Approach · Espoo, Finland

Diagnostic memo

Illustrative resource · English

This is an illustrative document, not a client case or an offer. Any timelines, figures and terms belong to the example; actual project scope and commercial terms are agreed separately.

Sample

Kolosseum · Sample

Diagnostic memo · invoice coding and approval routing

Subject: Aurinko Logistiikka Oy · fictionalWorkflow: supplier invoices into the ledgerAuthor: Jami OjalaDate: Sample · not an engagement

Page one

GO

Sample number, not an offer: Implementation 48 000 EUR fixed, twelve weeks. Managed 4 200 EUR / month, 12-month shape, 30-day exit. Half the diagnostic fee credited if Implementation starts within 30 days of this memo.

The workflow

Defined input: a supplier PDF plus a PO and a goods-received note where they exist. Human decision today: code, VAT, and who must sign. Consequence when wrong: misstated VAT, a payment to a bad IBAN, or a silent duplicate. All three are present. The bar in week one is met.

What the sandbox did

Forty gold cases drafted from the company’s own invoices, not a rubric. Sandbox pass: 34 / 40. Blocking misses: AP-008 (partial receipt + credit note), AP-010 (IBAN), AR-009 (split invoices). Those three are why this is a GO with a gate, not a GO with a demo.

What blocks production today

  • No written definition of correct. Two AP clerks disagree on credit notes.
  • Exceptions return to personal inboxes. No queue, no owner, no ageing.
  • No per-workflow cost. Last month’s tool bill arrived as a surprise.
  • No exportable trail of model or prompt version.

The twelve-week plan

Weeks 1–2 gates, 3–8 build against the cases, 9–10 hardening and export, 11–12 handover and first monthly pack while we are in the room. Scope is the AP workflow only. Customer-finance dunning is out. A scope change is a re-price in writing.

02:00

This workflow is a nightly batch, not a customer-facing desk. Business hours EET, two-hour written response. Outside hours: next business morning unless a payment file is in flight, in which case the named owner is on a defined path. Not a 24/7 SOC.

Kill conditions

If the vendor-master hygiene work turns out to be a data-migration programme hiding inside AP, this memo would have said KILL and you would keep the cases. Around a third of diagnostics should end there. This sample is a GO so you can see the other shape. A kill memo is the same document with a different word on page one.

Sample. Aurinko Logistiikka Oy is not a client. Yours is written against your ledger.

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