FreeAgent provides small-business accounting context across supplier bills, out-of-pocket expenses, customer sales invoices, and bank transaction explanations. AI agents use FreeAgent to prepare and cross-check accounting transactions against external purchase orders, contractor timesheets, and receipt images. An agent identifies discrepancies, drafts ledger entries or reconciliation matches, and halts for owner or bookkeeper approval before creating bills, explaining bank entries, or recording invoice adjustments.
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Finance and compliance
Find out what is blocking payment and work it through.
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View templateFinance and compliance
Read the bill, code the lines, and resolve what does not match.
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View templateFinance and compliance
Make the expense evidence usable before the books close.
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View templateFinance and compliance
Match the contractor’s invoice to accepted work.
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View templateSmall-business operators, finance managers, and bookkeepers managing accounts in FreeAgent.
A subcontractor submits a £1,450 monthly invoice referencing 29 hours of engineering support at £50 per hour. The agent retrieves the associated project in FreeAgent and checks the invoice against the external statement of work, which authorized up to 25 hours (£1,250) for the billing period. Rather than creating a bill for the unverified total, the agent drafts a bill item for £1,250 under nominal category 285, flags the £200 (4-hour) variance against the contracted milestone cap, and requests project lead confirmation. The lead confirms the additional hours were authorized; upon this sign-off, the agent updates the draft bill to £1,450 with attached evidence and routes it to the bookkeeper for payment scheduling.
An agent can prepare reconciliation proposals by matching unexplained bank transactions against open bills or invoices, but bank transaction explanations modify the general ledger and should require bookkeeper sign-off before submission.
In FreeAgent, bills are supplier or contractor payables owed by the company to external contacts, whereas expenses represent out-of-pocket spending claimed by a specific company user for personal reimbursement.
Yes. FreeAgent allows base64-encoded file attachments (PDFs, PNGs, JPEGs) on expenses, bills, and bank transaction explanations, ensuring audit trails are attached directly to transaction records.
Invoice payment statuses in FreeAgent are driven by bank transaction explanations linked via paid_invoice references; an agent does not arbitrarily toggle payment status flags.