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Invoice assistant

An assistant that reads supplier invoices, fills in the accounting entry and sends only the unclear ones to a person. Built for a mid-sized distributor whose accounts team retyped every invoice by hand.

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What we did: AI document readingWorkflow automationAccounting integration
Built for: Distribution companyAccounts payable
Kept human: Approval stepAudit trail

This is a sample project: an illustration of the kind of work we do, not a client engagement. The screen is a mock-up.

What makes it work

Three decisions that shaped the assistant

Read first, then check
The assistant extracts the supplier, amounts, tax and due date, and checks them against the purchase order before anything is booked.
People see only the doubtful ones
Clear invoices go straight to the accounting entry. Anything unclear lands in a short review queue, with the reason shown next to it.
Every step leaves a trace
Each invoice keeps its original, the extracted data and who approved it, so an audit can follow it from start to finish.

Scope

What we delivered

Invoice reading for PDF and scanned documents
Matching against purchase orders
A review queue with the reason for each flag
Export to the accounting system
An audit trail for every invoice
A short hand-over session for the accounts team

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Invoice assistant

Three decisions that shaped the assistant

Read first, then check

People see only the doubtful ones

Every step leaves a trace

What we delivered

Thinking about something similar?