Administrative process automation
Automating administrative processes starts by connecting the right systems and data sources. Flicc Finance investigates where duplicate entry occurs, which controls need to remain and how exceptions can be managed.
The goal is not to automate every process blindly. We look for a workable combination of fixed workflows, dependable data transfer and human review wherever substantive judgement remains necessary.
Example integrations
Active connectionIllustrative data-flow examples: Shopify to Informer, Shopify to Excel, Exact to Google Sheets, Shopify to Exact, Mollie to Informer, Stripe to Twinfield, bol.com to SnelStart.
The service
The exact approach depends on your systems, available APIs and the agreed scope. Analysis comes before the technical solution.
Practical applications
A good workflow does more than define the automated route. It also sets out which input is used, where the data goes and how exceptions are reviewed.
Order lines, amounts, VAT, discounts, returns and shipping information can be translated into the accounting system according to agreed rules.
Payout lines from a payment provider can be linked to revenue, refunds, fees and the amount received in the bank.
Documents can be routed from a fixed source to an agreed administrative step or reviewer.
Available payment and bank data can be used to match transactions with the accounting records according to fixed criteria.
Data from agreed sources can be brought together periodically for a reporting or dashboard layer.
A workflow can show which step is complete, where approval is required and which exception still needs follow-up.
Technical route
The best route is the simplest solution that supports the required data, logic and controls. The availability and quality of external APIs may limit the options.
An existing integration is often suitable when the available fields, accounting logic and exceptions match your process.
When a standard integration is close to fitting, settings or additional processing rules may be required. We first assess what is technically available.
If no suitable integration exists or the process is unusual, custom development can be investigated. This depends on the availability and quality of third-party APIs and is not automatically the best option.
Exceptions and manual controls remain necessary even with automation. If the question calls for a standalone application rather than a process integration, read more about custom software.
General example
The route below illustrates how data can be brought together in one workflow without losing sight of exceptions.
The online store provides the agreed order, VAT, discount, shipping and return data.
The payment provider combines transactions, fees and refunds into a net payout.
The integration translates available data according to the agreed accounting and reconciliation rules.
Missing, duplicate or unusual transactions are not ignored but kept separate for follow-up.
This is a general example, not a description of a specific client case. The actual setup depends on the systems used, available data and API options.
Approach
We first document the required processing and controls. Only then is an existing integration configured or a custom solution developed.
We map the data sources, manual steps, responsibilities, bottlenecks and desired outcomes.
We describe which data goes where, which controls need to remain and what should happen when an exception occurs.
After approval, we set up the chosen solution within the agreed scope, dependencies and access options.
We test representative transactions and error scenarios and document the operation, exceptions and responsibilities.
Control
Technology alone does not make a process manageable. We therefore define access, controls, error handling and responsibilities within the agreed engagement.
We agree which accounts, permissions and data are needed and who remains the owner and administrator of each system.
Where systems support them, their own authorisation methods or tokens can form part of the design. Available options differ by provider.
We determine which checks are needed to make missing, duplicate or unusual processing visible.
We define in advance what happens during an outage, which notification is available and who is responsible for review and recovery.
Scope
This page covers the design of workflows and data integrations. We offer separate services for substantive processing, review and financial steering.
For the accounting treatment of sales channels, payment providers, returns and payouts.
E-commerce bookkeepingFor outsourcing day-to-day processing, reconciliations, closings and agreed tax returns.
Outsource your complete bookkeepingFor interpreting figures, management reports, forecasts and financial decision-making.
Reporting and financial steeringFor analysing and technically configuring the data flow between the systems that support these services.
Frequently asked questions
Recurring processes with clear inputs, rules and outcomes are usually the best candidates to investigate. Examples include online store orders, payouts and fees, document flows, bank reconciliation, reporting feeds and approval workflows. Exceptions and substantive checks remain part of the design.
This can be investigated when the systems involved make data available and the desired processing is technically and administratively feasible. We first map the data sources, fields, accounting rules and exceptions before proposing a suitable solution.
We prefer a suitable existing integration when it supports the required data and logic. Configuration or a custom API integration becomes relevant when the standard route does not fit. The choice also depends on the third-party APIs available.
During the design phase, we agree how an outage can be identified, which data can be processed again and who handles the follow-up. The exact options depend on the systems involved. Ongoing monitoring and maintenance arrangements are agreed separately.
Yes. Automation primarily reduces repetitive work, but substantive reviews and exceptions do not disappear automatically. We determine which checks can be automated and where human approval or investigation remains necessary.
We usually need an overview of the current process steps, systems involved, sample transactions, desired outcomes and relevant access rights. The exact accounts or data required are determined after the inventory and within the agreed scope.
Discuss your process
We discuss your current way of working, the systems involved and the exceptions that need to remain manageable. This helps clarify which automation route may fit.
