Cockpit #

Neo-Ledger’s Cockpit is where the system does most of the heavy lifting for you. AI reads incoming documents, drafts the transactions, routes them for sign-off, matches them against your bank statements, and lines them up for payment — closing the loop with the next statement that arrives.

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. Receipts and card spend usually follow the receipts flow: the spend already happened, so you start from the bank line and attach the document to it. Both flows are described below.

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. Neo-Ledger reads the document and creates the matching AP or AR transaction automatically.

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 #

Upload the next CAMT statement via CAMT Import. 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.

Receipts flow — payment first #

Use this when the money has already moved and the document only exists as a receipt. This is the right flow for credit card payments, direct debits, petty-cash receipts, and anything else where the bank line shows up before the paperwork.

   ┌─────────────────┐
   │  1. CAMT Import │     Bank or card statement arrives
   └────────┬────────┘     and lands in Bank Matching
            │
            ▼
   ┌─────────────────────┐
   │  2. Bank Matching   │     Unmatched bank lines appear
   │  Drop receipt on    │     in the table. Drop the
   │  the bank line      │     receipt PDF on the row.
   └────────┬────────────┘
            │
            ▼
   ┌─────────────────────┐
   │  AI creates the     │     A transaction is created
   │  transaction        │     from the receipt + bank line,
   │  with the payment   │     already paid.
   └────────┬────────────┘
            │
            ▼
   ┌─────────────────────┐
   │  Receipts station   │     Posts to the dedicated
   │  receives it for    │     **Receipt** workstation for
   │  approval           │     sign-off.
   └─────────────────────┘

1. Import the statement first #

Bring the bank or credit-card statement in via CAMT Import. Each line lands in Bank Matching as an unmatched transaction.

2. Drop the receipt onto the bank line #

On the Bank Matching page, every unmatched row has a Drop or click zone in the Document column. Drag the receipt PDF (or photo) onto the row, or click to browse. Neo-Ledger reads the document and creates the transaction directly from the receipt and the bank line — the payment is already recorded against the new transaction, so no separate payment step is needed.

3. Sign-off on the Receipts workstation #

Transactions created this way are routed automatically to the dedicated Receipt workstation (one of the two workstations shipped by default — see Manage Workstations). Whoever you’ve assigned to that station sees them under Approvals and approves to post.

The Receipt station is purpose-built for this flow. It’s why credit-card reconciliation feels less like paperwork and more like sorting through a stack of slips — drop, approve, done.

Pages in this section #

Workstation setup itself lives under Setup → Manage Workstations.