Much of a document's slow work happens before approval: finding the customer, copying lines, choosing dates, locating CABYS or accounts, and asking for missing details. An assistant can gather that information and prepare a draft. Draft is the important word. Nothing should be issued, paid, or posted until a person verifies that it represents the real transaction.
What Tario can prepare
Tario's assistant recognizes draft flows for invoices, estimates, bills, journal entries, recurring invoices, and offerings. It can search existing customers, vendors, catalog entries, CABYS, and accounts to reduce duplicates. It can also ask questions when information is missing. Availability depends on permissions, configuration, company data, and the plan's AI credits.
An instruction such as invoice July maintenance to Central Clinic is incomplete when similar customers, multiple services, or several currencies exist. A sound flow should not fill gaps with false confidence. It presents matches, requests period, quantity, or price, and keeps tax and totals visible. Any assumption must be detectable before confirmation.
Prompts with less ambiguity
Include document type, counterparty, date, currency, lines, quantities, price, and known taxes. For an estimate: prepare a CRC estimate for North Client, valid fifteen days, with two visits of our existing support service. For an entry: prepare a July 31 draft with exact accounts, description, and supporting reason. Precision reduces follow-up questions without removing review.
A source document can help when the flow supports it. Still compare legal name, tax ID, number, currency, subtotal, tax, and total. A blurry image may confuse digits, an XML may belong to another entity, and an instruction may use a vendor nickname. Extracted information is a starting point rather than a warranty.
A review list by document
- Invoice or estimate: correct customer, currency, lines, quantities, discounts, CABYS, taxes, due date, and terms.
- Bill: vendor, source number, dates, currency, duplicate check, tax breakdown, and account or category.
- Journal entry: date, description, support, accounts, balanced debits and credits, open period, and business reason.
- Recurring invoice: frequency, next date, end condition, customer, amount, and whether the service remains active.
A reviewer needs to understand the transaction, not merely check complete fields. An entry can balance and remain conceptually wrong. An invoice can add up and use an unsuitable CABYS. A schedule can repeat a cancelled contract. Technical validation catches part of the problem; commercial and accounting knowledge catches the rest.
Permissions, approvals, and evidence
Separate permission to request a draft from authority to perform the final action when risk requires it. Preserve who requested, what was proposed, and who approved. High amounts, missing inputs, or sensitive actions may need another review. The exact design varies by team size, but an identifiable person should remain behind each decision.
Never place passwords, signing keys, or unnecessary personal data in an instruction. Use documents and permissions managed for that company. In a multi-company environment, confirm the active entity before drafting. A flawless document prepared for the wrong legal company remains a serious error.
How to test the workflow
Choose five recent cases: one simple, one discounted, one foreign-currency, one incomplete, and one the assistant should refuse or question. Compare each draft with the known final document. Note useful questions, fields requiring correction, and moments where the team must stop. This shows whether preparation improves without moving mistakes into approval.
The useful measure is not how many documents AI wrote. Watch time to a reviewable draft, corrections by field, avoided duplicates, and errors caught before issue. Improve catalog data or instructions when the same field always changes. A clarifying question is often a strength; a few seconds cost less than a credit note or reversed entry.
Tario combines information queries with draft workflows so a conversation can produce reviewable work. People retain the final word. The division is practical: software searches, structures, and proposes, while the team confirms counterparties, accounting treatment, and consequences. AI helps when mechanical work gets shorter without making responsibility invisible.