Every week, supplier invoices and expense receipts pile up in the inbox, and someone has to type them into the accounts one by one. This application reads the document and prepares the entry for you, in a few seconds.
Who the application is for
For business owners, accountants and office managers who regularly receive supplier invoices or expense receipts as a PDF or a photo, and who want to spend less time typing them in by hand, line after line, so they can focus on checking the figures rather than entering them.
What the application does
- Turns a PDF or photo into a draft supplier invoice or expense claim: the document is read by a vision model and converted in a few seconds.
- Looks up the supplier by VAT number, then by email, then by name, with the option to create it if unknown.
- Picks up the invoice number, invoice and due dates, currency, then each line with quantity, unit price and the VAT rate matched against your own tax rates.
- Recalculates the totals and leaves a note in the discussion thread when they do not match, so a misread figure does not go unnoticed.
- Keeps a log of every reading, with its duration, tokens consumed and status, so you can track what the scanning actually costs with the document-reading service you use.
- Lets you choose the document-reading service and vision model, using your own access key.
Day to day
- Choose the document-reading service and enter your own access key in the settings.
- Decide what happens on its own: scanning of invoices, of expense receipts, creation of unknown suppliers.
- Send the document through the purchase journal's email alias, by dragging it onto the journal, or as an attachment to an expense claim.
- Review the draft document, especially the mismatch note if the totals do not add up.
- Check the reading log to track the duration and cost of each extraction.
What the application does not do
- It never validates an invoice or expense claim: everything arrives as a draft, under your control.
- It does not provide any access key to the document-reading service: it is your own, and its cost is billed by that service, not by us.
- It does not match invoices against purchase orders or goods receipts.
Getting started
Arrange an access key with the document-reading service of your choice, and decide which documents will be read without you having to step in. The purchase journal's email alias, if it already exists, can receive invoices sent directly by your suppliers, without any further handling on your side.
Going further
To find out whether this application suits your business and how to activate it, compare the plans or write to us.