Finance

Collect on time, pay with control, always see your cash

Cash in and out: sales invoices, payment requests, expenses and budgets by department.

Receivables, payables and payments on one shared ledger
Payment approval gate stops mistakes before money leaves
Instant aging, project profit and cash flow reports

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Executive overview: revenue, cash, receivables on XBuddy Office

22
capabilities: 13
advanced & AI features: 5
AI assistants on this data: Yes
on mobile

Sound familiar?

The problems this app removes

No clear view of which customers are overdue
Vendor payments skip approval and get paid twice
Project profit is only known after closing the books
Paying individual contractors is messy with income tax withholding

Capabilities

22 capabilities in Finance

Catalogued against screens that exist in the product, grouped by the work they do — not a flat marketing list.

Receivables

Invoices & credit notes
Issue invoices, reduce them with credit notes and track open balances.
Recurring invoices & retainersAdvanced
Automatically bill subscriptions and retainers on a schedule.
Automated dunningAdvanced
Send payment reminders by overdue stage with your own wording and schedule.
Billable timesheetsMobile
Approve billable hours and bring them onto customer invoices.

Payables & payments

Bills & expenses
Record vendor bills, import them by CSV and manage employee expenses.
Payments with allocation
Record receipts and payments and allocate them across several invoices at once.
Vendor payment runsAdvanced
Batch due bills into a payment run and process them together.
Individual contractors & PITAdvanced
Manage commitments, contracts, payouts and personal income tax withholding certificates.
Opening balances
Import opening receivable and payable balances when migrating from an old system.

Payment approval gate

Pending means no effectAdvanced
Pending payments post nothing and reduce no balances, so reports stay accurate.
Limits include pending requestsAdvanced
If two requests together exceed the open balance, the second is rejected immediately.
No self-approvalAdvanced
Requesters cannot approve their own payments; approval posts exactly what was submitted.
Employee payouts gatedAdvanced
Advances, settlements and expense reimbursements also go through payment approval.
Approval notificationsMobile
Approvers are notified of pending payments and requesters of the outcome.

Financial reports

AR & AP aging
See receivables and payables by aging bucket and by partner.
Project profit & lossAdvanced
Revenue, cost and balances per project, built from real documents.
Multi-dimensional marginsAdvanced
Margins by SKU, service, resource and individual sales order.
Realised FX gains & lossesAdvanced
Automatically calculate exchange differences when foreign-currency documents are paid.
Cash flow & GRNI
Track cash flow, goods received not invoiced and spend by vendor.

Settings & AI

Payment terms
Define payment terms shared by sales and purchasing.
AI finance assistantAI
AI watches overdue balances, suggests reminders and analyses cash flow.
Finance approval workflowsAdvanced
Design multi-level approvals for bills, expenses and payments.

Real screens

Inside Finance

On mobile

Work anywhere with XBuddy Office & XBuddy Work

In practice

When you reach for it

Shortening the cash cycle

Money sitting in overdue receivables is money you cannot use.

1.The ageing report sorts by risk, not alphabetically
2.The assistant drafts reminders by tier: gentle, formal, escalated
3.The owner approves each draft before it goes out

Chasing happens on a rhythm instead of when someone remembers.

Over-budget spend stopped at the right moment

Finding an overrun at close is finding it too late.

1.A spend request checks the remaining budget for that line
2.Over the threshold it takes one more approval level, with the figures attached
3.The commitment is recorded immediately, not at payment

The budget is a constraint with force, not a spreadsheet for reference.

Assistants on this app

5 assistants work on this data

Each assistant carries its own skills on this app’s data, inside the caller’s permission scope.

Invoice AR Assistant7 skills

Process-aware AR assistant that understands the invoice collection lifecycle, assesses payment risk, and proposes the right action at the right time.

Explore skills

Invoice CollectorMonitors overdue invoices and sends escalating payment reminders at configurable intervals (7, 14, 30 days). Reduces Days Sales Outstanding automatically.
AR Aging IntelligenceAnalyses accounts-receivable aging buckets, prioritises collection actions, and flags high-risk debtors to reduce DSO and improve cash recovery.
Dunning Effectiveness MonitorMonitors dunning run outcomes, identifies invoices resistant to collection policy, and suggests escalation paths for persistent overdue accounts.
Customer Concentration Risk MonitorMonitors revenue dependency on individual customers. Flags when a single customer exceeds 30% of revenue or the top 3 customers exceed 60%, reducing business continuity risk.
Credit NoteProcess-aware agent tracking credit note lifecycle, flagging drafts left unissued
Retainer Utilization AdvisorMonitors retainer contract balances, flags near-depletion and over-used retainers, and alerts on upcoming renewal dates to protect recurring revenue.
Recurring Billing Health MonitorDetects overdue recurring invoice generation, expiring subscriptions, and stale recurring templates to prevent revenue leakage.

Accounts Payable Assistant6 skills

Accounts payable assistant — optimizes payment timing, monitors AP aging and DPO, plans payment runs to capture early-payment discounts, prioritizes vendors and flags 3-way match exceptions.

Explore skills

3-Way Match Exception HandlerDetects PO/GRN/Invoice 3-way matching discrepancies including quantity variances, price overruns, and unresolved exceptions requiring finance team action.
AP Aging AnalyzerAnalyzes accounts-payable aging buckets, DPO and overdue exposure; flags at-risk buckets and top overdue vendors.
Payment Run SchedulerProposes an optimal weekly payment batch to capture early-payment discounts and avoid late fees.
Vendor Payment PrioritizerRanks vendors for payment by criticality, terms and overdue exposure.
Duplicate Bill DetectorFlags potential duplicate vendor bills (same vendor and amount within a short window) to prevent double payment.
Early Payment / Discount CaptureFlags bills due soon and proposes scheduling payment to capture early-payment discounts and avoid late penalties.

Expense Assistant3 skills

Process-aware agent tracking expense lifecycle and proposing timely approval or escalation actions.

Explore skills

Expense Anomaly DetectorDetects unusual expenses that deviate significantly from historical patterns. Flags potential errors or unauthorized spending for review.
Duplicate Expense DetectorFlags potential duplicate expense claims (same merchant and amount within a short window).
Expense Policy ComplianceFlags expenses that violate policy: missing receipt above the threshold, or over the per-claim limit.

Journal Entry Assistant19 skills

Process-aware agent tracking journal entry lifecycle, flagging drafts left unposted

Explore skills

Chart of Accounts AuditorAudits the chart of accounts for duplicate codes, broken parents, missing balance side and account class
Journal EntryAI-powered journal entry assistant: describe a transaction in plain language and receive DR/CR account suggestions with confidence scores, using your company's chart of accounts and past journal history as context.
Journal Entry ValidatorAudits newly posted journal entries for debit/credit balance, missing mandatory dimensions, account rule violations (debit_only, require_cost_center), and unusual account combinations. Flags entries requiring accountant review before period close.
Accrual Recommendation AgentCompares current month expense accounts against prior year same period to identify missing accruals. Uses AI to suggest up to 3 accrual journal entries before month-end close.
Accounting Anomaly DetectionWeekly scan for journal entry anomalies: duplicate entries, wrong-side account balances, large round-number entries, after-hours postings, and statistical outliers vs 90-day average. AI explains root causes and risk levels.
Recurring Journal MonitorMonitors recurring journal templates daily for overdue entries, failed runs, and auto-post entries stuck in draft. Alerts accountants before issues accumulate at period close.
Prepaid Amortization AgentDetects prepaid expense periods due for amortization each month and proposes posting them in one click. Amounts come from the stored schedule, not an AI estimate — an accountant approves before anything reaches the ledger.
Period Close Status AgentMonitors all period-close checklist items: pending reconciliations, unposted transactions, overdue recurring journals, VAT filing status, bank reconciliation, and KPI calculation progress. Provides a real-time 7-point close dashboard.
Financial CloseEvaluates month-end close readiness by checking for pending journal entries, unreconciled transactions, and open items. Provides a close checklist with priority blockers.
TT99/2025 Compliance CheckerChecks compliance with Vietnam's TT99/2025 accounting standard: verifies all 5 COSO components are assessed, flags stalled standard migrations (>30 days), and highlights high-risk internal control findings.
VAT FilingTracks VAT filing deadlines (due in 15 days or overdue), flags tax accounts with unrecorded balances exceeding threshold, and suggests filing actions. Runs on the 1st, 10th, and 20th of each month.
FX Revaluation AgentAt period-end (days 28–31), identifies foreign currency account balances (USD, EUR, etc.) and suggests revaluation journal entries per TT99/2025 Điều 4 khoản 2. Calculates estimated FX gain/loss using the last posted exchange rate and flags accounts needing official closing rate update from NHNN.
COGS Variance AnalyzerAnalyzes COGS variance between standard cost and actual inventory credits at period-end. Flags accounts with significant discrepancies (>1M VND) and uses AI to suggest specific cost adjustment journal entries (TT99: TK 6xx vs TK 15x/16x reconciliation). Runs on days 25–28 of each month.
Tax Compliance AuditorAnalyzes transactions and tax configurations to identify compliance risks, missing tax applications, and regulatory exposure. Scores overall compliance posture.
Intercompany ReconciliationAutomatically reconciles intercompany invoices and purchase bills, flags unmatched transactions, and suggests elimination journal entries for consolidated reporting.
Cost Center Variance AnalystMonitors budget vs actual spending for each cost center, flags overruns with variance percentages, and identifies departments exceeding budget thresholds.
Bank ReconciliationDaily scan of bank transactions to identify entries that have not been matched to invoices or bills. Uses AI to suggest the most likely match and flag transactions that require manual review.
Payment Reconciliation AgentMatches AR invoices and AP bills with payments on the 1st and 15th of each month. Flags overdue items beyond 30 days, highlights critical items over 90 days, and recommends follow-up or write-off actions. No AI calls — pure rule-based matching.
Financial KPI Alert AgentMonitors key financial ratios (current ratio, debt-to-equity, gross margin) against configurable thresholds. Uses AI to explain root causes and recommend corrective actions when KPIs fall outside safe ranges.

FP&A Analyst5 skills

Forecasts cash flow, analyzes revenue trends, and monitors budget variance and cross-domain anomalies.

Explore skills

Bill Payment AssistantProposes bill approvals and concrete payment runs for bills due soon — every write is confirmed by you before it executes
Revenue Trend AnalyzerAnalyzes monthly revenue trends over the last 6 months, detects significant growth or decline (>15% MoM), surfaces seasonality patterns, and recommends corrective actions.
Budget ForecastingForecasts month-end spending based on actual trends, identifies departments at risk of budget overrun, and recommends reallocation opportunities.
Budget Variance AlertCompares actual departmental spending against approved budget lines every week. Forecasts month-end overspend and alerts the finance team before budgets are breached.
Cross-Domain Anomaly CorrelatorSynthesizes anomaly signals from multiple domains (finance, HR, operations, sales) to detect systemic patterns and root causes that single-domain agents may miss.

Solutions

Finance in end-to-end solutions

IT services & consultingSell billable hours without leaking billable hours Field service & maintenanceDispatch technicians, account for every bolt Distribution & tradingRight goods out, cash in on time SME CEORun the whole company in five minutes a morning Chief accountantClose faster, stop re-keying documents Project managerOn time, on budget, properly staffed Order to cashFrom quote to cash, no broken links Procure to payBuy right, receive in full, pay the right party Request to paymentAdvances and reimbursements in one tidy flow

FAQ

Frequently asked

Is the payment approval gate mandatory?

No, it is off by default. When enabled, every payment needs approval before posting.

Do pending payments distort reports?

No. Pending payments post nothing and reduce no balances until approved.

Is income tax withholding for contractors supported?

Yes. Commitments, payouts and withholding certificates are all handled.

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