Automation for the finance department

Automation for the team keeping the company's money in order

Month end stops meaning three days of chasing paperwork

The finance team is the only one who knows how much of their work exists purely because somebody else did not fill in a field.

What matters here

A shorter month end

Documents are recorded and matched through the month, not gathered up at the end.

Less manual entry

Invoices, orders and payments enter your systems without anyone retyping them.

Errors surface early

Mismatches are flagged the day they happen, not at a reconciliation six weeks later.

A complete audit trail

Every document carries a history: who approved it, when, and against which order.

Where we start

What that looks like

The first of the flows above, step by step. The rest follow the same pattern.

Invoice processing

  1. 1. Intake

    Invoices are collected from email, WhatsApp or a shared folder.

    • n8n
    • Gmail API

  2. 2. Extraction

    OCR plus a language model read supplier, total, VAT and line items.

    • OCR
    • GPT-4.1

  3. 3. Validation

    Extracted data is checked against the purchase order and known suppliers.

    • PostgreSQL

  4. 4. Filing

    The validated invoice is written into your billing system, document number preserved.

    • e-Factura

  5. 5. Exceptions

    Anything that fails validation goes to a person, not into a log nobody reads.

    • Slack
    • WhatsApp
See the full process

Results

A 70-employee catering group with two event venues

Invoicing and orders moved off Notion and WhatsApp into a system with an audit trail.

Frequently asked questions

Do we have to change our accounting software?
No. We connect to what you already run. The automation stops at the accounting boundary; what is inside stays as it is.
Where do we start if everything looks manual?
Usually with supplier invoices: high volume, clear rules, and you see the result in the first month. The rest follows.
Does our external accountant need to be involved?
It is worth them knowing what changes, but they need do nothing. Usually they receive cleaner data than before.
Does somebody lose their job?
In our experience, no — what disappears is the work nobody wanted to do. What remains is checking exceptions and analysis.
What about compliance and archiving?
Documents stay in your systems under your retention rules. We do not move the archive or become its custodian.

Want a month end without the paper chase?

Claim a free audit