We’re not saying we fired our Head of Finance, HR, or Admin. But we did give them AI-powered assistants that take care of repetitive work, catch mistakes before they happen, and keep everything moving behind the scenes.
This is how we actually use AI agents at Cleevio. No buzzwords, just real stuff that saves time and makes us better at what we do.
AI Head of Finance
Goal: Automate financial workflows, improve accuracy, and give us better control over company spending.
1. Payrolls Agent
We built a Payrolls Agent that makes sure everyone gets paid correctly and on time. It checks if contracts are valid, compares worklogs to recorded hours, keeps track of vacation balances, and categorizes expenses per project.
It doesn’t work in isolation, it talks to:
- Contracts Agent (HR) to confirm someone is eligible for payroll.
- Worklogs Agent (Admin) to validate hours worked.
The benefit: Accurate, on-time payroll with fewer errors and less back-and-forth between teams.
2. Invoices Agent
Our Invoices Agent handles both incoming and outgoing invoices. It issues them, tracks due dates, and sends alerts when something needs our attention. It also matches invoices to bank transactions and preps everything for our accountant.
It syncs with:
- Projects Agent (Admin) to assign costs to the right project.
- Reporting Agent to keep the books clean.
The benefit: Fewer missed invoices or mismatched payments as everything is organized and ready for accounting.
3. Reporting Agent
This one’s all about insights. The Reporting Agent generates dashboards, tracks recurring expenses like SaaS tools, and flags overspending.
It pulls data from:
- Payrolls and Invoices Agents
- And gives Admin a clear view of where budgets stand
The benefit: Fast, accurate financial overviews and proactive alerts when things start going off track.
AI Head of HR
Goal: Automate people-related processes and make sure no one gets forgotten in a spreadsheet.
1. Contracts Agent
The Contracts Agent helps us stay on top of employee agreements. It alerts us when contracts are about to expire, recommends renewals, and checks if all the conditions are still valid.
It collaborates with:
- Payrolls Agent (Finance) to verify salary eligibility.
The benefit: No missed contract renewals or expired agreements slipping through unnoticed.
2. People Agent
This one supports the full employee journey from onboarding to offboarding. It walks new hires through checklists, runs performance review cycles, and handles exits smoothly.
It also uses data from:
- Worklogs Agent (Admin) to assess workload and contributions.
The benefit: A smoother employee experience with all key processes automated and on time.
AI Head of Admin
Goal: Keep approvals, budgets, and worklogs flowing smoothly without micromanagement.
1. Budgeting Agent
This agent approves expenses, keeps an eye on team budgets, and makes sure we don’t overspend.
It partners with:
- Invoices Agent (Finance) to assign expenses to the correct projects.
The benefit: More control over budgets and less delay in expense approvals.
2. Worklogs Agent
This one checks whether submitted worklogs are complete and correct. It tracks team statistics (like time in meetings), and ensures our tracking rules are followed.
It syncs with:
- Payrolls Agent (Finance) to confirm logged hours
- People Agent (HR) to help with performance reviews
The benefit: Reliable time tracking without micromanagement and better data for performance reviews.
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Why This Matters
This isn’t just about automation. It’s about giving our team more time to focus on high-impact work, strategy, people and relationships. The AI agents don’t replace decision-making; they make it easier and more informed.
We didn’t build a fleet of AI agents overnight. We started small, tested use cases, and connected tools step by step. The result? A system that supports our team without overwhelming it.
If you're curious about how we built them—or want to try something similar in your own company—let’s talk.
