Bank feedMatchExceptions
Bank reconciliation
in
Match bank lines to transactions using agreed rules, post what is certain and hand your team an evidence-backed list of exceptions.
Supported today
01
How the estimate is calculated
You tell us weekly hours on bookkeeping, payroll, document chasing and admin. We apply the rules-based share of each workflow to give an indicative monthly figure.
02
What happens next
If it is material (50+ hours/month), we validate the inputs with you, pick one workflow and agree how recovery will be measured.
03
If it is smaller than expected
Under 50 hours/month, or without Xero and BrightPay, we say it isn’t a fit yet and send a practice efficiency checklist instead. No deployment is pushed.
The capacity problem
Your practice doesn’t need another dashboard.
It needs the work to get done.
When systems don’t connect cleanly, your people become the integration layer: moving information, checking records, chasing clients and following up on work that should already be progressing.
01 / Processing
Repetitive work piles up
Bookkeeping, reconciliation and payroll compete with review, client service and advisory work.
02 / Follow-through
Someone has to keep chasing
Missing documents, unresolved exceptions and stalled handoffs consume your team’s time.
03 / Capacity
Growth means more pressure
Workload rises. Before adding people, understand what your existing workflows could release.
Three core workflows
We start with the work
every practice repeats.
No software switching, no rebuild. Once these are stable, Haibot can extend to VAT readiness, accounts payable and receivable, and wider practice operations — that is the expansion, not the starting point.
InputsValidateRun
Payroll processing
in
Collect and validate payroll inputs, prepare the run and flag anything unusual for review before submission.
Supported today
ExpectedChaseTrack
Missing documents
in
Spot outstanding receipts and invoices, send controlled client reminders and track what has arrived.
Supported today
Demonstration scenarios · not customer results
Capacity recovered, put to better use.
These are demonstration scenarios built from typical practice workloads.
Baseline
Time on the workflow is measured before deployment.
Measured
Work completed, exceptions and human touches are logged by Haibot.
Verified
Hours recovered are compared to the baseline and agreed with the practice.
Reconciliation example
~8-staff general practice, Ireland — SME client mix
Bank reconciliation (Xero)
- Before
- 15–20 hours/month manually reconciling bank feeds across 147 client Xero accounts — repetitive matching and exception chasing.
- After (modelled)
- ~24 hours/month recovered within the first full month of live operation.
- Result
- Capacity reassigned to onboarding 2 new clients, clearing a VAT backlog and cutting month-end close by 2 days.
Payroll example
3-partner practice, Ireland — payroll bureau for ~40 companies
Payroll processing (BrightPay)
- Before
- 10 hours/week across two staff during payroll weeks, with error-checking as the main bottleneck.
- After (modelled)
- ~30 hours/month recovered.
- Result
- Capacity used to take on additional payroll clients without additional headcount.
VAT example
12-staff practice, UK — VAT-heavy retail and hospitality base
VAT preparation
- Before
- 700+ hours/year on VAT preparation, concentrated around quarterly deadlines and creating recurring overtime pressure.
- After (modelled)
- ~45 hours/month recovered on average, rising during VAT quarters.
- Result
- Quarter-end overtime reduced; time redirected to advisory work and client onboarding.
Document processing example
15-staff practice, Ireland — broad SME client base
Document processing (Dext → Xero)
- Before
- 25 hours/month coding and publishing receipts and invoices from Dext into Xero — high-volume, low-complexity work.
- After (modelled)
- ~20 hours/month recovered, with exceptions routed to the team.
- Result
- Bookkeeping staff moved from data entry to client check-ins and management accounts prep.
The economics, transparently
Estimated capacity is not recovered capacity.
75
60%
- Estimated (from assessment)
- 75 hrs/month
- Likely recovered (measured after go-live)
- ~45 hrs/month
Assumptions behind the estimate
- · Hours come from your own answers about time spent per workflow each week.
- · Each workflow has a typical rules-based share (e.g. 50–70%); exceptions stay with your team.
- · Realisation varies with data quality, client behaviour and review time.
- · Recovered hours are time released, not cash. Savings or new revenue only follow if you redeploy that time — fewer overtime hours, a delayed hire or more clients.
Calculate My Recoverable CapacityThe assessment uses your workflows, not an average.
Measure first. Deploy second.
A practical route from workload pressure to recovered capacity.
Start with one real workflow. Set clear boundaries, verify the outcome and expand when the evidence supports it.
- 01
We measure your recoverable capacity
A 2-minute assessment models where time is being lost across bookkeeping, payroll, document handling and client chasing.
- 02
We only proceed if the value is there
The 90-Day Capacity Recovery Guarantee applies where we can identify 50+ hours/month of recoverable capacity.
- 03
We deploy one real workflow
Connected into your existing stack — Xero / QuickBooks + Dext / Hubdoc + BrightPay + PMS. No migration. No rebuild. No sandbox.
- 04
You see the work being done
Every action an Digital Worker performs is visible, logged and reviewable inside your own workflows.
- 05
We measure the hours recovered
Recovered capacity is reported back to you in hours — not in features shipped.
- 06
You expand across the practice
Once the first workflow stabilises, we layer additional Digital Workers across the firm.
Workforce control
Hours of capacity recovered
94 hrs / month
Illustrative interface — not live customer data
Reconciliation Worker
Matching records · checking exceptions
Finance Readiness Worker
Checking outstanding work
Missing Information Worker
Tracking client items
Built for control
Automation without visibility creates risk.
Every action performed by a Haibot worker is logged, traceable, auditable and reviewable. Your team remains responsible for oversight while Haibot handles execution.
Approval workflows
Configurable checkpoints before anything is published.
Exception management
Items requiring judgement are routed to your team.
Activity monitoring
Live visibility into what each worker is doing.
Performance reporting
Volumes, accuracy and cycle time, by worker.
Complete audit history
Every action recorded with timestamps, inputs and outputs.
Role-based access
Permissions aligned to your practice structure.
The 90-Day Capacity Recovery Guarantee
We'll show you how much capacity your practice could recover.
The guarantee only proceeds where we can identify 50+ hours/month of recoverable capacity.
Don't take our word for the value. We measure the opportunity in your practice first — and if the number isn't there, we tell you.
Show me my number
2-minute assessment · No commitment · No sales call required to see your number
Plans
A fraction of the cost of another hire.
Core
Haibot does the work.
£250/month
6,000 HWUs/month
Choose up to 2 operational areas
Practice
Haibot manages the work.
£450/month
18,000 HWUs/month
Choose up to 4 operational areas
Workforce
Haibot orchestrates the work.
£750/month
42,000 HWUs/month
Choose 5+ operational areas
The 30-Day Confidence Trial
Don't buy software based on a demo.
Put Haibot to work on a real process in your practice. For 30 days you evaluate actual work being completed inside your own Xero and BrightPay workflows — not another software demonstration.
Because confidence comes from seeing the work get done.
- 1. Calculate your recoverable capacity
- 2. Validate the estimate together
- 3. Then start the 30-day trial on one workflow
Questions, answered
Start with the work.
Not the hype.
Understand what Haibot does, where it fits and how an initial deployment is assessed.
No. Haibot is designed to work across supported systems already used by your practice. The exact workflow and integration route are confirmed before deployment.
Start here
How much capacity could your practice recover?
We'll analyse your workflows and show you where Digital Workers could give your team time back.
2 minutes · No commitment · No sales call required to see your number