Supplier invoices read, checked and filed
PDF invoices received by email are read automatically: supplier, amount, VAT and due date are extracted, checked, then filed in the right place.
Typical guidepostAn invoice filed in 20 seconds instead of 3 minutes.
Typical example: every project is adapted to your tools and the way you work.
The starting point
Supplier invoices arrive by email as PDFs, each with its own layout. They have to be opened one by one, amounts copied into the due-dates sheet, files renamed and stored in the right folder for the accountant.
What changes day to day
- Invoices are filed and named consistently, with no effort.
- The accountant gets a complete folder at the end of the month.
- Due dates are visible at a glance.
How it works
The invoice arrives as an attachment
At a dedicated address, or straight from your usual inbox.
AI reads the document
Supplier, number, date, net amount, VAT, total and due date, whatever the layout.
Amounts are checked
Does net + VAT = total? Is the supplier known? Has this invoice already been received?
The file is renamed and filed
“2026-09_Supplier_F1234.pdf”, in the month’s folder, ready for the accountant.
The due-dates sheet is filled in
One row per invoice, with its payment date, so nothing slips through.
Safeguards
AI extracts, code checks. An invoice whose amounts do not add up, or that looks like a duplicate, is not imported: it goes to a “to check” folder. Nothing is ever paid automatically.
Tools we use
You keep your current software: we connect it.
- A language model that can read documents (Claude or Mistral), used only for extraction
- Plain checks written in code: totals, duplicates, known suppliers
- Your current storage (Google Drive, OneDrive, SharePoint) and your due-dates sheet
More examples
Orders received by email created automatically in your invoicing tool
An order arrives by email: customer, items and quantities are picked up automatically, the invoice is drafted and the tracking sheet updated.
Typical guidepost: an invoice ready in 30 seconds instead of 15 minutes.
Read the exampleIncoming requests sorted by AI and forwarded to the right person
Quote requests, after-sales, billing questions: every email sent to the general address is read, sorted, summarised and forwarded to the right person.
Typical guidepost: around 4 hours a week recovered from sorting requests.
Read the exampleQuote follow-ups that go out on their own
A quote with no answer for a week? A polite follow-up goes out automatically, signed by you, and stops as soon as the customer replies.
Typical guidepost: 100% of planned follow-ups go out on time, without manual tracking.
Read the example