Solution · Proca Agents
AI colleagues for finance, with a job description and a limit.
Proca Agents take on the recurring work your finance team does by hand today: assembling reports, drafting replies, reviewing submissions, clearing routine approvals and chasing what is outstanding. You write the job description, set the authority, and evaluate the output. The agent does the work inside Procapy, logs every action, and hands anything outside its scope to a person.
Agent · Month-end close
Run #42- JobdeskFinance lead01
- ExecutionProca Agent02
- EvaluateFinance team03
The workflow
Three steps from job description to trusted output.
An agent is not a black box you switch on. It is a colleague you brief, watch at work, and review. The scope is yours, the authority is yours, and every run leaves a trail your auditors can follow.
- Step 1
Jobdesk
·Owner: Finance lead
Brief the agent the way you would brief a new hire.
The finance lead writes the job description in plain language inside Procapy: what the agent should do, when it runs or what triggers it, which data it may read, what it may act on and up to what limit, and who it escalates to. Templates for the most common jobs, such as month-end reporting, receipt chasing, invoice review and low-value approvals, give you a starting point you can edit. Nothing in the jobdesk is implicit, so the agent can never do more than what is written.
What Procapy does
- Plain-language job description with schedule, trigger, data access, authority limit and escalation path
- Templates for month-end reporting, receipt chasing, invoice review and low-value approvals
- Scope and limits enforced by Procapy, not by the agent’s judgement
Month-end reportReceipt chasingInvoice reviewLow-value approvalsJob description · Month-end close
Template · editedGoal
Prepare the month-end AP report and chase missing receipts.
ScheduleLast business day · 08:00Can readInvoices, POs, expense reportsMay approveExpenses ≤ $200within policyCannotRelease payments, edit vendorsEscalate toDWDewi · Finance ControllerLimits enforced by Procapy on every run
Activate agent - Step 2
Execution
·Owner: Proca Agent
The agent does the job inside Procapy, and shows its work.
On schedule or on trigger, the agent pulls the data it is allowed to see, drafts the report or message, reviews submissions against policy and history, approves what falls within its authority, and sends the reminders it was asked to send. Every action is logged with the reasoning behind it, in the same audit trail as your team’s own actions. Anything outside its scope, from an unusual amount to a vendor it has not seen before, is routed to the person named in the jobdesk.
What Procapy does
- Reports, drafts, reviews, approvals and reminders executed on Proca to Pay and Capy Expense data
- Every action logged with its reasoning, next to the transaction it touched
- Exceptions escalated to a named person, with the agent’s recommendation attached
Report makingReviewing and EditingApprovingRun #42 · Month-end close
In progress- 08:00Pulled 312 invoices and 87 expense reports
- 08:01Drafted AP ageing report · 4 pages
- 08:02Reviewed 87 expense reports · 4 policy flags
- 08:02Approved 61 expenses ≤ $200, within policy
- 08:03Sent 12 receipt reminders via Capy
- 08:03Escalated 4 flags to Dewi · awaiting
Reasoning · Expense #204
Outside authorityHotel · $310 · Sales · Budi
Exceeds the $250 nightly cap for Sales and is above my $200 limit. Receipt present, vendor known. Escalated to Dewi with a recommendation to approve.
- Policy · Travel 2.3
- Logged 08:03
- No action taken
- Step 3
Evaluate
·Owner: Finance team
Review the run, correct it once, and the next run is better.
The team sees what the agent produced, which decisions it took and which it escalated, and approves, edits or rejects each one. Corrections are not lost in a chat thread; they feed back into the agent so the next run reflects them. The full history of runs, decisions and corrections stays in Procapy, ready for the auditor’s question.
What Procapy does
- Run summary with output, decisions taken and exceptions escalated
- Approve, edit or reject each result, with corrections applied to the next run
- Complete audit trail of every run, decision and correction
Drafting on behalfFollow up / reminderRun review · Run #42
Completed- AP ageing report · approved by Dewi
- 61 approvals · 0 reversed
- 4 escalations · 3 approved, 1 rejected
- 12 reminders · 9 receipts received
Approve runEditCorrection
LearnedDW“Exclude intercompany invoices from the ageing report.”
Dewi · Finance Controller · applied to Run #43 onwards
Corrections per run
Runs #35 to #42
Benefits
What your finance team gets back.
The five jobs agents take on are the ones that fill a finance team’s calendar and never make it onto a job description. Each one runs within the limits you set, with a person reviewing the result.
Report making
Recurring reports such as AP ageing, spend by cost centre and month-end packs are assembled on schedule, and ad hoc ones on request. The team reviews the numbers instead of building the spreadsheet.
Drafting on behalf
Replies to vendors, justifications for approvers and summaries for management are drafted from the transaction itself. Your team edits and sends; it does not start from a blank page.
Reviewing and Editing
Submissions are checked against policy, budget and history before a human sees them. Missing fields, unusual amounts and repeat patterns are flagged, with the evidence attached.
Approving
Low-risk, policy-compliant transactions are cleared within the authority you define. Approvers see only what needs a person, and every agent approval is logged as such.
Follow up / reminder
Outstanding approvals, missing receipts and unanswered vendor questions are chased automatically, on the cadence you set, without anyone keeping a list.
Key features
The capabilities behind the flow.
An agent is only as trustworthy as the controls around it. These are the parts of Procapy that keep every agent inside its brief.
Plain-language jobdesk
Describe the job in your own words, or start from a template for month-end reporting, receipt chasing, invoice review or low-value approvals, and edit from there.
Scope and authority limits
Set which data the agent can read, what it may act on and up to what amount. Payments stay with people unless you explicitly allow otherwise.
Schedules and triggers
Run on a calendar, such as the last business day of the month, or on an event, such as a new invoice arriving or an approval overdue.
Action log with reasoning
Every action the agent takes is recorded with the reasoning behind it, in the same audit trail as your team’s own actions, next to the transaction it touched.
Human escalation
Anything outside the jobdesk is routed to the person you named, with the agent’s recommendation and the evidence attached. Nothing is decided by default.
Learns from corrections
When your team edits or rejects an output, the correction is applied to the next run of that agent, and only that agent.
Your data stays yours
Agents work only on data inside your Procapy tenant. Nothing is used to train a public model, and nothing leaves the boundary you define.
Works across Procapy
Agents read and act on the same Proca to Pay and Capy Expense data your team uses, with results posted to Dynamics, SAP, Xero, QuickBooks or ABSS through your existing integration.