A project can appear ready to move forward while its payment administration still needs attention. Maya Collins, the AI Finance Coordinator in Plan@Job, helps the operator prepare deposit and overdue-payment actions for review.
Maya's work is finance administration within the job workflow. She does not move money, choose prices or provide a replacement for the qualified accounting advice a business may need.
When a deposit action is appropriate
The workflow requires the relevant agreed-price and subcontractor-acceptance conditions before preparing a deposit action. The operator chooses its deposit percentage through the available settings. Maya does not infer a new price from an attachment or choose a deposit rate herself.
The resulting action goes to the responsible person for approval. Preparing an action, issuing an invoice and receiving a payment are different events. Keep them distinct when reviewing the job's status.
Follow-ups that remain reviewable
Maya can prepare follow-ups for an unpaid deposit and an overdue invoice when the conditions are met. Financial messages to the client need approval. The operator can review the context and decide whether the message is appropriate before it proceeds.
This matters when a customer has already replied, a commercial discussion is continuing or the team needs to reconcile a payment. An automated suggestion should support that review, not hide the decision inside an activity count.
Example: accepted work, deposit still to arrange
Consider a fictional job where the subcontractor has accepted and the agreed client price has been recorded. The operator's deposit setting is in place. Maya prepares a deposit action for review.
The supervisor checks the job, amount and commercial context before approving the next step. If a deposit is later paid, that records the deposit; it does not by itself establish that the work is complete or the final account has been settled.
The example explains the sequence, not a guarantee that a payment will arrive or that a subcontractor should be booked immediately.
Configure the finance role
Open AI staff from the operator account and review Maya's remit. Appoint the supervisor, review the deposit setting where appropriate and understand the approval flow before putting the colleague on duty.
Finance uses fixed financial rules. The writing-style playbooks available for other colleagues do not change those rules. Review current account access and usage terms rather than assuming every role has a separate advertised price.
What to monitor
A useful review looks at the actions awaiting approval, ones completed, ones rejected and ones that failed. Check whether the team has a clearer picture of what needs attention. Message volume alone says little about whether the finance administration is better.
Common questions
Can Maya take a payment or send a transfer?
No. This role does not move money.
Can Maya set our prices?
No. Your team controls the agreed price and deposit percentage. The workflow uses recorded information and configured settings.
Does Maya handle tenant rent collection?
The finance role described here concerns project deposits and invoices. Rent Book is a separate property-management workflow for tracking and reconciling rent records. It does not mean Maya collects rent by Direct Debit.
Review Maya's role and choose the supervisor who should review financial actions in your business.