Implementation BlueprintExecution layer

Totum AI Multi-Entity Bookkeeping Retainer (7-10 days)

A productized retainer that puts a client's bill capture, bank reconciliation, and monthly reporting inside one Totum AI workspace, with entries written back into their existing Tally, Zoho, or Busy ERP. Time: 7-10 days.

By InnovaAI ResearchPublished

Back Office Automation

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Blueprint

Totum AI Multi-Entity Bookkeeping Retainer (7-10 days)

A productized retainer that puts a client's bill capture, bank reconciliation, and monthly reporting inside one Totum AI workspace, with entries written back into their existing Tally, Zoho, or Busy ERP.

Prerequisites
  • Client grants read and write access to their Tally, Zoho, or Busy instance so Totum AI can post entries rather than export files
  • A named client-side approver for bills, plus the approval thresholds they want enforced before entries post
  • Document intake channels agreed up front: Gmail mailbox, WhatsApp number, or Slack workspace, since Totum AI ingests from all three
  • Agency staff trained on Totum AI chat and the company-context switcher so they can answer client questions from the correct books
  • Written confirmation from the client that Totum AI branding appears on chat and reporting surfaces, because no white-label option is published
Execution Timeline
  • 1.Create the agency's Totum AI workspace and confirm the Multi-company workspace plan at ₹4.20 monthly is active
  • 2.Connect one supported ERP (Tally, Zoho, or Busy) and run a test bill through to verify ERP-ready entries land correctly
  • 3.Record the vendor's current subscription and usage rates in the engagement file, since pricing tiers beyond the workspace plan are not published
  • 1.Connect the client's ERP to the agency workspace and switch company context to confirm the right books are being read
  • 2.Wire up the client's chosen capture channels: Gmail, WhatsApp, or Slack
  • 3.Submit one bill each as text, voice note, image, PDF, and spreadsheet to confirm all five formats extract cleanly
  • 1.Map the client's bill approval flow inside Totum AI and set who signs off before entries post
  • 2.Configure vendor reconciliation rules and run a first pass against last month's vendor ledger
  • 3.Test bank reconciliation end to end and log any transactions that still need a human decision
  • 1.Build a custom Gem for the client's monthly reporting pack so the same output regenerates each cycle
  • 2.Set up a collections Gem that drafts follow-ups on overdue receivables
  • 3.Generate a sample invoice in Totum AI and confirm numbering and tax fields match the client's ERP conventions
  • 1.Run a full parallel month: client's existing process alongside Totum AI, then diff the two ledgers
  • 2.Resolve every variance and document the cause in the client's runbook
  • 3.Confirm data encryption in transit and at rest is understood by the client's compliance contact
  • 1.Train client staff on submitting documents via WhatsApp and Slack, including what a good photo of a bill looks like
  • 2.Walk the client's approver through the review queue and the chat interface for querying their own numbers
  • 3.Hand over a one-page escalation path for anything Totum AI flags as needing review
  • 1.Publish the monthly financial summary template and schedule the first live reporting cycle
  • 2.Set the agency's internal SLA for reviewing Totum AI output before it reaches the client
  • 3.Agree the retainer scope boundary: which entities sit in the workspace and which stay outside it
  • 1.Add a second client entity to the same workspace to prove multi-company switching works under real load
  • 2.Verify receivables reporting separates correctly between entities
  • 3.Close out the engagement with a signed scope sheet and the first month's reconciled numbers
USD 510 to USD 1,400 per month per client for the agency retainer, against a Totum AI workspace cost of ₹4.20 per month plus any usage rates the vendor confirms at onboarding7-10 days
ROI Logic

The published Totum AI workspace plan is ₹4.20 monthly for multi-company chat, review, and cross-entity work, so the tool line on a retainer is close to free while the agency charges for configuration, reconciliation oversight, and reporting. The margin sits in the 12 hours of setup and 4 hours a month of review, not in the licence. Because Totum AI writes entries straight into Tally, Zoho, or Busy, the agency avoids re-keying work that would otherwise eat the retainer.

Deliverables
  • Configured Totum AI workspace with the client's ERP connected and company context switching verified
  • Documented bill approval flow and vendor reconciliation rules living inside Totum AI
  • Custom reporting Gem and collections Gem built for the client's monthly cycle
  • Parallel-run variance report comparing the client's prior ledger against Totum AI output
  • Client staff training pack covering WhatsApp, Slack, and Gmail document submission
Definition of Done

The client's month closes with Totum AI posting ERP-ready entries into Tally, Zoho, or Busy, bank and vendor reconciliation complete, and the reporting Gem delivered without the agency touching a spreadsheet.

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