Supplier invoices: read, checked and ready for your accountant.
The smart invoice inbox reads the invoices that reach you by email, checks that they add up and leaves them for a person to approve. Every month, your accountant gets everything in order, without you changing software.
What happens to a supplier invoice today.
It arrives by email, someone opens it, saves it in a folder and types it into the accounts. With ten a month nobody notices. With two hundred, it is a good part of someone’s working day, and the mistakes turn up at month end, when they cost more to fix.
The three mistakes that cost the most
- The duplicate: the supplier sends it again and it is booked, or paid, twice.
- The wrong total: base plus VAT does not match the figure at the bottom, and nobody checks.
- The invoice for another company: it is addressed to a different entity and ends up in yours.
How it works, in four steps.
1
It reaches your inbox
Invoices keep arriving where they arrive today. All it takes is for the mailbox to forward a copy, or a dedicated address for invoices.
2
AI reads it
It extracts supplier, tax ID, number, date, base, VAT, withholding and total, however each supplier lays out its invoice.
3
Code checks it
Six checks that do not depend on AI: the sums, the VAT, the tax ID, the addressee, duplicates, and whether it really is an invoice.
4
A person approves it
They see the invoice next to the data that was read, with any warnings flagged. What adds up is approved in one click; what does not is rejected with a reason.
See it working.
This is the demo inbox, with a made-up company and made-up invoices. Six emails, each with its own trap: a clean invoice, professional fees with withholding, a freight invoice that does not add up, a duplicate, an invoice addressed to another company and a quote that is not an invoice.
Every warning in the video comes from code, not from AI. The demo is in Spanish.
Company, tax IDs and invoices are fictitious.
The six checks.
AI reads. Code checks. This is what the code looks at before an invoice reaches the person who approves it.
1
The total adds up
Base plus VAT, minus withholding, has to equal the printed total. If it does not, the invoice does not go through, and it is not quietly corrected.
2
The VAT is right
The VAT amount has to be the stated rate applied to the base.
3
The tax ID is valid
The check character of a Spanish tax ID has to match. If it does not, either the reading failed or the document is wrong.
4
It is for your company
If it is addressed to another legal entity, it is set aside before it reaches your accounts.
5
It is not already booked
Supplier and number are compared with everything already recorded. A resend does not get in twice.
6
It is an invoice
Quotes, pro formas and payment reminders are recognised and not treated as invoices.
What your accountant receives.
Every month, or whenever you say, the purchase invoice ledger in Excel and the PDFs renamed so they can be found at a glance: date, supplier and number.
If your accountant prefers to import it, we prepare the file in the format their software asks for, or connect directly where the software allows it. That is decided case by case.
What it does not do.
- It does not replace your accountant. It saves you the typing, but the accounting decisions are still yours and your accountant’s.
- It does not book anything without a person approving it.
- It does not issue invoices. It only works with the ones you receive.
Frequently asked questions.
Do I have to change my accounting software?
No. The inbox works before your software: it reads, checks and leaves the approved invoices ready for your accountant, or in the import format your software uses.
Where are my invoices and my data?
In an installation for your company alone, on servers in the European Union. The reading is done by an AI service that does not use your documents for training.
What if the AI misreads an invoice?
That is what the checks and the approving person are for. If a figure does not add up, the invoice is flagged with the reason, and the person approving fixes the figure or rejects it. Nothing gets in without going through their hands.
How long does it take to set up?
It depends on how many mailboxes and companies you have and on what your accountant needs. We give it to you in writing, with a date, after the first conversation.
How much does it cost?
We give you a fixed quote once we know your volume: how many invoices you receive a month, through how many mailboxes and for how many companies. Reading each invoice costs less than a cent; what really counts are the hours your people stop spending on typing.
Tell us how many invoices you receive a month.
With that, and knowing who approves them today, we have enough for the first conversation.