Service
Documents from email into the accounting system
Supplier invoices, goods receipts and payments from PDF and Excel become documents without typing.
Who it is for
Companies with dozens of suppliers, whose invoices, goods receipts, payments and price lists arrive by email while an accountant or an operator types them into the accounting system by hand. Wholesale and retail alike: a supplier's invoice looks the same no matter who you sell to.
What hurts
A supplier's invoice arrives by email as a PDF or an Excel file. Someone opens it, creates a document, types the items, the quantities, the prices, checks the total. An hour or two a day, and errors in the numbers. And the main thing: the document appears in the books when someone got round to it, not when it arrived. In a shop the suppliers' price lists come on top: a new price list once a week means someone re-typing purchase prices and then recalculating retail ones.
What we do
- The mailbox reads itself: each email is classified — invoice, goods receipt, payment or "not a document".
- The attachment is parsed: PDF, Excel, or a table in the body of the email.
- A draft of the right document appears in the accounting system, with the counterparty, the items and the totals.
- A supplier's price list from an email updates purchase prices in the accounting system by article number, and retail prices are recalculated by your markup rule.
- The operator checks it and posts it. Anything unrecognised is parked for review instead of being lost.
- The email, the document in the accounting system and the file in the archive are linked to each other: finding any of them a year later takes a second.
What you get
Checking instead of typing. Documents appear in the books a minute after the email rather than a day later. Balances with suppliers are accurate today, not after the month is closed.
What it plugs into: email (IMAP, Gmail, Microsoft 365), PDF and Excel, accounting systems — 1C / BAS and others
Discuss a taskFAQ
Questions we hear most often
- Every supplier's invoice looks different. How does the system read them?
- Each regular supplier gets its own parser, set up once. New or non-standard emails are never posted blind: they are parked for review, and the operator sees them as a separate list.
- What if it reads something wrong?
- That is exactly why it is a draft and not a posted document. The operator sees the email, the attachment and the draft side by side, checks it and posts it. Checking is a minute; typing is ten.
- Our suppliers send new price lists every week and we re-type the prices by hand.
- A price list is a document from an email too: it is parsed the same way, purchase prices are updated in the accounting system by article number, and the retail price is recalculated by your markup rule. Items you do not carry are shown as a separate list rather than added by themselves.
- Does this only work with invoices?
- Invoices, goods receipts, payments, acts. The rule is one and the same: email → classification → parsing → draft. Document types are added as needed.
- Is this artificial intelligence?
- Partly: classifying the emails and parsing non-standard attachments. Where the format is known, ordinary rules do the work — they are cheaper, faster and predictable, so if a supplier changes their format you see it at once instead of "something seems off".