Use case · Finance and admin
Supplier invoices read, matched and ready to post
Supplier invoices arrive as PDFs by email and somebody types every one into the accounting system. We read them automatically, match them to what was ordered and send only the exceptions to a person.
Invoice read
Invoice 2024-1187
- Dobavljač Plus d.o.o. Supplier
- PO-3381 Purchase order
- 3 of 3 Lines matched
- In 30 days Due date
Above the approval limit. Sent to Maja.
How you know you have this problem
Invoices are typed in by hand from PDFs
Approvals happen by forwarding emails and waiting
Nobody is sure whether an invoice has already been entered
Month-end is spent chasing missing invoices
What we build
How it works once it is running
- 01
Collect
Invoices sent to the accounts inbox, uploaded to a folder or received as e-invoices are picked up in one place.
- 02
Read
An AI step reads supplier, numbers, dates, lines and tax. Each field carries a confidence mark, and low-confidence fields go to a person.
- 03
Match and check
The invoice is compared with the purchase order and the goods received, and checked against earlier invoices to catch duplicates.
- 04
Approve and post
Invoices inside your rules are prepared for posting; the rest go to the right approver. Nothing is paid without a person signing off.
What you get
- Invoices captured from every channel into one queue
- Read data with the original document beside it
- Matching against orders and a duplicate check
- An approval path with a record of who approved what
What we need from you
Access to the accounts inbox and your accounting or ERP system
Your approval rules and limits
A sample of past invoices from your regular suppliers
A person from finance to review the first runs with us
Questions about this use case
How accurate is the reading?
It depends on the documents, so we test on your own invoices before promising anything. The design assumes it will sometimes be wrong: uncertain fields are flagged and a person confirms them.
Does this work with Croatian e-invoices?
Structured e-invoices are easier than PDFs because the data is already in fields. We handle both in the same queue, so finance has one place to look.
Will it post to our accounting software?
If the software has an import or an interface, yes. If it does not, we prepare the data in the format it accepts, and your accountant imports it in one step.
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Prefer to read first? See examples