Bills and receipts booked the day they arrive. Nobody types.
Send a photo, drop a file, or let the inbox feed the queue. The numbers are read, checked and booked.
Receipts and invoices arrive as photos, PDFs and screenshots, from many people, through many channels. Someone has to type the numbers in, check for duplicates, find the right supplier, and get approval.
One document, two ways.
Nine steps. The AI reads, plain code checks, and at five points a person can step in: unclear document, possible duplicate, unknown supplier, new supplier, final approval.
01 — THE NORMAL WAY
- Open the photo or PDF and find the page with the actual invoice.≈ 30 SEC
- Type supplier, date, net, tax and total into the accounting tool.1 TO 2 MIN
- Check that the totals add up and the tax rate is right.≈ 30 SEC
- Search whether the same invoice was already booked.≈ 30 SEC
- Find the supplier in the list, or create it, then ask for approval.≈ 1 MIN
PER DOCUMENT, BY HAND
3 TO 5 MINUTES
02 — WITH THE SYSTEM
- A document arrives: a photo to the chat bot, a file dropped on the dashboard, or from the inbox.CODE
- The system checks which page or photo is the real invoice. A person is asked if it is unclear.AIA PERSON
- Supplier, date, net, tax and total are read into fixed fields.AI
- Plain rules check that the dates make sense, the totals add up and the tax rate is valid.CODE
- Was the same invoice already booked? The system looks. A possible duplicate waits for a person.CODEA PERSON
- The supplier is matched to your list. An unknown or new supplier waits for a person.CODEA PERSON
- Bank details and the tax number are checked.CODE
- Final approval. Nothing is booked without it.A PERSON
- Approved records go into your accounting tool.CODE
A PERSON KEEPS THE FINAL SAY
5 POINTS TO STEP IN
03 — THE NUMBERS
What it does, and what it costs to run.
- Steps in the process
- 9
- Points where a person can step in
- 5
- Ways to send a document in
- 3
- Running cost of the servers
- from about $6 to about $0.30 per month
- AI cost per document
- about 1 to 2 centsESTIMATEAssumes a two-page document, read at high detail, with a mid-size model.
- Test files
- 146
THE SAME WORK BY HAND
Three to five minutes per document, about $1.75 to $2.90 per document at $35 an hour. With the system the AI reads a document for about 1 to 2 cents, and a person spends time only at the five points where the system asks. The typing hours go back to the team, and a person keeps the final say.
ASSUMPTIONS · LABOUR $35 PER HOUR · 3 TO 5 MINUTES PER DOCUMENT BY HAND · AI COST IS AN ESTIMATE FOR A TWO-PAGE DOCUMENT READ AT HIGH DETAIL WITH A MID-SIZE MODEL
We changed the industry and some details to keep the real business private. The numbers are from the real system, which we run for our own ventures and clients. The AI cost per document is an estimate; the assumptions are shown.
04 — THE SCREEN A PERSON USES
The review screen.
The document on the left, the fields the AI read on the right, and every check the code ran next to each one. Approve, fix, or mark it as a duplicate. That is the whole job.
NO COST · NO COMMITMENT
What arrives at your company as photos and PDFs?
Tell us one task you do by hand every week. The next working day you get an email from Fabio with a few ways to make it faster, and an offer to talk through how we would build it. No cost, no commitment.