Your company brain.
Built with you, owned by you.

use cases

Cash collection, billed on the day and chased in context.

The money you are owed, on one current record from quote to payment - finished work billed the day it is done, disputes traced to their cause, and chasing set by the whole relationship rather than the ledger alone.

“Profitable on paper, tight every quarter. We do the work, then chase the money for ninety days.”

§ 01 Is this you?

Is this you?

  • Work finishes in the middle of the month and is not billed until the end of it.
  • We chase invoices without knowing that the customer is waiting on a fix from us.
  • The profit is there on paper, and the bank balance is tight every quarter anyway.
  • A discount below our pricing floor was agreed in an email, and we found out when the margin had already gone.
  • A customer's payments slip a little later each month, and nobody joins it up until it is a write-off.

If two or more of these sound familiar, this is the use case to start with.

§ 02 Before and after

Before and after

today with a company brain
Work is finished It waits for the month-end billing run, and the invoice goes out weeks after the work. The draft bill is ready the day the milestone completes, held for a person to sign.
An invoice goes overdue The chase goes out on a timetable, whatever is happening on the account. The chase is checked against the whole account first. If a complaint is open, the fault goes to its owner and the chase waits.
A quote is discounted A discount below the pricing floor is agreed in an inbox and found at the margin review. It is held for approval before it goes, while the margin can still be protected.
A customer starts paying later Each late payment is chased on its own, and the pattern shows up as a write-off. The drift is noticed across the account, and the credit-terms conversation happens before the write-off.
§ 03 What you would see

Illustrative: the shape of what you would receive, not a client's record.

What you would see

draft bill

Finished and unbilled: phase two, signed off on Tuesday

what changed
The customer signed off the second phase of the work on Tuesday.
billing terms
The contract bills each phase on sign-off, at the agreed phase fee.
what it holds
The bill, the sign-off and the time recorded against the phase.
how sure
Sure the phase is complete. One expense line still needs a receipt.
sources
The contract, the sign-off email and the project record, each linked.

draft drafted the same day, held for the finance director's signature

collection hold

Invoice past sixty days: chase held while a service fault is open

what it saw
An invoice past sixty days, and a complaint on the same account that stalled three weeks ago.
why it matters
The customer is not a late payer. They are waiting on a fix from you, and a firmer letter would cost the relationship.
recommends
Hold the chase, and route the fault to the head of service to resolve first.
how sure
Sure of the link: the complaint names the work on the invoice.
sources
The ledger, the complaint thread and the service ticket, each linked.

recommend chase held, fault routed to its owner

quote approval

Quote with a discount below the pricing floor

what it saw
A quote about to go out with a deeper discount than the agreed floor allows.
who can approve
The sales director. No approval is on the record.
recommends
Hold the quote until it is approved, or reprice it within the floor.
also noticed
The same customer has paid later each quarter this year. The credit terms are worth a conversation before the next order.
how sure
Sure of the floor and the missing approval.

recommend held for the sales director's approval

Every output says what it saw, why it matters, what it recommends and how sure it is, and links each fact to its source.

§ 04 How it works

How it works

  1. 01 it notices Signed-off milestones, ageing invoices, payments, disputes and quotes, in the systems where they already appear.
  2. 02 it connects Each invoice to its quote, its contract, the work behind it and the whole customer account, complaints included.
  3. 03 it judges Whether finished work is unbilled, whether a late payment is really a dispute, and whether a quote holds its margin.
  4. 04 it checks Every action against your rules: billing authority, pricing floors, and what must be signed before a customer sees it.
  5. 05 it acts Within the permission you have granted: it notes, recommends, drafts bills and holds chases, or acts where you allow it.

It reads from your billing, accounting and project or matter systems, and from the email threads where terms are agreed and disputes begin. It does not replace them, and nothing is migrated.

§ 05 What it runs on

The parts of a company brain cash collection relies on, in the framework's own terms.

What it runs on

01The record
Every quote, contract, milestone, invoice, payment and dispute, joined to the customer account.
02Finding the answer
Each question answered with its sources, or a plain "I can't answer that well".
03The company manual
Your billing terms, pricing floors and who may approve a discount, written down and owned.
04The way in for AI tools
How your people ask it from the AI assistant they already use, on the same permissions as everyone else.
05Connectors
Your billing, accounting and project systems, and the inboxes where terms are agreed.
06Who may see and do what
Who may see prices, balances and disputes, checked before every answer.
07Agents and actions
Drafting a bill or holding a chase, only through actions agreed in advance, each with a named owner.
08Where people use it
Where the finance team signs a bill, releases a chase or approves a quote.
09Testing it on your own questions
Tested against your own past invoices before it is trusted with live ones.
the company brain keeping it trustworthy, under all of it your systems documents email, calendar business systems your ai tools your people namedsources checked,then kept checkedfirst read in your terms a question,and its answer approvals acting, througha second door 05 connectors 01 the record 06 who may see and do what 02 finding the answer 03 the company manual 04 the way in for ai tools 08 where people use it 07 agents and actions 09 testing on your questions 10 keeping it running 11 keeping every brain current 12 before anythingis built
The twelve parts of a company brain, with the ones cash collection runs on drawn in red. Read left to right: what comes in, what it knows, and who and what uses it.

what this shows about a company brain

It works through the AI tools you already use

Your people reach it from the assistant they already have, on the same permissions. They might ask:

“Which of our overdue invoices have an open complaint on the same account?”

It compounds

It shares the customer and contract record with customer retention and project margins, so a late payment, a service fault and a scope change are seen as one story, not three.

It is yours

The record, the rules and the permissions it builds belong to you, not to a vendor: handed over to your team or run for you. The same company brain runs every use case you add.

§ 06 You stay in control

You stay in control

  1. observeIt reads silently and measures its own accuracy against what really happened.
  2. recommendIt puts the case and a proposed action to a named owner.
  3. draftIt prepares the action, and holds it for a person to sign.
  4. actIt acts within the bounds you set, and logs everything it does.

Each permission is granted or withheld, taken back as easily as it was given, and expires unless someone renews it. Everything starts at observe, and a permission is granted on the measured record, never on a promise. Every action is checked against your rules before anything goes out.

Anything a customer receives, whether a chase, a bill or a correction, waits for a named person's signature for as long as your policy says it should.

§ 07 Where it starts

Where it starts

first scope
One part of the ledger: one office, one practice group or one ageing band, where collection costs you most.
how it proves itself
It runs at observe against your own past invoices first, showing what your records knew about the ones that went bad, and when, before it is allowed to do anything.
what it connects to
The billing, accounting and project or matter systems you already run, and the inboxes where terms are agreed. Connectors are built for you, as part of the work. How it connects.
what you own
You own the result: the record of what is owed, the rules, the permissions and the way it runs, handed over to your team or run for you.
§ 08 Questions

Questions

Does it replace our accounting or billing system?
No. It reads from them, and from the email threads and service records they cannot see. Your ledger stays where it is; the company brain connects each invoice to the work and the relationship behind it.
We already have a credit controller. What does this add?
The context the ledger does not hold: the complaint behind a late payment, the milestone that finished last week, the discount agreed in an email. Your credit controller chases with the whole picture, and knows which invoices will not be paid until something else is fixed.
Who can see what?
Only what each person is allowed to see. Customer accounts, prices and disputes are visible to the roles you choose, permissions are checked before every answer, and every question is recorded.
Will it chase customers by itself?
Not unless you allow it. It starts by recommending and drafting, and every chase, bill or correction waits for a named person to sign it, for as long as your policy says.
Is this available today?
Not as something you can switch on. The pattern is worked out, and the build is specified with you and made for your own company brain. The question audit comes first and shows what it would and would not do for you before anything is built.
§ 09 Start

Start

try this on your own record

Take three past invoices: one that paid late for a reason you never learned, one dispute that turned out to be your own service fault, and one write-off that surprised you. What did your own records know, and when did you find out?

Questions like this are what the question audit answers: about two hundred real questions from your business, each answered in writing, so you know what cash collection on a company brain would and would not do for you before anything is built. It is a small fixed fee, credited against the build or the service if you go ahead.

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