We show you the paperworkbefore you sign.
Three documents run every engagement: the job description, the approval and the weekly report. All three documents are reproduced below in full, so you can read the paperwork before you sign anything. Every document below is an illustrative sample, composited from live deployments.
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You read one page for the whole week.
One page covers the week's output, the exceptions, the accuracy and the gate log. A named person at Struan reads and signs the report before you see the report. The specimen below is the whole document, not an extract.
Weekly Delivery Report - Finance Assistant
Mon 1 Jun to Fri 5 Jun 2026 - prepared for the client's managing director
| Output | Committed | Delivered this week | Status |
|---|---|---|---|
| Expense processing | As received | 40 received, 38 posted to Xero, 2 held at the gate, both posted after approval | Met |
| VAT classification | Every line | 40 of 40 lines classed (e.g. Trainline £84.20, VAT 0%) | Met |
| Bank-feed reconciliation | Each working day | 5 of 5 runs complete | Met |
| Supplier invoice screening | All received | 12 screened, 1 duplicate (INV-2241) caught and held | Met |
| Month-end pack | Friday 09:00 | On desks Friday 08:54 | Met |
| Weekly activity report | Friday | This document | Met |
Three items left the normal path. Each stopped where it should, waited for a human, and carries a full audit trail.
- EXP-0412, £612.40, hotel block booking. Crossed the over-£500 gate, stopped Tue 10:42. The managing director approved the claim in Teams Thu 09:31 with the full context attached; posted the same minute.
- INV-2241, supplier invoice. Matched a prior posting in May. Held Wed 11:07 as a duplicate; rejected by the managing director 14:12. Rejection and reason in the audit trail.
- EXP-0428, £575.00, venue deposit. Stopped over the £500 gate Thu 16:20; approved Fri 08:58, posted before the week closed.
| Raised | Item | Gate | Decision | By |
|---|---|---|---|---|
| Tue 2 Jun 10:42 | EXP-0412, £612.40 | Over-£500 hold | Approved Thu 4 Jun 09:31, posted | Managing director |
| Wed 3 Jun 11:07 | INV-2241, invoice | Duplicate hold | Rejected Wed 3 Jun 14:12, logged | Managing director |
| Thu 4 Jun 16:20 | EXP-0428, £575.00 | Over-£500 hold | Approved Fri 5 Jun 08:58, posted | Managing director |
Every posted line sampled by a named Struan reviewer before sign-off
Daily reconcile runs complete, month-end pack delivered six minutes early
Every stop resolved by a human decision, each timestamped in the audit trail
A named person at Struan reads and signs this report before the report reaches the client. The name on the line is the delivery owner committed in the job description; the specimen leaves the line blank.
You sign the job description before we build the role.
You know what the role owes you before anyone builds the role. The job description names the cadence, the committed outputs and the approval gates. You and Struan sign the job description before a single skill is selected.
Finance Assistant - AI Employee
Scoping document - agreed and signed before a single skill is selected
Runs the finance inbox end to end: receipts parsed, VAT classes detected, expenses posted to Xero, supplier invoices screened, the month-end pack assembled and delivered. The role works inside the client's own tools with role-scoped, logged, revocable access.
A role uses up to 10 skills; this role takes nine, each tuned to the client's rules, thresholds and tone.
- Every expense posted to Xero, or held at a gate, within one working day of receipt.
- Every posted line carries a VAT class and a cost allocation.
- Every supplier invoice screened for duplicates and anomalies before posting.
- The month-end pack delivered Friday 09:00 of close week, complete.
- A weekly report covering output, exceptions, accuracy and the gate log, read and signed by a named person at Struan before the client sees the report.
- The over-£500 hold. Any expense over £500 stops and waits for a human decision before the expense moves.
- The duplicate and anomaly hold. Any invoice matching a prior posting, or flagged as anomalous, stops and waits.
Both gates are enforced in software. Every stop, every decision and every timestamp is written to the audit trail.
Agreed up front. Both signatures are in place before a single skill is selected from the library.
A person approves every claim over your threshold.
A claim over your threshold stops and waits for you. The approval card arrives in Microsoft Teams or Google Workspace, with the full context attached. You approve the claim in the chat you already have open, and the decision writes its own audit row.
Expense claim - £612.40
Hotel block booking, two rooms, client site visit.
The claim stops at the gate.
The over-£500 gate holds the claim the moment the amount clears the threshold. The rest of the week's work carries on without waiting.
You approve the claim in the chat.
The card arrives in Microsoft Teams or Google Workspace with the full picture attached. The managing director reads the card and approves without leaving the chat.
The decision writes its own row.
The audit trail records the gate, the claim, the person who decided and both timestamps, at the moment of the decision.
audit.log - row appended Thu 4 Jun 2026 09:31:12
ts=2026-06-04T09:31:12 gate=over-500-hold item=EXP-0412 amount=612.40-GBP
raised=2026-06-02T10:42:05 decision=approved decided_by=client-md clicks=2
employee=finance-assistant action=posted-to-xero ref=weekly-report-w23-section-3One claim appears in all three documents.
The job description commits the over-£500 gate in specimen 02, section 5. The approval enforces the gate. The signed weekly report records the gate in specimen 01, section 2.
One claim, EXP-0412, appears in all three documents with the same timestamps. All three documents draw on one audit trail. You can follow a single expense from the promise, to the decision, to the report on your desk.
You see the same documentson your own numbers.
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