LedgerContract-aware billing agent A week to an afternoon
Closing the month used to take a week of rebuilding spreadsheets, and now it takes an afternoon.
The ask
Grupo Raízes serves meals across commerces, industries and schools, and bills each client on a contract built for that client alone. Every contract has its own rules, so the real meaning of the numbers lived in a separate spreadsheet for each client and in the billing team's heads. Closing the month meant rebuilding each client's calculation by hand and chasing every branch for its data.
“When I was here before, this was already a pain. But back then the company had 80 restaurants, and now it has 190. It doesn't scale anymore.”
No two contracts count the same way.
The custom contract
The operations system holds what was served; the contract says what each of those things is worth, under terms negotiated client by client. The two were reconciled in a hand-built spreadsheet per client, because the system could not hold that many exceptions.
What a column means
A billing analyst knew that a column called CTE meant one client's constant, and why. That meaning lived nowhere the computer could read it, so no system could ever compare the right numbers.
“Imagine getting an invoice two months late. You no longer remember spending that money, and then it turns into confusion.”
The agent reads the contract and learns what it means.
It reads the terms
An agent reads each contract and pulls out every variable the client negotiated, one row per client, and files it where the billing runs. The team writes the contract; the agent turns it into the rules.
It asks when it does not know
When a term is new, a short investigator asks the team two questions, what this variable is and why it is there, and keeps the answer as the column's meaning. It asks less every month, because it remembers.
It stops comparing bread with sugar, because it finally knows which is which.
The month closes itself, and a person signs.
The reconciliation
When the month's numbers arrive, the agent matches them against each client's own terms, builds the invoice, and the team reviews it. Where the system needs a human to click through the tax screens, an agent does that too.
“A model I can customize for the client is a competitive edge. I stop saying I can't. I can, I'll charge you more, and I can bring it to you easily.”
The panel
A single panel shows which branches have finished entering their data, so the team stops knocking on each one to ask if the month is ready.
“On the 16th the team goes into the branch: have they entered the services from the 1st to the 15th? No. Back in a while. On the 17th, they go and check again.”
To build every client's invoice from a contract no system could read before.
Closing the month stops being a week of rebuilding spreadsheets and chasing branches. Every custom contract is read and understood, the invoice is built against the real numbers, and the team reviews instead of reconstructs.
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