Customer support3 workflows · 25% of timeZendeskNetSuiteStripe
Billing4 workflows · 32% of timeNetSuiteBank portalExcel
Accounts payable2 workflows · 21% of timeBill.comNetSuiteGmail
Collections2 workflows · 22% of timeNetSuiteHubSpotGmail
Workflows
Every kind of work Northwind Billing does, found from recorded work. Open one to see how it is done.
11 workflows 232 h a week
WorkflowTeamsPeopleHours a weekCan it be automated?
Match incoming paymentsBilling441.56 of 7
Answer billing questionsCustomer support336.86 of 7
Chase overdue invoicesCollections333.16 of 7
Approve vendor billsAccounts payable329.45 of 7
Send the month’s invoicesBilling222.66 of 7
Resolve invoice disputesBillingCustomer support418.23 of 7
Close the monthBillingAccounts payable414.33 of 7
Set up payment plansCollections211.74 of 7
Issue a refundCustomer support29.65 of 7
Update billing detailsCustomer support37.96 of 7
Pay vendorsAccounts payable26.45 of 7
Company map / Billing / Match incoming payments
Match incoming payments
Build automation
When a payment lands in the bank account, Billing finds the invoice it pays and applies it in NetSuite. Four people, most mornings.
Hours a week
41.5
People
4
Finished examples
1,180
Per payment
2.1 min
Steps 5 steps, as people actually do themShare of time
1Download the day’s bank statementBank portal8%
2Find the invoice each payment is forNetSuiteExcel46%
3Apply the paymentNetSuite24%
4Flag payments with no matchExcel14%
5Post the day’s summarySlack8%
Hours a week last 6 weeks
Can it be automated? 6 of 7
Rule-based decisions
Digital inputs
Enough volume
Stable process
Clear finished state
Systems can be reached
Low risk if wrongA wrong match changes a customer’s balance
Exceptions seen in recorded work
Partial payment14%
No remittance details9%
Combined payment6%
1
Install
A small desktop app, installed in about three minutes per employee. It runs in the background. No interviews, no timesheets, nothing asked of your employees.
2
Capture
It records the work as it happens: each step, in each app your teams use.
3
Filter
Private data is automatically discarded, and you can limit what is observed with exclusions. Subliminal analyses how work gets done, not individual performance.
4
Map
From the recordings Subliminal maps your company’s workflows: their steps, tools, inputs, outputs and exceptions.
What you have at the end
Workflow map
Every workflow, ranked by the time it takes and how ready it is to automate.
Each workflow, step by step
Open a workflow and see the steps your team really takes.
Wiki
How each job is done, written from the recorded work.
MCP server
Gives AI assistants such as Claude and ChatGPT the context of how your company works.
02 / 03Develop
Turns a workflow into a proven automation
Subliminal builds an automation from the way your team already does the work, tests it on real past cases it has never seen, then runs it quietly beside your team until its answers match theirs.
NNorthwind BillingSearch⌘K
Automations / Match incoming payments
Match incoming payments
Build
Held-out test
Shadow
Live
The automation from 1,180 finished examples
1Read the day’s bank statementEvery credit, with payer and referenceBank portal
2Find the invoice each payment is forReference first, then amount and customer within $0.50NetSuite
3Apply the paymentOnly when exactly one open invoice matchesNetSuite
4Hand over what doesn’t matchPartial, combined and unreferenced paymentsBilling lead
5Post the day’s summary#billing, by 9:30Slack
Hands over the exceptions Discover found: Partial paymentNo remittance detailsCombined payment
Replica apps rebuilt from recordings
Bank portalStatement download
NetSuiteInvoices, payments, customers
ExcelUnmatched list
Slack#billing
1,180 of 1,180 recorded examples replay end to end
Run held-out test
240 payments it never saw held out of everything it was built from
Same end state as your team
0
Handed to a person
0
Different
0
Right when it acts
—%
Running…
Payment 0917 $3,120.00 · Orchard Foods
Automation
Applied to INV-20377Marked paid
Your team
Applied to INV-20377Marked paid
Answered before seeing what your team did
Start shadowing
Shadowing
Day 6 of 10
Payments shadowed
622
Same result
98.9%
Time per payment
9 s, was 2.1 min
This morning its answer is sealed before your team acts, then compared
Subliminal builds the automation from the way your team already does the work. People stay on the steps where they matter.
2
Test on past cases
The automation runs on real past cases it has never seen. Each answer is checked against what your team did.
3
Learn from misses
When an answer differs from your team’s, Subliminal finds the rule that was missing, adds it, and runs the cases again.
4
Run beside your team
It then runs quietly beside your team on live work, changing nothing, until its answers match theirs.
Sample case
When it gets one wrong, it learns why
First run: 1 of 24 sample cases differsAfter the rule: all 24 match
1An $8,400 invoice from a cloud supplier arrives.
2Your team sent it to the IT budget owner.
3The automation sends it to Finance.No match
4Subliminal adds the missing rule: over $5,000, the invoice goes to the budget owner.
5The case runs again, and the automation sends it to the IT budget owner.Match
03 / 03Deploy
Puts the automation to work, under your rules
It goes live only on your team’s green light, runs inside the rules you set, and hands anything unusual to a person. Every run is on the record, so you can see what it did and the hours it gave back.
NNorthwind BillingSearch⌘K
Automations / Match incoming payments
Match incoming payments Live
Pause
Runs, last 7 days
7
Payments applied
338
Handed to a person
5.1%
Average run
6 min
Applications what it may use, and how
Bank portalReadDownload the day’s statementCredentials set
NetSuiteRead and writeApply payments to open invoicesCredentials set
SlackWritePost the summary in #billingCredentials set
Every weekday at 08:45 ET, when the bank statement is ready
Stops for a person
A payment that matches more than one invoice, or is over $25,000
Runs in
Northwind’s own AWS account, us-east-1
Time limit
10 minutes a run
Match incoming payments / Today 08:45
Run 0412 Running
Take over
LiveNetSuite · Customer payment08:47:05
Customer payment
InvoiceDueAmount due
INV-2050210/31/202626,300.00
INV-2051111/07/202615,500.00
INV-2053911/21/20269,240.00
To apply 41,800.00Unapplied 0.00Save
Activity
08:45:02Opened today’s statementBank portal
08:45:19Found 46 credits to matchBank portal
08:46:11Applied $8,420.00 to INV-20418NetSuite
08:46:38Applied $3,120.00 to INV-20377NetSuite
Needs a person
$41,800.00 from Calder Industrial covers INV-20502 and INV-20511 together. Apply it across both?
ApproveApprovedReject
08:49:20 Applied across both invoices
Automations
Everything running at Northwind Billing, and what it has given back.
Given back this month
418 hours
Against the same work recorded before go-live
Runs finished, last 30 days On its own A person stepped in Failed
AutomationStatusRuns, 7 daysSuccessGiven back
Match incoming paymentsBillingLive799.1%164 h
Chase overdue invoicesCollectionsLive3597.8%131 h
Answer billing questionsCustomer supportLive41296.4%123 h
Approve vendor billsAccounts payableStaging———
The bank portal changed its statement layout on Tuesday. Match incoming payments handed those runs to Billing and is back in Discover to learn the new layout.
You set the rules
You decide where the automation stops and who it hands the work to.
Sample rules
Over $5,000→goes toBudget owner
Not sure→goes toAP lead
Release payments→goes toNever
Every run is on the record
You can open any case and see each step the automation took.
Sample record, invoice INV-20931
Matched to purchase order
Coded to IT
Over $5,000: sent to budget owner
Approved by budget owner
You see the hours it gives back
The time each case takes is measured before and after the automation.
Sample measure, time per invoice
Before
4.9 min
Now
2 min
Two weeks, at no cost
In the first two weeks we install Subliminal, map your work and show where automation saves the most. After that, we only take a share of the value we create.