Solutions
Invoice processing automation that reads the PDF so your team does not retype it.
Supplier invoices arrive as PDFs in a shared inbox. Agents read each one, check it against the purchase order, and create a draft bill in your accounting tool. A person approves it before anything is paid or posted.
Problem
Retyping invoices is the job nobody chose.
Someone opens the PDF, copies the supplier, the date, the line items and the totals into the accounting tool, then checks them against the order. It is slow, and one wrong digit means a wrong payment.
The fix is not a tool that guesses. It reads the fields, checks them against the data you already hold, and stops when something does not match.
Nothing is paid or posted by the system. It prepares the draft, flags what looks wrong, and waits for a person to approve.
- Invoices retyped by hand from PDFs and email attachments
- Totals and tax checked by eye against the purchase order
- Duplicate invoices that slip through
- Month end spent chasing missing invoices
Who
Who this is for.
Teams where invoices pile up faster than anyone can type.
-
01
Finance and admin teams
Small teams handling supplier invoices alongside everything else.
-
02
Businesses with many suppliers
Different layouts from every supplier, all landing in one inbox.
-
03
Accountants and bookkeepers
Client invoices collected, read and prepared for review in one place.
-
04
Teams on a modern accounting tool
QuickBooks, Xero or any tool with an API, so drafts land where you already work.
Examples
What this looks like in practice.
Start with supplier invoices. Add the rest once it is trusted.
-
Supplier invoices from the inbox
Each PDF attachment is read as it arrives and turned into a draft bill.
-
Purchase order match
Supplier, amounts and line items checked against the order before the draft is created.
-
Duplicate and mismatch flags
An invoice seen before, or one that does not match, is flagged for a person instead of passed through.
-
Receipts and expense claims
The same reading and checking, applied to receipts once supplier invoices run smoothly.
Process
How the work runs.
Built and tested on your real invoices.
-
01
Collect samples
Recent real invoices, including the messy scans and the odd layouts.
-
02
Define the checks
Which fields matter, what they are matched against, and when the system must stop and ask.
-
03
Connect inbox and accounting
Draft bills only. Tested on past invoices before anything new runs through it.
-
04
Go live with approval
A person approves every draft. We tighten the rules by watching each mismatch.
Integrations
Wired to what you already run.
We plug in. The workflow does not wait on a new stack.
- Gmail
- Outlook
- Google Drive
- QuickBooks
- Xero
- Google Sheets
- Your ERP (via its API)
Outcomes
What changes when it ships.
-
01
No more retyping
The draft is filled in. Your team checks it instead of building it.
-
02
Mismatches caught before payment
Wrong totals and duplicates are flagged before anyone approves them.
-
03
A person approves every bill
Nothing is paid or posted without someone on your team saying yes.
-
04
A clear trail
Each invoice is linked to its draft, its checks and the person who approved it.
Studio
Other ways we can help.
Enquire
Tell us where the friction is.
Write where the work is stuck. We read it and reply. No build commitment.