Use Cases
Examples of the problems a custom build solves.
LunarLogic builds custom accounting automation for owner-operated service businesses. AR, AP, and full accounting automation are the problems we solve most often, laid out below as examples of what a tailored build looks like and what changes once it's live.
AR Automation Suite
Invoice-to-cash. Running without you.
Jobs get completed but billing lags days or weeks behind. On a busy month, some invoices simply don't go out: the client doesn't bring it up, and the cash is already a month behind before anyone notices.
How LunarLogic addresses it
- Invoice generation triggered automatically when a job is completed, a contract date hits, or a recurring billing cycle fires: no manual initiation required
- Each invoice validated against the client record in your accounting system before it leaves: correct address, correct terms, correct GL codes
- Same-day delivery for every billing event, regardless of how busy the week is
The outcome
84%
faster invoice processing
Same-day
invoices out on every billing event
Zero
missed billing cycles since go-live
Once an invoice is sent, it disappears. Follow-up only happens when someone remembers, usually when cash gets tight. By then the invoice is 45 days overdue and the client has mentally moved on.
How LunarLogic addresses it
- 5-touch automated reminder sequence at Day 3, 7, 14, 21, and 30 past due: every time, on every overdue invoice, without anyone initiating it
- Tone and timing calibrated by client tier: long-standing accounts get a lighter touch, newer or high-balance invoices escalate faster
- Every reminder sent professionally from the business: not a generic template, not from a collections agency
The outcome
~40%
reduction in average days-to-payment
5-touch
automated sequence per overdue invoice
Zero
manual follow-up required from the owner
Every year, a few invoices get written off: $10K, $15K, $20K. It becomes normalized. But bad debt is what happens when at-risk accounts are caught too late, not an industry constant.
How LunarLogic addresses it
- AI Dispute Monitor analyzes each account's payment pattern against their own history, flagging accounts paying materially outside their norm
- High-confidence flags surfaced with context: days late, reminders sent, historical behavior, and a recommended escalation path
- Escalation sequences tighten automatically as invoices age: the system doesn't wait for someone to notice
The outcome
$0
bad debt written off after go-live
$18K
average annual write-off eliminated
Early
at-risk detection before accounts go cold
Nobody else follows up consistently, so the owner does it: personal calls, uncomfortable emails, 4–6 hours a week. Every hour chasing a $3,000 invoice is an hour not spent closing a $30,000 contract.
How LunarLogic addresses it
- Entire reminder sequence runs from the business, professionally toned, without owner involvement: clients receive communication that feels personal without requiring personal time
- Daily AR summary pushed to Slack or Teams every morning: the owner sees the number in 10 seconds without logging into anything
- Escalations surface only the accounts that genuinely need a personal call: a handful per month, clearly prioritized
The outcome
4–6 hrs
reclaimed per week by the owner
Zero
personal collections calls needed
Daily
AR digest in Slack or Teams
Getting a picture of AR means running a report, exporting it, and interpreting aging buckets manually, once a week if it happens at all. At-risk accounts age in silence between those checks.
How LunarLogic addresses it
- Live AR dashboard with DSO trend, aging buckets, and overdue flags: updated in real time from your accounting system
- Daily automated summary pushed to Slack or Teams each morning: key numbers without requiring anyone to log in
- At-risk account flags surface before invoices age into write-off territory, not after
The outcome
Real-time
AR visibility, no manual exports
Daily
automated digest, no login required
Proactive
at-risk alerts before accounts go cold
Revenue looks healthy on the P&L but actual cash arriving varies wildly. When DSO fluctuates between 28 and 55 days, planning for payroll, equipment, or growth is guesswork.
How LunarLogic addresses it
- Consistent reminder cadence compresses DSO into a predictable, repeatable range: clients pay within a consistent window because they're always reminded within a consistent window
- DSO trend tracking makes month-to-month cash arrival projectable for the first time
- Cash tied up in aging AR released on a reliable schedule: cash already earned starts arriving when expected
The outcome
~40%
typical DSO compression
Predictable
monthly cash arrival window
60 days
to material, measurable improvement
A new client signs on and gets the same payment terms as a five-year customer with a spotless history. There is no data-driven way to tell the two apart before the first invoice goes out.
How LunarLogic addresses it
- New client information checked against payment and credit history signals before terms are finalized
- Suggested payment terms and deposit requirements calculated based on risk level, not a single default for every client
- High-risk accounts flagged for a deposit or shorter terms before the first invoice goes out, not after the first late payment
The outcome
Before
risk is assessed, not after the first missed payment
Tiered
terms based on risk, not one default for everyone
Fewer
new accounts turning into write-offs
AP Automation Suite
Outgoing cash: organized, approved, and on schedule.
Bills arrive via email, paper, vendor portal, and occasionally a text. There's no single place where payables live. Things get paid late, paid twice, or overlooked until a vendor follows up.
How LunarLogic addresses it
- Automated bill capture from vendor email, PDF attachments, and connected vendor portals: normalized into a single AP queue regardless of format or source
- Duplicate detection catches the same bill arriving through multiple channels before it creates a double-payment
- Aging alerts surface bills approaching due dates, prioritized by amount and vendor relationship
The outcome
Zero
bills missed from inbox overload
Single
intake queue regardless of source
Automatic
GL coding before approval routing
In many small businesses, the person who processes payables also approves them. Bills get paid because someone entered them, not because a decision-maker reviewed and authorized them.
How LunarLogic addresses it
- Approval routing configured by rule: vendor tier, bill amount, GL category, or any combination; routine bills route differently than large one-time vendor payments
- Approvers receive a Slack or Teams notification with one-click approve or reject: no login to the accounting system required
- If an approval is not acted on within a configurable window, the bill escalates automatically to the next approver
The outcome
100%
of bills reviewed before payment
Same-day
approval on routine bills via Slack
Full
audit trail on every payment
Without a payment schedule tied to cash position, bills get paid when someone gets to them. Early-payment discounts go uncaptured. Occasionally something goes late, and the penalty follows.
How LunarLogic addresses it
- Payment scheduling optimized against due dates, available cash, and early-payment discount windows: the system recommends the most cash-efficient payment timing
- Early-payment discount opportunities flagged automatically when the discount exceeds the cost of paying early
- Scheduled payments batched and executed without manual intervention: approved once, paid on schedule
The outcome
1–2%
cost savings from captured early-pay discounts
Zero
late-payment penalties
Optimized
payment timing against cash position
Knowing what's owed to vendors requires logging into the accounting system and running reports manually. Cash planning is done without a clear AP picture, which means the plan is incomplete.
How LunarLogic addresses it
- Live AP dashboard showing every outstanding bill, due date, approval status, and scheduled payment: updated in real time
- The AP view sits alongside the AR dashboard: incoming and outgoing cash visible in a single pane
- Daily push summary includes AP obligations alongside AR receivables so the owner sees net cash impact every morning
The outcome
Real-time
AP visibility alongside AR
Combined
cash position forecast from both sides
Zero
vendor surprises from missed bills
Employees submit receipts by email or spreadsheet weeks after the purchase. Someone checks each line against policy by hand, keys it into the accounting system, and reimburses whenever they get to it.
How LunarLogic addresses it
- Receipts captured and read automatically from photos or forwarded emails, with amount, vendor, and category extracted without manual entry
- Each expense checked against company policy automatically, flagging anything over a threshold or in a restricted category before it is approved
- Approved expenses coded to the correct GL account and synced to the accounting system without a bookkeeper re-entering them
The outcome
Same-week
reimbursement instead of end-of-month batches
Automatic
policy checks on every expense submitted
Zero
manual GL coding for employee expenses
A vendor bill arrives and gets paid based on the invoice alone. Nobody checks it against the original purchase order or confirms the goods or services were actually received in the quantity billed.
How LunarLogic addresses it
- Every vendor bill automatically checked against its purchase order for price, quantity, and terms before it is approved
- Receipt or delivery confirmation matched to the bill so payment only goes out for what was actually received
- Discrepancies flagged for review instead of being paid automatically, with the specific mismatch called out
The outcome
100%
of bills matched against purchase orders before payment
Caught
overbilling and duplicate charges before they are paid
Zero
payments released on unconfirmed receipt of goods
Full Accounting Suite
The entire financial operating layer, running without you.
Every month-end: reconcile bank against accounting system, chase missing receipts, correct miscodes, produce a P&L that's already stale. The process takes 10–14 days of staff time.
How LunarLogic addresses it
- With AR and AP transactions recorded automatically as they occur, reconciliation is reduced to anomaly review: not line-by-line matching
- Bank feed integration flags discrepancies between recorded transactions and actual bank activity in real time, not at month-end
- GL coding applied at transaction origination means corrections are rare rather than routine
The outcome
3 days
month-end close (vs. 14-day manual)
Current data
transactions recorded as they occur
Zero
manual reconciliation required
Projecting next month's cash position means combining remembered invoices with estimated payables and a rough sense of revenue. The output might be right to within $20,000.
How LunarLogic addresses it
- 90-day rolling cash flow forecast built from actual AR pipeline, AP payment schedule, and bank balance: not spreadsheet guesswork
- Expected receipts projected based on historical payment patterns and outstanding invoice ages
- Scheduled AP payments pulled directly from the payment queue: no manual input required
The outcome
90-day
rolling cash forecast from real data
Confident
planning for growth, hiring, equipment
Automatic
no spreadsheet required
Reports reach the owner a week after month-end, built from exported data that was stale when it was pulled. Decisions about the present are made using data from the past.
How LunarLogic addresses it
- Live AR/AP dashboards and transaction-level reporting built from live data: fully reviewed financial statements ready in days, not weeks
- Owner-facing summary pushed daily alongside the AR digest: key financial metrics in a 30-second read
- Custom report templates for the business's specific needs: margin by client, revenue by service line, cost by project
The outcome
Days, not weeks
to fully adjusted financial statements
Daily
financial digest alongside AR summary
Zero
manual report preparation required
Hours get tracked on paper or in a spreadsheet, someone converts them into a payroll run by hand, and multi-state tax withholding is calculated based on whatever the last person figured out.
How LunarLogic addresses it
- Hours pulled directly from the time tracking system into the payroll run, with no manual re-entry
- Multi-state withholding calculated automatically and updated as tax rules change, instead of relying on memory
- Contractor payments tracked throughout the year so 1099 generation at year end is a review, not a scramble
The outcome
Zero
manual timesheet-to-payroll re-entry
Automatic
multi-state withholding, updated as rules change
Ready
1099s at year end, not a January scramble
Transactions get categorized whenever someone has time, usually right before month end. Until then, nobody can say with confidence what the actual cash position is on any given day.
How LunarLogic addresses it
- Bank and card transactions categorized automatically as they post, matched to the correct invoice, bill, or GL account
- Discrepancies between the bank feed and the accounting system flagged the same day, not discovered weeks later
- Recurring transactions recognized and coded consistently without manual review every time
The outcome
Daily
reconciliation instead of a month-end scramble
Same-day
discrepancy flags instead of weeks-later surprises
Current
cash position, available any day of the month
The business collects sales tax using a rate that has not been checked in years, in whatever states someone remembers to register in. Filing happens manually, state by state, close to each deadline.
How LunarLogic addresses it
- Nexus thresholds tracked automatically across states based on actual revenue and transaction activity, not guesswork
- The correct tax rate applied at the time of invoicing, based on current rules for that jurisdiction
- Filing deadlines tracked and returns prepared automatically for every state the business is registered in
The outcome
Tracked
nexus exposure across every state automatically
Current
tax rates applied at the time of invoicing
On time
filings across every registered state
A duplicate payment, a slightly altered vendor invoice, or a transaction that breaks an otherwise consistent pattern usually only gets caught if someone happens to notice while doing something else.
How LunarLogic addresses it
- Every transaction compared against the business's own historical patterns, not a generic industry rule
- Duplicate payments, unusual vendor changes, and out-of-pattern amounts flagged before they are paid, not after
- Risk flags prioritized by dollar impact so the highest-risk items get a human look first
The outcome
Before
payment goes out, not after it is discovered missing
Prioritized
by dollar impact, not a flat list of alerts
Fewer
duplicate payments and unnoticed anomalies
A budget gets built once a year and rarely looked at again. Spending in any category can run well over plan for months before anyone outside the bookkeeper notices.
How LunarLogic addresses it
- Actual spending compared automatically against budget in every category, every month, without a manual pull
- Categories running over plan flagged as they happen, not discovered during an annual review
- Variance trends tracked over time so a small, recurring overage is visible before it becomes a large one
The outcome
Monthly
budget versus actual, not an annual after-the-fact review
Early
flags on variances, before they compound over months
Direct
notification to the budget owner, not a buried report
Equipment and other fixed assets get tracked, if at all, in a spreadsheet built years ago. Depreciation is calculated by hand each year, and assets that were sold or retired are not always removed.
How LunarLogic addresses it
- Assets added to the register automatically when purchased, with depreciation schedules calculated based on asset type and useful life
- Depreciation posted to the general ledger automatically each period, not calculated by hand once a year
- Disposed or sold assets removed from the register and the books in the same transaction that records the sale
The outcome
Automatic
depreciation posted every period, not once a year by hand
Current
fixed asset register, updated as assets change
Accurate
balance sheet asset values, ready for any review
Invoices leave late, or not at all
Jobs get completed but billing lags days or weeks behind. On a busy month, some invoices simply don't go out: the client doesn't bring it up, and the cash is already a month behind before anyone notices.
How LunarLogic addresses it
- Invoice generation triggered automatically when a job is completed, a contract date hits, or a recurring billing cycle fires: no manual initiation required
- Each invoice validated against the client record in your accounting system before it leaves: correct address, correct terms, correct GL codes
- Same-day delivery for every billing event, regardless of how busy the week is
The outcome
84%
faster invoice processing
Same-day
invoices out on every billing event
Zero
missed billing cycles since go-live
Vendor bills scattered across inboxes with no central intake
Bills arrive via email, paper, vendor portal, and occasionally a text. There's no single place where payables live. Things get paid late, paid twice, or overlooked until a vendor follows up.
How LunarLogic addresses it
- Automated bill capture from vendor email, PDF attachments, and connected vendor portals: normalized into a single AP queue regardless of format or source
- Duplicate detection catches the same bill arriving through multiple channels before it creates a double-payment
- Aging alerts surface bills approaching due dates, prioritized by amount and vendor relationship
The outcome
Zero
bills missed from inbox overload
Single
intake queue regardless of source
Automatic
GL coding before approval routing
Month-end close takes two weeks of manual work
Every month-end: reconcile bank against accounting system, chase missing receipts, correct miscodes, produce a P&L that's already stale. The process takes 10–14 days of staff time.
How LunarLogic addresses it
- With AR and AP transactions recorded automatically as they occur, reconciliation is reduced to anomaly review: not line-by-line matching
- Bank feed integration flags discrepancies between recorded transactions and actual bank activity in real time, not at month-end
- GL coding applied at transaction origination means corrections are rare rather than routine
The outcome
3 days
month-end close (vs. 14-day manual)
Current data
transactions recorded as they occur
Zero
manual reconciliation required
Real Results
These aren't hypotheticals.
The AR use cases above map directly to live client outcomes, with real company names, real timelines, and real numbers. Read the case studies to see them in practice.
Read Client Case Studies →Which of these looks like your business?
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