Frequently asked questions

Agentic AI workflow automation is software that carries out multi-step business processes on your behalf, making decisions at each step rather than following a single fixed script. TotalOps Automation builds these agents into your finance and operations stack so they read data, decide the next action, act across your systems, and escalate to a human only when needed. In practice that means invoices get chased, reconciled, and escalated end-to-end without someone driving each step.

Traditional RPA (robotic process automation) replays a fixed, pre-recorded sequence of clicks and breaks the moment a screen, field, or exception changes. Agentic AI instead interprets the goal, chains multiple steps together, and adapts to exceptions — for example choosing how to handle a partial payment or a mismatched invoice rather than failing. TotalOps builds agentic workflows precisely so they handle the messy edge cases that break brittle RPA scripts.

Most repetitive, rules-plus-judgement processes can be automated: accounts receivable, credit control, accounts payable, payroll, management reporting, and reconciliation, plus operations tasks like customer support triage and recruitment screening. TotalOps focuses on high-volume finance workflows where automation frees the most hours and reduces errors. If a process has clear inputs, defined outcomes, and repeatable decisions, it is usually a strong candidate.

AI accounts receivable automation matches incoming payments to invoices, flags discrepancies, and reconciles ledgers, while credit control agents chase overdue invoices on a schedule, personalise reminders, and escalate persistent non-payers. TotalOps agents watch your accounting system, decide who to chase and when, send the right message, and route exceptions to your team with full context. The result is faster cash collection and lower days-sales-outstanding without a manual chasing rota.

Yes. AI can run payroll calculations, apply tax and pension rules, validate timesheets, prepare submissions, and flag anomalies before pay day. TotalOps builds payroll workflows that pull from your existing HR and finance systems, apply your specific rules, and keep a full audit trail. A human still approves the final run, so you get speed and accuracy without losing control.

Financial reporting automation pulls figures from your accounting and operational systems, reconciles them, and produces management reports and dashboards on a set cadence without manual spreadsheet work. TotalOps agents assemble the numbers, apply your reporting structure, and surface variances so you review insights rather than compiling data. Month-end shifts from days of collation to a review-and-sign-off step.

TotalOps Automation starts from £2,999 total cost — a one-time figure that covers the design, build, and deployment of your workflows. The final price depends on the number of processes, their complexity, and the systems involved, and is agreed up front with a price cap so it can never exceed the maximum quoted. See the pricing page for what determines the figure and what is included.

TotalOps is system agnostic and connects to virtually any platform through APIs, webhooks, and custom connectors. Common examples include Xero, QuickBooks, and Sage for accounting; Salesforce and HubSpot for CRM; and NetSuite, SAP, and Microsoft Dynamics for ERP, alongside tools like Slack and Microsoft 365. If a system has an API, we can usually integrate it into an automated workflow.

Yes. Every TotalOps workflow is built on a GDPR-compliant basis: a lawful basis for each processing activity, data minimisation, support for erasure and portability, and a Data Processing Agreement provided to every client. Personal data is encrypted in transit and at rest, and access is controlled and logged. Compliance is designed into the workflow rather than bolted on afterwards.

EU AI Act ready means our automation is built to the Act's risk-based expectations: clear documentation of what each agent does, human oversight of consequential decisions, traceable audit logs, and transparency about where AI is used. TotalOps keeps humans in the loop for high-impact actions and maintains records so you can demonstrate accountable, explainable use. As the Act's obligations phase in, workflows are structured to meet them.

Financial data is protected with AES-256 encryption in transit and at rest, role-based access controls, and full audit logging on secure, monitored infrastructure. TotalOps never shares your data with third parties, and each workflow records who and what accessed data and when. Security controls are aligned with SOC 2 practices and reviewed as part of every build.

Yes. TotalOps delivers region-aware, multi-currency automation to clients across the UK, wider Europe, and the Middle East. Workflows handle multiple currencies, tax regimes, and regional reporting requirements, and are configured to your operating locations. Delivery is global even though the company is based in West Sussex, UK.

Most automations are live within 3–6 weeks: a free consultation to map your process, then build, test, and deployment. Simple, well-defined workflows can be running within days, while multi-system builds sit at the longer end of the range. You get a clear timeline at the scoping stage before any work begins.

It works alongside your team. TotalOps agents take on the repetitive, high-volume tasks — chasing, matching, reconciling, reporting — so your people focus on judgement, relationships, and exceptions. Every client also gets a dedicated account manager, and humans stay in control of approvals and consequential decisions.