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Illustrative example

An accounting office with 8 bookkeepers

Supplier invoices read, checked and queued for approval

Invoices that arrive as PDFs are read automatically, checked against the client’s records and handed to a bookkeeper to confirm.

Invoice read automatically

Invoice 2024-0412.pdf

Accounts inbox · PDF attachment

Fields are read from the document and compared with the supplier record before anything is posted.

  • Uredski materijal d.o.o. Supplier
  • 2024-0412 Invoice number
  • In 15 days Due date
  • Standard rate, matches the lines VAT

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

Typical stack
n8n, Claude or GPT models, Gmail/Outlook, your accounting software, PostgreSQL

The situation

Clients send supplier invoices by email, as PDFs, scans and sometimes photos.

Bookkeepers open each one and key the supplier, amounts, VAT and due date into the accounting software. The work is repetitive, it peaks at month end, and typing mistakes are found late. Documents from different clients arrive in the same inbox and have to be sorted by hand.

What we would build

  1. 01

    A dedicated intake address per client, so each document is filed to the right client on arrival

  2. 02

    Document reading that extracts supplier, invoice number, dates, lines, VAT and bank details from PDFs and scans

  3. 03

    Checks against the supplier record: duplicates, a changed bank account, totals that do not add up

  4. 04

    A review queue where the bookkeeper sees the document next to the extracted fields and confirms or corrects them

  5. 05

    Posting to the accounting software only after confirmation, with the original document attached

What changes

  • Bookkeepers check and confirm instead of typing
  • Anything unusual is flagged before it is posted, not found at reconciliation
  • Every booked invoice has its source document attached
  • Month end is spread out, because documents are processed as they arrive

Use cases in this example

Finance and adminAI integrationsBusiness automation

Supplier invoices read, matched and ready to post

Incoming invoices are read, matched to purchase orders and sent for approval before they reach the books.

Open use case Finance and adminAI integrationsBusiness automation

Data out of documents, into your systems

Contracts, forms, delivery notes and statements are read and their data placed where it is needed.

Open use case

More examples

Illustrative exampleA 12-person furniture wholesalerFrom enquiry to a drafted quote, without retypingEnquiries from the website and email land in the CRM, and a quote draft with current prices waits for the salesperson.Business automationCRM implementationOpen example Illustrative exampleAn online store with a small warehouse teamWebshop orders that reach the warehouse on their ownA paid order becomes a picking task, stock is updated in both systems, and the customer gets tracking without anyone copying data.Business automationERP and business systemsOpen example Illustrative exampleA 20-person facility services companyA CRM the sales team actually keeps up to dateOne pipeline shaped around how the company sells, with follow-ups that remind themselves and a weekly report nobody has to assemble.CRM implementationBusiness automationOpen example

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