Accounts payable
Supplier invoices captured, matched to purchase orders, approved and posted to the accounting package.
At Infynix, we craft growth engines that inspire and endure.
We connect your software tools with automated APIs so your team spends zero time copying data by hand. Staff wasting hours moving data between separate software applications. Automating repetitive data transfers eliminates human error and speeds up work.
OUR CAPABILITIES IN
Business Automation Solutions
01
The Challenge
02
Our Insight
03
The Solution
04
The Outcome
05
Scale & Optimize
How We Work
01
Measure
We audit your current systems, marketing, and funnels.
02
Design
We architect a custom strategy bridging your exact gaps.
03
Build
We deploy the tech, content, and pipelines required.
04
Launch
We seamlessly roll out the solution with zero downtime.
05
Re-Measure
We track every metric to ensure it meets our strict KPIs.
06
Scale
We optimize the winning channels to compound your returns.
Business automation for UK companies whose people spend their days moving information between systems: keying supplier invoices into Xero, chasing approvals over email, copying enquiries into the CRM, reconciling Stripe and GoCardless payouts, assembling the same report every Monday and checking the same compliance boxes for every new client. We map those processes, automate the repeatable parts and route only the exceptions to a person, from our office in Dagenham for clients across the country.
The tools are chosen for the business rather than the other way round. Many UK companies live in Microsoft 365, so Power Automate, SharePoint and Teams are often the right place for an approval or a document flow. Accounting runs in Xero, Sage or QuickBooks, direct debits in GoCardless, signatures in DocuSign or Adobe Sign, and identity checks and company lookups through Companies House and regulated verification providers. Where no tool fits, we write the code.
The rules are part of the design. Personal data moves under UK GDPR with a documented basis and retention, marketing automation respects PECR, anti-money laundering checks for solicitors, accountants and estate agents follow their supervisors’ requirements, and HMRC submissions go through compatible software. Every automation logs what it did, so an auditor, a regulator or the finance director can see the trail.
Accountancy and law firms, estate and lettings agents, distributors and manufacturers, e-commerce brands, care providers, recruitment agencies, property managers and any business with more than one person doing manual data entry as a job.
What we automate
Payment reconciliation
Stripe, GoCardless, PayPal, Amazon and bank feeds matched to invoices automatically, mismatches flagged.
Client onboarding and KYC
Engagement letters, identity and AML checks, Companies House lookups and CRM records without re-keying.
Approvals and documents
Purchase, leave, expense and contract approvals routed in Teams or email with e-signature.
Lead and enquiry handling
Forms, calls, portals and inboxes captured, deduplicated, routed and answered inside minutes.
Reporting
Weekly and monthly packs assembled from live systems and sent before anyone asks.
Compliance workflows
Renewals, certificates, right-to-work checks and audit trails tracked and chased automatically.
Custom integrations
Code where no connector exists, with monitoring and retries so silent failures cannot happen.
Common automations
| Process | Before | After |
|---|---|---|
| Supplier invoices | Keyed by hand, approved by email | Captured, matched, approved in Teams, posted to Xero or Sage |
| Payout reconciliation | Monthly spreadsheet exercise | Matched daily, only mismatches reviewed |
| New client onboarding | Forms, emails and ID copies in a folder | Portal, checks, engagement letter, CRM record, all logged |
| Enquiry response | Whoever sees the inbox first | Routed by rule, acknowledged instantly, tracked in CRM |
| Monday report | Built from five exports | Generated from live data and sent automatically |
| Renewals and certificates | Remembered, sometimes | Chased on schedule with evidence stored |
Who it is for
Accountancy and law firms
Onboarding, AML checks, engagement letters and matter or job setup without the admin backlog.
Estate and lettings agents
Applicant handling, referencing, compliance certificates and landlord statements.
Distributors and manufacturers
Purchase-to-pay, order confirmations and despatch notifications.
E-commerce brands
Payout reconciliation, returns handling and marketplace fee tracking.
Care and recruitment
Right-to-work checks, training renewals, timesheets and compliance evidence.
Property managers
Service charge collection, contractor instructions and certificate tracking.
Ways of working
Process audit
Two to three weeks mapping where the hours go, with a prioritised plan.
Automation programme
The plan delivered as a sequence of live workflows, highest value first.
Single workflow
One painful process automated end to end as a fixed project.
Managed automation
Monitoring, maintenance and improvement of everything in production.
Accounts payable that posts itself
A supplier invoice arrives by email, someone downloads it, keys it into the accounting package, forwards it for approval, waits, chases, and files the PDF somewhere. Multiply by a few hundred a month and it is a job. It is also where duplicate payments, missed early-payment discounts and VAT errors creep in.
We capture invoices from the inbox or a supplier portal, extract the fields, match them to purchase orders and goods receipts where they exist, route approval to the right person in Teams or email with one click, post the approved invoice to Xero, Sage or QuickBooks with the correct VAT code and nominal, and store the document against it. Exceptions, and only exceptions, reach a person.
Captured automatically
Inbox, portal or scan, fields extracted and checked.
Matched
Purchase order and goods receipt matched before approval.
One-click approval
Routed by rule, approved in Teams or email.
Posted correctly
VAT, nominal and supplier right in the ledger, document attached.
Onboarding a client without the paperwork
Regulated firms onboard slowly. Identity documents, address checks, source of funds, Companies House lookups for corporate clients, engagement letters, conflict checks and CRM setup can take a week of email tennis before any work starts. Clients notice, and the firm carries AML risk if a step is skipped.
We build an onboarding flow: a portal where the client provides details and documents, automated identity and AML checks through the firm’s chosen regulated provider, a Companies House lookup that fills in directors and ownership, an engagement letter generated and signed electronically, and the matter or job created in the practice system with everything logged for the supervisor.
Client portal
Details and documents collected once, securely.
Checks automated
Identity, AML and Companies House through regulated providers.
Letters signed
Engagement terms generated and e-signed.
Fully logged
An audit trail your supervisor can inspect.
Automation inside Microsoft 365
A great many UK businesses already pay for Microsoft 365, and much of what they need automating lives in Outlook, Teams, SharePoint and Excel. Building a separate tool for an approval flow that could run in Teams, or for a document process that belongs in SharePoint, adds cost and another login.
Where the business runs on Microsoft, we build in Power Automate, Power Apps and SharePoint, connect them to the accounting package and the CRM, and add code only where the platform cannot do the job. The result is automation the IT team can see and support, inside the tools staff already have open.
Native to Microsoft 365
Power Automate, Power Apps, SharePoint and Teams.
Connected
Accounting, CRM and line-of-business systems linked in.
Supportable
Visible to your IT team and documented.
Code where needed
Custom services only where the platform runs out.
Automations that report when they fail
An automation that fails silently is worse than the manual process it replaced, because nobody is watching. A connector changes, a supplier alters an invoice layout, an API key expires, and for three weeks nothing posts and nobody notices until the month-end numbers are wrong.
Every workflow we put into production is monitored, retries safely, alerts a named person when something needs attention, and keeps a log of every run. Managed automation covers keeping it all working as the connected systems change.
Monitored
Every run tracked, failures alerted to a person.
Safe retries
Transient errors retried without duplicating anything.
Run logs
What happened, when, with what data.
Kept current
Connectors and credentials maintained under managed automation.
Business Automation Solutions in our other markets
Infynix Solutions is registered separately in India, the United Kingdom and the United Arab Emirates. This page covers United Kingdom. The same service, written for the other markets:
Business Automation Solutions questions
What tools can you connect?
We connect HubSpot, Salesforce, Stripe, WhatsApp, custom databases, and popular business tools.
Which processes should we automate first?
The process audit measures where the hours and the errors are. Accounts payable, payment reconciliation, client onboarding and enquiry handling are usually first because they combine volume, cost and risk.
Do you work with Microsoft 365 and Power Automate?
Yes. Where a business runs on Microsoft, we build in Power Automate, Power Apps, SharePoint and Teams and connect them to accounting and CRM, adding code only where the platform cannot do the job.
Can you automate AML and identity checks for a regulated firm?
Yes. Checks run through your chosen regulated verification provider, Companies House lookups fill in corporate details, engagement letters are generated and signed, and everything is logged for your supervisor.
Does it post to Xero, Sage or QuickBooks?
Yes. Invoices, bills, payments and journals post through the accounting package’s API with the right VAT codes and nominals, and reconciliation runs against bank feeds and payment providers.
How do you handle UK GDPR in automations?
Each flow is designed with the lawful basis, minimisation and retention written down, personal data stays in UK regions, and marketing automations respect PECR consent.
How quickly can the first automation be live?
A process audit takes two to three weeks, and a single workflow such as accounts payable or onboarding is typically live two to four weeks after that.
What if a connected system changes?
Every workflow is monitored, alerts a named person on failure and is maintained under managed automation, so changes to connectors, layouts or credentials are handled before they cause a backlog.
Can our team build on what you set up?
Yes. Flows are documented, built in tools your team can see, and we train the people who will own them.
Can you automate direct debit collection through GoCardless?
Yes. Mandates set up from the CRM or portal, payments scheduled from invoices, failures retried and chased automatically, and every collection reconciled in the accounting package.
Can you automate right-to-work and compliance checks for staff?
Yes. Document collection, checks through your chosen provider, expiry tracking and renewal chasing are automated with evidence stored for inspection.
