Invoice processing, built for messy suppliers

Reads incoming invoices and files them into your accounting system

Nobody retypes invoices by hand any more

Invoice automation should cut the work, not add another system to maintain.

What you get

Cut manual entry

Invoices reach your accounts without anyone typing them.

Accelerate the cycle

From receipt to recorded in minutes, not days.

Reduce errors

Automatic checks on supplier, total and VAT before anything is filed.

See what happened

Every invoice leaves an audit trail, with exceptions surfaced first.

How it works

The flow, step by step

  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
Invoices received today
  • F-2026-0418 · Metro4,812.00 leiPosted
  • F-2026-0419 · Selgros1,209.50 leiPosted
  • F-2026-0420 · new supplier884.00 leiNeeds a look

Results

A 70-employee catering group with two event venues

Cascading WhatsApp errors went from 15–30 an hour to zero.

Automation workflows
125 63
WhatsApp errors per hour
15–30 0
Security findings
584 383
Weeks to production
— 6

Works with what you already run

  • n8n
  • e-Factura
  • PostgreSQL

Related solutions

Frequently asked questions

What happens when it reads an invoice wrong?
Validation checks the total and supplier against existing records. Anything that does not match is never filed — it goes to a person with the original attached.
Does it work with suppliers who send photos?
Yes. The OCR handles phone photos and scans, though a blurry photo lands in manual review more often.
Do we have to change our accounting software?
No. We connect to what you already run. If it has an API we write directly; if not, we automate the interface.
How long does it take to set up?
Two to four weeks for one invoice flow, depending on how many suppliers you have and how varied their formats are.
What if a supplier changes their format?
Extraction does not depend on a fixed position on the page, so most changes pass through untouched. Those that do not show up as exceptions the same day.

Ready to stop typing invoices?

Claim a free audit