Accounting and bookkeeping

Client documents collected, read and ready for the bookkeeper

An accounting office gets one place where clients hand in documents, an AI step that reads them, and a bookkeeper who confirms before anything is posted.

Accounting office, 10 people

Invoice read automatically

Incoming invoice 0412.pdf

Client portal · uploaded this morning

Fields are read from the document and compared with the supplier record before a bookkeeper sees it.

Dobavljač d.o.o. Supplier
0412 Invoice number
In 15 days Due date
Standard rate, matches the lines VAT

IBAN differs from the supplier record. A bookkeeper must check it.

Tools we typically use: Next.js, PostgreSQL, Claude or GPT models, n8n, Microsoft 365 or Google Workspace, Your accounting software
Services involved: AI integrations, Business automation, Custom software

The build at a glance

3intake channels joined into one queue

1bookkeeper confirmation before posting

2automatic reminders per missing document

1monthly report per client

The sector

An accounting office works to deadlines it does not set, with documents it does not control.

Each client sends invoices, statements and contracts in their own way and at their own pace. Before any bookkeeping starts, somebody has to collect the documents, check that nothing is missing and key the data in. That preparation takes a large share of the month and repeats in every period.

Where the time goes

Documents arrived by email, through messaging apps and on paper. Bookkeepers kept their own lists of who had sent what and reminded clients by hand as the deadline approached. Every invoice was typed into the accounting software field by field. The days before a deadline were spent chasing documents, and the monthly overview for each client was assembled from exports whenever there was time.

Documents arrive through several channels and get lost between them
Clients are reminded by hand, one by one
Invoice data is retyped from PDFs and scans
Client reports are built manually and often late

One system around how the work is done

Documents waiting for review

Incoming invoice, office suppliesPortal08:14
Bank statement, current accountEmail08:40
Incoming invoice, bank account changedPortal09:02
Travel order with receiptsScan09:25

01
A client portal where each client uploads documents or forwards them to a dedicated address, with a checklist of what is expected for the period
02
An AI step that reads invoices and statements, extracts the fields and marks anything it is unsure of
03
Checks against the client’s records: supplier, tax number, bank account, duplicate invoice numbers
04
A review queue where a bookkeeper confirms or corrects each document before it is sent to the accounting software
05
Automatic reminders to clients for documents that are still missing, stopped as soon as they arrive
06
A monthly report per client, assembled from the posted data and sent after the bookkeeper approves it

How the project runs

Four steps, one process at a time

01
Map the process
We follow the documents of two or three clients through a full month, from arrival to posting, and note where they wait.
02
Pilot one process
Incoming invoices for a handful of clients go through the new intake first, with every extracted field checked by a bookkeeper.
03
Extend
Statements and other document types follow, then reminders, the client checklist and the monthly report.
04
Care
We watch the accuracy of the reading, adjust it for new document layouts and follow changes in the rules the office works under.

What changes for the team

Each client has one place to hand in documents and see what is outstanding
Bookkeepers confirm extracted data instead of keying it in
Anything unusual, such as a changed bank account, is flagged before posting
Monthly reports go out on a schedule, after a bookkeeper has approved them

Documents arrive in one queue, already read, and the bookkeeper’s work starts with checking instead of typing. Clients see what is still missing without being phoned. The decision on every posting stays with a person.

A composite scenario based on typical projects in this sector. It does not describe a named client, and the sample data is illustrative.

The same working day, before and after

What a few ordinary moments look like once the system is in daily use.

BeforeAfter

A client sends invoicesThey arrive as photos and attachments across email and chat, and someone sorts them by hand.The client hands them in through one portal and each document lands in that client’s folder.

An invoice is enteredA bookkeeper types supplier, date, amounts and tax from the document.The fields are read and filled in, and the bookkeeper confirms or corrects them before posting.

A document is missingThe bookkeeper notices near the deadline and writes to the client.The client gets a reminder listing exactly what is still missing.

Something on a document is unclearIt is entered as best guessed and questioned later.The line is flagged for the bookkeeper and nothing is posted until it is resolved.

The monthly reportFigures are copied into a spreadsheet and formatted for each client.The report is assembled from posted data and the accountant reviews it before it goes out.

Questions from this sector

Does this replace our accounting software?

No. Posting, tax reporting and everything regulated stay in the accounting software you already use. What we build collects and reads documents and prepares them for it.

What if the AI reads a document wrong?

Every document is confirmed by a bookkeeper before anything is posted. Fields the model is unsure about are flagged, and the original is always shown next to the extracted data.

Where are our clients’ documents stored?

In storage that belongs to your office, with access you control. We agree with you which AI provider is used and under what data terms before any client document is processed.

Will our clients have to learn a new tool?

They get a simple page where they upload or forward documents, and reminders that say what is missing. Clients who prefer email can keep forwarding to a dedicated address.

How do we start?

With one document type, usually incoming invoices, for a handful of clients. Once the bookkeepers trust the reading, we add other documents and the rest of the clients.