Introducing Collect, Scan & Reconcile

Document collection is the most time-consuming, yet least visible, part of month-end close. Work that happens over email, across threads, tracked in spreadsheets, with no reliable picture of what's still outstanding.

Mimo Associate fixes that. Here's how.

A live list of everything outstanding

Mimo Associate connects directly to your client's Xero bank feeds and builds a real-time list of every unreconciled transaction that still needs a document.

It filters automatically: internal transfers, lines that are green-matched but not yet reconciled, transactions that don't require documentation. As documents arrive and transactions are reconciled, lines drop off in real time. What's left is exactly what you need to chase, and nothing else.

No exports, no cross-referencing. The list is always up to date.

Automated document requests, sent under your firm's brand

Once you know what's outstanding, Mimo Associate handles the asking.

Set up automated request emails that go out on whatever cadence works for each client, e.g. weekly or bi-weekly for missing transaction documents, monthly or quarterly for recurring items like bank statements. Each email is automatically populated with the live outstanding list for that recipient, sent under your firm's branding, with the client manager's contact card included.

You write the message once. Mimo Associate sends it on schedule, to the right people, every time. No manual email drafting, no chasing across different threads for different clients.

One experience for clients, zero friction

Once a client receives the email listing everything that's been requested, they can:

• Reply and attach documents directly

• Log into their own Mimo client portal to see all outstanding items

• Click a link and bulk-upload against all requests

When a document arrives, Mimo Associate automatically scans it and matches it to the correct bank statement line, based on date, reference and amount. The open list updates the moment a document is received or a transaction is reconciled in Xero.

"The fact that the client has one portal that they can log onto, update, upload all of their information and communicate with us through there, but it's still being a personalised experience, really solves a pain point." - Anya, Supervisor, PM+M

AI that reads the invoice, not just the image - and already knows your clients

Most scanning tools require you to set up supplier rules, manually telling the system how to categorise invoices from each supplier, and updating those rules every time something changes. Associate needs none of that.

Instead of rules, Mimo Associate uses your client's Xero history as its source of truth. Every invoice that's been published and every journal entry that's been posted, regardless of if you used Mimo to do so, is the context Mimo Associate learns from. From day one, it already knows how your client's books work. No setup, no configuration, no rules to maintain.

If an invoice covers a period beyond the current month, such as an annual insurance, a software subscription or a professional services retainer, Mimo Associate identifies it and proposes the appropriate prepayment journals for your team to review and approve.

Because this happens as documents come in throughout the month, rather than at the close, your team can start working on the tasks that usually happens at month-end close early, spreading the work instead of facing it all at once.

Over time, the AI learns your clients' patterns: how invoices are typically structured, which suppliers recur, where miscodings have happened before. Accuracy improves without any manual configuration.

What this changes for your team

The firms that have moved onto Mimo Associate typically save several hours per client per month.

• No more exporting unreconciled transaction lists from Xero

• No more drafting and tracking document requests across email threads, calls or WhatsApp chats

• No more manually sorting and matching uploaded files to bank lines

• No more setting up or maintaining supplier rules

• No more hunting for prepayments at month-end; they're flagged as documents come in

Your team sees exactly what's outstanding, at all times. Clients have a clear view of what they need to share and one simple way to respond. And the AI does the work of reading, matching, and flagging so your team can focus on what requires their judgment.

Collect, Scan & Reconcile is live in Mimo Associate. Book a demo or use the chat bubble to speak with the team and get started.