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Invoices read and logged
as they arrive
Supplier invoices are read as they come in. The supplier, date, amount and due date go into a sheet, and anything unusual is flagged for you.
Invoice processing
ExampleReads invoices from your inbox and adds them to a sheet.
- Invoice arrivesAs an email attachment
- AI reads itSupplier, date and amount
- Added to sheetOne row per invoice
- Flags anything oddFor you to review
Works withGmail or Outlook · Google Sheets or Excel · Your own AI account
In short
What it does
Invoice processing watches an inbox or folder for supplier invoices. AI reads each one, whether it is a PDF or a clear photo, and picks out the details your team usually types in by hand. Each invoice becomes one row in a sheet or a draft entry in your accounting software, and the file is saved with a consistent name. Anything unusual is flagged for a person to check.
What stays in your control
- Nothing is paid automatically. Payments stay with you.
- Flagged invoices wait for a person to check them.
- Files it cannot read are flagged for you to check.
How it works
Step by step
What happens each time it runs, from start to finish.
- 1
An invoice arrives
Suppliers send it to your usual address, or your team forwards it to a dedicated one.
- 2
AI reads it
It picks out the supplier, invoice number, dates, amounts and tax.
- 3
It is checked
Against your supplier list, earlier invoices and the usual amounts, to catch duplicates and surprises.
- 4
It is recorded
One row per invoice in your sheet or accounting software, with the file saved to a folder.
- 5
Anything odd is flagged
A new supplier, a duplicate or an unusual amount goes to a person to check.
How it helps
What changes for your team
Results depend on your volume and how your team works. We talk through what to expect before you decide.
01
Less typing
Details go in without anyone copying them across.
02
Fewer missed due dates
Every invoice is logged with its due date as soon as it arrives.
03
Duplicates caught
The same invoice sent twice is flagged before it is paid twice.
04
Tidy records
Files and figures in one place, ready for your accountant.
Examples
Businesses it suits
A few of the ways it can be shaped. Your version is built around your tools and how your team works.
Restaurants and cafes
Many food and drink suppliers, with invoices every week.
Construction and trades
Materials and hire invoices, matched to the job they belong to.
Clinics
Supplies and equipment invoices from regular suppliers.
Shops
Stock invoices, with prices compared against the last order.
Agencies
Freelancer and software invoices, sorted by client.
Property managers
Contractor invoices, matched to the property and the job.
What we need from you
- Access to the inbox, or a forwarding address we set up
- Your supplier list, even a rough one
- Where records should go: a sheet or your accounting software
Ways to extend it
- Reminders a few days before invoices are due
- Monthly spend by supplier
- Receipts from staff, sent by photo
Pricing
from S$1,200 /project
Fixed quote after an initial call. 50% to start, 50% on handover. Includes 30 days of fixes. Optional maintenance from S$150/month. AI usage is billed to your own AI account.
Clear scans and photos usually work. Unreadable ones are flagged rather than guessed.
Many accounting tools accept imports or direct connections. We check yours before quoting.
Records stay in your own accounts. Each invoice is read through your own AI account, under the provider's business terms, and we explain how your data is handled before you decide.
More examples
Other systems we build
Enquiry triage: how it works
ExampleSorts new enquiries and drafts a reply for your team to check.
- New enquiryWebsite form or inbox
- AI sorts itBooking, quote, support or spam
- LoggedAdded to your CRM or sheet
- Draft replyReady for you to check and send
Works withGmail or Outlook · Google Sheets or a CRM · Your own AI account
Review replies: how it works
ExampleDrafts a reply to each new review, for you to approve.
- New reviewOn your business profile
- AI drafts a replyIn your tone of voice
- You approveEdit or accept by email
- Reply postedLogged for your records
Works withGoogle Business Profile · Email or team chat · Your own AI account