the period in Accounting.

• Set a Monthly AI budget if you want to cap invoice-review spend.

Troubleshooting#

• "AI isn't connected" on the card. → No Anthropic key on the server, or AI turned off. → An admin connects AI; until then the rule-based parts keep working.

• Reminders don't send. → They always wait for approval, and texts need a texting connection.

FAQ#

Can Bea pay or approve a bill? No. Bill approval always waits for a person with bill approval rights.

Is everything Bea does recorded? Yes. Each action is in its activity log and in the audit trail, attributed to the agent (or to the person who approved it).

Coming from ServiceTitan#

ServiceTitan accounting staff check invoices, chase AR and match bills by hand across Accounting screens. Bea does the checking and drafting; people still approve.