How BuildCo automated $100M+ in financial operations

TLDR: One connected invoice process. AI handles preparation and human handoffs; BuildCo’s experts review the evidence and make the decisions.

Before: every invoice meant another round of manual work.

At BuildCo, invoices arrived from suppliers and project partners, then sat in inboxes until someone had time to pick them up. Sometimes that meant days.

BuildCo’s finance team had to find the supporting documents, compare the figures and chase missing information. Then someone entered the invoice into the company’s finance system, sent it to the right approver and followed up again.

The work crossed several people and systems. Every handoff meant another email, another check or another round of data entry. Progress depended on someone remembering to move it forward.

Now: the work moves forward in the background.

A background AI agent picks up the invoice, gathers the supporting information and prepares the review. It checks the figures and brings questions to BuildCo’s team with the relevant evidence attached.

BuildCo’s experts review the details in their usual workspace and resolve anything that needs judgment. Once cleared, the invoice is submitted automatically to BuildCo’s ERP, the system it uses to manage its finances, and routed for approval.

The agent handles the preparation and handoffs. BuildCo’s team stays responsible for the decisions. Suppliers, project teams, finance and approvers work through a connected process with fewer manual steps between them.

Mason and BuildCo built the new workflow together.

Over several weeks, Mason worked alongside BuildCo’s team to understand how the work actually happened. The teams gathered the right data, mapped the steps and identified where information stalled or work was repeated. Together, they agreed on the process changes before implementing the technology.

Mason helped connect the systems, trained BuildCo’s staff side by side and supported deployment. Both teams tested real examples together, checked the results and adjusted the workflow as edge cases came up.

Mason also used lower-cost open-source models for high-volume work, testing them against BuildCo’s requirements. That helped control processing costs without relying on frontier models for every task.

The work continued after launch: staff feedback, new exceptions and regular testing informed the next improvements.

Every number leads back to its source.

When a BuildCo reviewer clicks a value, Mason opens the supporting document and highlights where it came from. The reviewer can see the original document, check the amount and correct the review before it moves forward.

That makes the work easier to verify and gives reviewers a traceable basis for their decisions.

See what a connected invoice workflow could look like for your team. Book a demo.