Barbara and the Cleva team
Bots that do the admin.You stay in control.
You message Barbara on WhatsApp. She handles your invoices herself and brings in the right specialist for credit control, customer statements, credit checks and reporting.
Barbara · Invoices
Photo in. Xero draft out.
Anyone on your team photographs a supplier invoice and sends it to Barbara. She reads it, checks it isn't a duplicate, drafts the bill in Xero with the invoice attached, and sends it to your approver with Approve and Reject buttons.
Approvers can ask her things too: what you owe a supplier, who's overdue, what's waiting.
Cleva · finance assistant
£1,240.00 inc VAT, due 31 Oct.
Draft is in Xero.
Barbara · Company watch · Free
Know when a customer or supplier is in trouble.
Barbara matches the customers and suppliers in your Xero to Companies House and checks each one every day. If one goes into liquidation or administration, is being struck off, files late or changes directors, your approvers get an email saying what it means for you: how much they owe you, and what to do next.
It comes free with every Barbara plan. It's an early warning from the public register, not a credit check. For a full credit report, there's Victor.
Company watch · Acme Plumbing Ltd
Northside Builders Ltd is now in liquidation
Customer · owes you £8,420.50
Harbour Lettings Ltd is late filing its accounts
Customer · owes you £2,100.00
Pipeworks Direct Ltd: new director
Supplier · you owe £640.00
Barry, Dennis and Barbara · Reports
Month-end reports, straight from Xero.
Ask on WhatsApp for a management pack, profit and loss, balance sheet, aged debtors or creditors, overheads, a month-end check or what you spent on anything. You get the headline in the chat and the full report on one tap: print it, save it as a PDF or download it for Excel.
Directors get the management pack by email on the 7th of every month, and Barry reminds them before VAT, PAYE, Companies House and corporation tax deadlines.
WhatsApp · Acme Plumbing Ltd
You: management pack for September
Management pack · September: income £84,200, net profit £12,640 (year to date £61,300). Customers owe £38,900; you owe £21,450.
Open report · print, PDF or Excel
You: spend on fuel last month
Spend on fuel · September: £2,318 net. Biggest: Shell £1,402, BP £611.
Open report
How it works
Set up once. Approve on WhatsApp.
Connect to Xero and add your team
Each person gets an invite with a one-tap WhatsApp link and a join code. Barbara knows who they are and what they're allowed to do.
Send invoices your way
Photos and PDFs on WhatsApp, forward supplier emails to your own Cleva address, or connect your Outlook inbox and Barbara picks invoices up herself.
Approve in one tap
Drafts arrive with the amounts checked and the original attached. Approve, reject, or open the draft in Xero.
Use Outlook?
Connect your inbox. Barbara picks invoices up herself.
Connect the Outlook inbox your suppliers already send invoices to (Microsoft 365, including a shared accounts@ mailbox). Barbara checks it every few minutes and drafts each supplier invoice in Xero, with no forwarding and nothing to change for your suppliers.
Using Gmail? Set up a forwarding filter to your Cleva address instead. How
- Two-minute set-up: sign in with Microsoft in the Cleva app
- Only reads emails with attachments, and acts only on invoices, credit notes and statements
- Pick up invoices already waiting: choose a start date up to 55 days back
- Never sends or deletes anything
- Optional: tag or file emails once they're in Xero, so your team can see what's done
See it in action
Barbara in 50 seconds
Send an invoice, approve it with one tap, ask what you owe, and meet the rest of the team. All in one WhatsApp chat, and nothing is paid without you.
No sound needed: the captions tell the story.
The team
One contact. A whole back office behind her.
Barbara, Barry, Dennis, Emily, Victor and Sarah are live today, and the rest of the team joins one by one, and each works through the same WhatsApp chat, so there's nothing new to learn.
Finance
- Live
Barbara · Team lead · Invoices
Your first contact on WhatsApp. Turns supplier invoices into Xero draft bills, gets them approved, and answers money questions. Hands specialist work to the team.
From £19 a month, priced by invoices. Most of the team builds on her.
- Join the waitlist
Olive · Suppliers
Sets up new suppliers from a WhatsApp chat and proposes payment runs with the bank file ready for you to release.
- Live
Dennis · Credit control
Builds a daily list of customers to chase, tracks every chase and promise to pay, matches remittances to your invoices, checks supplier statements against Xero, and reports aged debtors and how long customers take to pay.
£29 a month · needs Barbara
- Live
Victor · Credit checks
Checks new customers’ credit before you trade, suggests a credit limit and warns you if a customer’s score drops.
£29 a month with Barbara, or £49 on his own (no Barbara needed) · 3 checks a month
- Live
Emily · Customers
Gets new customers to fill in their details, checks them and sets them up in Xero, then sends every customer with a balance a statement each month.
£29 a month · needs Barbara
- Join the waitlist
Penny · New starters
Gets new employees to send their payroll details on WhatsApp and sets them up in payroll once you approve.
- Live
Barry · Reporting
Monthly management packs, profit and loss, balance sheet and overheads from Xero, a one-page Monday report, and reminders before Companies House, VAT, PAYE, MTD and corporation tax deadlines.
£29 a month · needs Barbara
Growth
- Live
Sarah · Front desk
Answers your customers on WhatsApp and on your website, day and night, from your prices, hours and answers. Takes the job details, books quote visits and passes every lead to you.
£29 a month with Barbara, £39 on her own (no Barbara needed), or in Everybot
- Join the waitlist
Laura · SEO
Audits your website weekly, fixes on-page issues and drafts articles for searches you can win.
- Join the waitlist
Margaret · Marketing
Turns your jobs, photos and news into LinkedIn posts and a monthly newsletter.
Your Cleva address
Suppliers can email Barbara too
Every company gets its own address. Give it to suppliers, or set a forwarding rule on your accounts inbox, and invoices join the same approval queue. Or connect your Outlook (Microsoft 365) inbox and Barbara checks it every few minutes, acting only on invoices, credit notes and statements.
[email protected]Safe by design
Built for people who sign off the money
- Every bill starts as a draft in Xero
- Barbara never pays, moves money or changes bank details
- Each person only sees what their role allows
- Duplicates are caught before they're drafted
- Works with forwarding rules, or connect your Outlook inbox directly
- Your data is never used to train AI models
Questions
Do my staff need to install anything?
No. Barbara is a normal WhatsApp contact. Staff join by tapping the link in their invite.
What if Barbara reads an invoice wrong?
Every bill starts as a draft and comes to an approver first. Barbara flags low-confidence reads and asks when something is unreadable.
Which accounting software?
Xero, today.
Is Barbara a real person?
No. Barbara and her team are AI assistants run by Cleva, and they'll tell you so if you ask.
* Pricing details
- Prices are per company, per month. Pay yearly and get 2 months free.
- Busy month? Barbara tells your Director at 80% of your plan and keeps working up to 120%, so nothing stops without warning.
- Add to Barbara, £29 a month each: Barry (reporting), Dennis (credit control, remittances and supplier statements), Emily (new customers and customer statements) and Victor (credit checks, 3 a month).
- Expenses, £19 a month: staff claim expenses by sending receipts to Barbara.
- Everybot, £149 a month: Barbara (100 invoices), every live bot, Expenses and 5 credit checks a month. £50 more for 400 invoices, £150 more for 1,500.
- Just credit checks? Victor on his own is £49 a month for 3 checks, no Barbara needed.
- Sarah, the front desk: £29 a month added to Barbara, or £39 on her own. Included in Everybot.
- Extra credit checks: £10 each, or save with packs: 10 for £85, 25 for £175, 50 for £300.
- Coming soon: Olive (suppliers) and Penny (new starters).