Service
Documents from email into the accounting system
An invoice, a goods receipt, a payment or a price list arrives by email — the system reads the attachment and prepares the document in the books. A person checks it instead of typing it all again.
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.
The system prepares. The person checks.
Automation does not post a document it does not understand.
If the format is known, the data is parsed by rules. If the document is new or something does not add up, it goes for review.
What I 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
Instead of typing, the operator checks a ready draft. In the scenarios that have been set up, a document can appear in the accounting system within minutes of the email arriving, and the non-standard cases are visible separately straight away.
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
FAQ
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. In a typical document, checking takes about a minute instead of about ten minutes of typing by hand.
- 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 automatically.
- Does this only work with invoices?
- Invoices, goods receipts, payments, completion certificates. The rule is one and the same: email → classification → parsing → draft. Document types are added as needed.
- Is this artificial intelligence?
- Where AI genuinely helps — classifying a non-standard email, for instance — it can be used. But known formats are better handled by clear rules: they are cheaper, faster and more predictable. For a business process what matters is not how much AI is in there, but whether the result can be checked and whether you can tell what happened when something goes wrong.