AI workflow automation for California charter schools
An AI teammate for your school's business office
Charter Insight sets up an AI teammate that takes on the repetitive work in finance, payroll, purchasing and accounts payable. Your staff review it and approve it before anything goes out.
Run by charter school finance experts at Key Charter Advisors in Sacramento. About us
1 · Before
Deadlines don't move, so the extra hours come out of the evenings
Much of a business-office month goes to assembling and checking: re-keying the ledger into templates, matching statements, adding up timesheets, chasing approvals and keying invoices. The work needs care, and it leaves little time for the questions that need your judgment.
2 · The month-end close
During the close, your AI teammate does the matching and the drafting
Day 1
Picks up the general-ledger export and the bank and card statements as soon as they arrive.
Your team: Nothing. The work starts when the files arrive.
Day 2
Matches every statement line to the ledger and lists what doesn't match, with the source of each figure.
Your team: Your accountant looks at the short list of exceptions and decides each one.
Day 3
Drafts the routine accruals as an import file and stops if anything fails to tie.
Your team: Your accountant reviews the entries and posts them. The ledger stays yours.
3 · The handoff
Then it hands the finished work to your staff
It picks up the files as they arrive, runs every step, and checks the result before anyone sees it. The same approach works for payroll, purchasing and accounts payable, and for any other repetitive workflow your team runs.
Your staff review, edit and approve. Nothing is posted, submitted, sent or paid without them.
Walkthroughs
Walk through a month in four parts of the business office
Each walkthrough follows one person on your staff through a month of routine work with an AI teammate, step by step. The steps are examples. Your AI teammate can take on any repetitive workflow your team runs.
FinanceMileage claims, the month-end close, bank reconciliations, budget updates and the board report.Walk through a month in finance 
Payroll and HRChange forms, timesheet checks and the pre-payroll review, ready for approval each pay period.Walk through a pay period in payroll and HR 
PurchasingPurchase requests, budget checks, quotes and approvals, through to a purchase order.Walk through a month in purchasing 
Accounts payableInvoice intake, matching to the order and receipt, coding, approvals and the check run.Walk through a month in accounts payable
4 · The board meeting
At the board meeting, every number traces back to the ledger
The board report, the SACS statements and the dashboard come out of the same close, from the same checked numbers. When a trustee asks a question, you can show where the answer came from.
5 · After
Your staff spend more of the month on the questions that need them
The numbers agree
Each figure ties across every file, form and summary, because they all come from the same close.
Drafts arrive early
Reports and filings are drafted in hours, which leaves time to review them before the deadline.
Your team can take on more
Your staff spend their hours explaining results to the board and school leaders, and the same team can serve more.
What stays the same: Your staff still make the judgment calls and give the final approval, and your accounting system remains the system of record.
Each job adds to its notes on your school, its procedures and its past decisions, which makes the next job faster and more accurate.
Safeguards
Your team sets the limits, and your IT team can switch it off
- Your systems remain the record
- Your accounting, payroll and student information systems stay the systems of record. The workflow reads from them and prepares files for them.
- Your staff approve each important step
- Nothing is posted, submitted, sent to a school or paid until someone on your team has reviewed it.
- Your IT team controls access
- Your IT team sets up each connection with us and can turn it off. The workflow reads only what you share and cannot change the original records.
- Every output is checked
- Each output is compared against a known-good result. If a check fails, the workflow stops and reports the reason.
- Employee and student records stay with the school
- Workflows that touch employee or student records run inside the school's own environment.
Write to us about the work you'd hand off first
Send Karl Yoder a note about the recurring work that takes your team the most time, and we can talk through where to start.
