AI for administrative tasks does work, provided you know which tasks. The invoice still gets entered in your accounting software. What Flipa clears off the desk is everything around it: the “what were this vendor's terms again?” lookup, and the letter you write the same way every month.
The example is Lakeshore Packaging Supply, a made-up packaging distributor in Grand Rapids, Michigan, with three people in the back office. The app's interface is in Spanish for now; you can ask in English and get your answer in English.
AI for operations teams tends to open with a cleanup project. Not here: nothing has to be converted to a special format. This is what Flipa reads, and where it comes up short.
Price lists and vendor lists go in as they are, sheet by sheet. It reads up to 3,000 rows on each one.
It pulls out the text and answers with it. Under the answer you see which document it used, and you can open it to check.
A signed packing slip or a scanned contract works too: it transcribes them. It costs very little, and the numbers on a crumpled page deserve a second look.
Upload a document under the same name and it goes in as a new version; the earlier one is kept. Nobody has to remember to delete the old price list.
The first is the kind that interrupts you. The second is the kind you put off. Neither one sends you out of Flipa to hunt for the contract.
Net 30 from the invoice date, with checks cut on the 10th and the 25th. Pay within 10 days and there's a 2% early-payment discount.
August hours, the holiday price list, the after-hours number for Christmas week. They're saved with an “in effect from… to…” and Flipa only uses them between those days. Move the calendar and ask the same thing again.
Today isJuly 28
A note saved in what Flipa knows
From August 1 to 31, warehouse hours are 8 to 3
In effect August 1–31Hasn’t started yet
An admin said it in plain words. Flipa offered to save it with its dates, and it doesn’t use it outside them.
The same question, any day
What time does the warehouse close?
At 6:00 p.m., as usual. Summer hours haven’t started yet: they run August 1 to 31.
Hours and shifts.docx
“What time does the warehouse close?” depending on the day
| Today is | Flipa answers |
|---|---|
| July 28 | At 6:00 p.m., as usual. Summer hours haven’t started yet: they run August 1 to 31. |
| August 12 | At 3:00 p.m. Summer hours, 8 to 3, are in effect through August 31. |
| September 2 | At 6:00 p.m. Those are the warehouse’s regular hours. |
A task is a request Flipa repeats every day, every week or every month at the time you set. Times are in Spain time (CET) today, so convert from your own. An admin creates it by talking, and can test it right then, pause it or remove it. The result shows up under “What's new,” inside Flipa. The three below are sample requests. There are more in task automation and in reports.
The text waits for you under “What's new,” ready to copy. Sending it to the team is your part.
Draft the reminder to turn in expense receipts, using what our expense procedure says
It works from what's already uploaded. If the schedule changes, tell Flipa or upload the new document first.
Write this week's schedule notice from the shifts document
A letter that repeats, built from the procedure you have in writing. Tasks use the account's credits and have a separate monthly cap.
Draft the note asking new vendors for a W-9 before their first payment, per our vendor setup procedure
When people pitch AI for office managers, “automate” can mean anything. Here it means lookups and letters. The books stay where they are.
| In the back office | Does Flipa do it? | Where it stands today |
|---|---|---|
| Answer questions about contracts, price lists and terms | Yes | With the document under the answer |
| Draft claims, notices and replies | Yes, as drafts | You copy it and send it yourself |
| Read scans and photos of paper | Yes | It transcribes them; check the numbers |
| Repeat a request on a schedule | Yes | The result shows under “What's new,” not by email |
| Enter invoices or keep the books | No | That stays in QuickBooks, or whatever you use |
| File taxes or reconcile the bank | No | It doesn't touch any of that |
| Look things up in your accounting software | In testing, for one tool | Holded, a Spanish accounting tool, is on the integrations list; nobody has used it with a real account yet. QuickBooks isn't on the list |
| Send emails | No | It has no access to your email |
If you keep the books for other companies, see Flipa for accounting firms. And if the questions landing on your desk are about staff, Flipa for HR.
With Flipa, three kinds. Lookups on what's already written down, like a payment term or a delivery condition. Letters that repeat: claims, notices, replies to vendors. And requests you'd like to find done every week or every month. Anything that moves money or goes to the IRS stays out.
No. It doesn't post entries, reconcile or file anything. It can read an invoice you attach and tell you what it says, but the entry still happens in your accounting software.
Yes. It transcribes scanned PDFs and photos of documents up to 12 MB, and from then on looks them up like any other file. With a crooked page or a stamp over the text it can get a figure wrong: check it before you file a claim.
Current ones, yes: sheet by sheet and row by row, up to 3,000 rows per sheet. Three limits: it can't read the old format, dates reach it as a number, and it can't see charts. If a date matters, put it in a text column as well.
No. A task's result stays under “What's new,” inside Flipa. It doesn't go out by email or any other channel, so plan on opening Flipa to look.
That's the first one somebody else should be able to look up. Start with the vendor folder.
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