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SCENARIO 10·Finance·Standardized Task

Every customer check requires manual entry of the check number, bank, amount, and date

Customers pay by check. After receiving a check, finance must record the check number, paying bank, amount, and check date. They must then match it to the customer and the relevant receivable before tracking collection.

There are few fields, but every field must be correct. A wrong amount prevents reconciliation, and a wrong date can cause the collection follow-up to be missed. This work is repetitive and follows clear rules, so AI Agent can organize the data first and a person can review it.

At a glance

How it was done

  1. Read each check field
  2. Find the customer and receivable
  3. Enter the payment record
  4. Verify the amount and date, then post

Where it gets stuck

There are few fields, but every field must be correct. A wrong amount prevents reconciliation, and a wrong check date can cause the collection follow-up to be missed. Staff must also investigate when the drawer name differs from the customer master record.

With an AI Agent

  1. Read each check field
  2. Find the customer and receivable
  3. Enter the payment record
  4. Verify the amount and date, then postHuman approval

AI Agent reads the checks, matches each drawer to a customer and receivable, and prepares payment records. Finance confirms the customer and the receivables to apply before posting.

01

How it was done

  1. 01Receive customer checks and read the check number, paying bank, amount, and check date from each one
  2. 02Identify the customer and the related receivable
  3. 03Enter the data into the system or tracking sheet
  4. 04Review the amount and date to confirm there are no entry errors
支票1_EX0012345.png
Example Bank Example Branch Pay
Check No.
EX0012345
Account No.
0101-8800-1234
FieldCheck
Pay to the order ofExample Machinery Co., Ltd.
New Taiwan dollarsNinety-two thousand four hundred dollars only
NumeralsNT$ 92,400
DateROC year 115, September 25
!Drawer's seal (company seal)Example Electric Industries Co., Ltd.
≠Drawer's seal (responsible person's seal)(None)
CrossingThis check is crossed and may only be deposited into the payee's account
支票2_EX0098761.png
Example Bank Example Zhonggang Branch Pay
Check No.
EX0098761
Account No.
0203-7700-5678
FieldCheck
Pay to the order ofExample Machinery Co., Ltd.
New Taiwan dollarsOne hundred thirty-five thousand dollars only
NumeralsNT$ 135,000
!DateROC year 115, November 30
Drawer's seal (company seal)Example Hardware Store
Drawer's seal (responsible person's seal)Responsible person's seal
CrossingThis check is crossed and may only be deposited into the payee's account
Accounting SystemAccounts Receivable › Open Items
Accounts Receivable Details (Open)
Data Date2026-09-26StatusOpenCustomerAll
Customer NameReceivable No.Invoice DateReceivable AmountDue Date
Example Precision Engineering Co., Ltd.AR-2608-0122026-08-05186,0002026-10-04
!Example Electric Co., Ltd.AR-2608-0312026-08-1892,4002026-10-17
Example Electric Co., Ltd.AR-2609-0222026-09-1248,6002026-11-11
!Example Hardware StoreAR-2608-0442026-08-2586,0002026-10-24
!Example Hardware StoreAR-2609-0072026-09-0349,0002026-11-02
≠Example Plastics Co., Ltd.AR-2609-0152026-09-08135,0002026-11-07
Example Molds Co., Ltd.AR-2609-0182026-09-1064,5002026-11-09
Example Auto Parts Co., Ltd.AR-2609-0262026-09-1573,2002026-11-14
Example Valves Co., Ltd.AR-2609-0312026-09-1948,0002026-11-18
Example Gears Co., Ltd.AR-2609-0352026-09-2225,8002026-11-21
10 rowsPage 1 of 1
Illustration only. The checks use simplified sample layouts. The drawer name on check 1 differs from the customer master record, and the responsible person's seal is missing. Check 2 is a postdated check that cannot be deposited until the end of November. No single receivable matches it exactly. Example Plastics also has a receivable for 135,000, so matching by amount alone would apply the payment to the wrong customer.
02

With an AI Agent

  1. 01
    What it doesRead check fields
    Standard appliedRead the check number, paying bank and branch, account number, drawer, amount in words and numerals, and check date, converting the ROC year to the Gregorian year. Also identify whether the company seal and responsible person's seal are present
    OutputField data for each check
  2. 02
    What it doesVerify the amount and match the customer
    Standard appliedFirst confirm that the amount in words matches the amount in numerals. Then match the drawer to the customer instead of relying only on the amount. If the names are not identical, list the closest customer and mark it for confirmation. One check may match several receivables whose total equals the check amount
    OutputCandidate customers and receivable numbers for each check
  3. 03
    What it doesFlag items that need attention
    Standard appliedFlag differences between drawer and customer names, incomplete seals, one check matched to multiple receivables, postdated checks with a check date later than the receipt date, including the collection follow-up date, and cases where another customer has a receivable for the same amount. Warn staff not to apply payments based only on the amount
    OutputAttention items
  4. 04
    What it doesPrepare payment records for finance
    Standard appliedUse only two statuses: Ready to Post and Pending Confirmation. Do not mark a payment as already applied
    OutputCreate the record and post it only after finance confirms the customer match and amount
Human approval
Step 4 remains with finance. Finance confirms which customer issued the check and which receivable it applies to before posting. AI Agent does not apply the payment directly.
Platform modules used
Skills, Integrations

For standardized tasks, we recommend using fixed input fields and stable templates where errors are easy to identify. AI produces a draft, and staff confirm it before posting. Check fields are few and consistent, so they meet these conditions. The customer match and amount require review and remain with staff.

Screenshots show the Traditional Chinese interface.

01Upload Checks and Receivable Details

EgentWrX conversation screen: A staff member uploads scans of two customer checks and details of open receivables. The instructions say to match customers by drawer, mark name differences as Pending Confirmation, and list items that need attention.
  1. 1Scans of two customer checks received today.
  2. 2Details of open receivables.
  3. 3If the drawer name does not exactly match the customer, list the closest customer and mark it "Pending Confirmation."
  4. 4List name differences, incomplete seals, one check applied to multiple receivables, and postdated checks.

02Processing

EgentWrX processing screen: AI Agent reads two check images, analyzes the receivable details, and organizes the fields from both checks side by side.
  1. 1Read the two check images one at a time.
  2. 2Analyze the receivable details and identify the matching receivables.
  3. 3Organize the fields from both checks side by side, including amounts in words and numerals and the seals.

03Check Receipt Record

EgentWrX table view: A draft receipt record for two checks. The first is marked Pending Confirmation because the drawer name differs and the responsible person's seal is missing. The second matches two receivables for the same customer, and their total matches the check amount.
  1. 1The drawer name differs from the customer name, and the responsible person's seal is missing. The status is "Pending Confirmation."
  2. 2One check matches two receivables totaling exactly 135,000. The name matches and both seals are present, so the status is "Ready to Post."

04Items That Need Attention

EgentWrX results screen: It lists the mismatch between the drawer and customer names, incomplete seals, one check matched to multiple receivables, the need to track collection of a postdated check, and another customer's receivable for the same amount. It then asks finance to confirm the matches before creating the record.
  1. 1The drawer and customer names do not match. A related company may have paid on the customer's behalf. Ask sales to confirm.
  2. 2The postdated check has a collection follow-up date of 2026-11-30. Record only the check before that date.
  3. 3Another customer also has a receivable for 135,000. The match was based on the drawer, so the payment was not applied incorrectly.
  4. 4Create the check receipt record only after finance confirms the matches.
03

Numbers

Estimated monthly savings of 4 to 15 hours

4–15hoursEstimated monthly savings for "customer check entry"

Source: An unnamed auto parts manufacturer advised by Intellicon Solutions

04

FAQ

Will AI Agent apply payments directly to accounts receivable?
No. AI Agent only reads the check data and matches it to a customer. Finance confirms the match and amount before posting and still applies the payment. Every accounting entry is reviewed by a person.
Can it match the correct customer when the payer name differs from the customer name?
Yes, but AI Agent does not make the final decision. It separately flags checks with mismatched names or no matching customer for finance to confirm. Common relationships, such as a related company paying on a customer's behalf, can be added to a reference table in the AI SOP. This makes matching more consistent over time.
Where are sensitive check images stored?
With an on-premises or hybrid deployment, check images can remain inside the company. EgentWrX supports cloud, on-premises, and hybrid deployment architectures. Access can also be restricted to the finance department.

Where to go next

30 minutes to map out which work to hand to AI first

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