Cockpit

The Cockpit is the part of neoo that works while you don’t. AI reads the documents that arrive, drafts the transactions, sends them to whoever has to sign off, lines them up for payment, and then recognises those payments on the next bank statement.

The pages in this section follow that loop end-to-end. They work best together, but each one is useful on its own.

There are two ways to run the loop, depending on the kind of work you’re doing. Most vendor invoices follow the standard flow: a document arrives, it becomes a transaction, you approve it, you pay it, and you match the payment back to close the loop. Card payments and out-of-pocket spend follow the expense flow: the money has already moved, so you start from the bank line and let the person who spent it supply the receipt.

Standard flow — document first#

Use this when the bill arrives before the money moves. This is how most vendor invoices and most customer documents flow through the system.

   ┌─────────────────┐
   │  1. Inbox       │     Upload or email a
   │  Document in    │     vendor / customer document
   └────────┬────────┘
            │
            ▼
   ┌─────────────────┐
   │  AP / AR        │     AI drafts the transaction
   │  transaction    │     and attaches the original PDF
   │  drafted        │
   └────────┬────────┘
            │
            ▼
   ┌─────────────────┐
   │  2. Approvals   │     Reviewer on the assigned
   │  Workstation    │     workstation approves → posts
   │  sign-off       │     to the ledger
   └────────┬────────┘
            │
            ▼     (vendor invoices only — AR is already received)
   ┌─────────────────┐
   │  3. Payments    │     Pay via PAIN.001 export or
   │  Pay the vendor │     a connected provider
   └────────┬────────┘
            │
            ▼
   ┌─────────────────┐
   │  4. CAMT Import │     Next bank statement arrives
   └────────┬────────┘
            │
            ▼
   ┌─────────────────┐
   │  5. Bank        │     Match the outgoing payment
   │  Matching       │     (or incoming customer payment)
   │  closes loop    │     back to the original invoice
   └─────────────────┘

1. Document arrives in the Inbox#

Drop a vendor or customer document into the Inbox, or forward it to your inbox email address. neoo reads the document and creates the matching AP or AR transaction automatically. Documents that are neither an invoice nor a bill (contracts, statements, letters) are classified as other documents and routed to their own station for filing.

2. Approval on a workstation#

The drafted transaction is routed to a workstation. The users assigned to it see it on the Approvals page and approve to post. Admins configure workstations and approval limits under Manage Workstations.

3. Outgoing payment (vendor invoices)#

Approved vendor invoices show up on the Payments page. Export as a PAIN.001 file for any bank, or send straight to a connected provider (Amnis, Konfipay, Revolut).

4–5. Bank statement closes the loop#

Bring in your next bank statement — either by uploading a CAMT file via CAMT Import, or by letting one of the connected providers pull transactions in automatically. On Bank Matching, the outgoing payment is matched to its bank line — the invoice is now fully paid and reconciled in one action. The same matching step handles incoming customer payments against AR invoices.

Expense flow — payment first#

Use this when the money has already moved and the paperwork is a receipt: card payments, direct debits, and out-of-pocket spend. Instead of dropping documents onto bank lines yourself, you hand each spend to the person who made it — they supply the receipt, a manager approves, and the books stay clean.

   ┌─────────────────────┐
   │  1. Bank line       │     Statement import, provider
   │  arrives            │     sync, or card statement
   └────────┬────────────┘
            │
            ▼
   ┌─────────────────────┐
   │  2. Create Expense  │     Assign the payment to the
   │  (or a bank rule /  │     person who spent the money
   │  card import does)  │
   └────────┬────────────┘
            │
            ▼
   ┌─────────────────────┐
   │  3. My Expenses     │     They attach the receipt and
   │  Receipt + category │     pick a category — AI drafts
   └────────┬────────────┘     the booking
            │
            ▼
   ┌─────────────────────┐
   │  4. Manage Expenses │     A manager approves — the
   │  Approval books it  │     expense is booked and the
   └─────────────────────┘     bank line matched

The pieces: assign a payment on Bank Matching with Create Expense (or let a bank rule do it automatically), import whole card statements at once via Card Statements, and run the receipt-chasing and approvals on the Expenses pages. Out-of-pocket expenses work the same way, just starting from the employee instead of the bank line — approval can pay them out through the normal payment rails.

Workstation setup itself lives under System → Manage Stations — see Manage Workstations.