Finance
Invoice Automation
Turn incoming invoices into structured business records.
Invoice Automation reads your incoming invoices, extracts the information your finance team needs, checks it and delivers consistent invoice records to Excel or a database.
What it does
Every supplier sends invoices in a different layout. Invoice Automation reads each invoice and extracts the same set of fields every time, whether the invoice is a clean PDF or a scanned page.
The extracted data is checked for consistency, for example whether the amounts and taxes add up. Invoices that need attention are flagged for review. The result is a structured invoice record, prepared for whatever happens next in your process: approval, bookkeeping or reporting.
Typical invoice fields
- Supplier
- Invoice number
- Invoice date and due date, where available
- Net amount, taxes and total
- Currency
- Your own fields, such as order references or cost centers
What you receive
- One structured record per invoice
- Invoices with inconsistencies flagged for review
- Export to Excel or storage in a database
- Data prepared for your downstream processes
Works on its own
Invoice Automation is sold and installed on its own. If you also use Email Automation or Bank Reconciliation, the products can be connected as an optional customization.
The problem it solves
Invoices arrive steadily, in many formats. Someone has to open each one and enter the same details into a spreadsheet or accounting system before any further work can happen.
- Manual entry of supplier, dates and amounts for every invoice
- Different layouts from every supplier
- Calculation or tax errors that are noticed late
- No consistent overview of all incoming invoices
How it works
- 1
Receive invoices
Invoices are uploaded or collected from an agreed source.
- 2
Read the invoice
Text is read from the document, using OCR for scanned invoices.
- 3
Extract invoice data
Supplier, invoice number, dates, amounts, taxes, currency and your own fields are extracted.
- 4
Validate and review
Amounts and required fields are checked. Invoices that need attention are flagged for a person to confirm.
- 5
Output records
Approved invoice records are exported to Excel or stored in a database.
Example workflow
A wholesale business receives supplier invoices as PDFs and records them in an invoice register before approval.
- 01The day's invoices are uploaded together
- 02Supplier, invoice number, invoice date, due date, net amount, tax, total and currency are extracted
- 03One invoice where net amount plus tax does not equal the total is flagged
- 04The bookkeeper checks the original invoice and corrects the value
- 05All invoices are added to the register, ready for approval
Key capabilities
Invoice data extraction
Supplier, invoice number, dates, amounts, taxes and currency.
Different supplier layouts
Handles invoices from many suppliers in different formats.
Configurable fields
Add the fields your process needs, such as order references or cost centers.
Validation checks
Flags invoices where amounts do not add up or required fields are missing.
Human review
Flagged invoices are confirmed against the original document.
Structured output
Consistent invoice records in Excel or a database.
Expected business impact
- Reduce manual invoice entry
- Organize invoice information in one consistent structure
- Make invoice review faster by focusing on flagged invoices
- Prepare structured data for approval, bookkeeping and reporting
Before
- Open each invoice and read the relevant values
- Type supplier, dates and amounts into a spreadsheet
- Discover calculation errors later in the process
After
- Invoice data is extracted as invoices arrive
- Only flagged invoices need a closer look
- Structured records are ready for the next step
The actual effect depends on your volumes and current process. We discuss realistic expectations during the requirements phase.
Customization
Core automation, adapted to your workflow.
Every finance team records invoices a little differently, so the product is set up around your fields, rules and output.
- Invoice fields to extract, including your own references
- Validation rules for amounts, taxes and required fields
- Review rules for when an invoice is flagged
- Where invoices come from, such as upload or a shared folder
- Output format for Excel or your database
- Export to your accounting or ERP system, where technically possible and agreed in the scope
Ownership & deployment
This product is installed into infrastructure that your organization owns and pays for. After delivery, you remove our access and keep full control.
- Your repository, database and deployment
- Your data, API accounts and external service accounts
- Developer access only during the project, removed by you after delivery
- Keeps running without our accounts or servers
| GitHub | Private repository with the system's code |
|---|---|
| Supabase | Database for invoice records and files |
| Vercel | Hosting for the review interface |
| Anthropic API | AI-assisted invoice reading and extraction |
Pricing
Project price
€2,500 – €3,500
A one-time project price for customization, installation, testing and delivery. The final price is agreed in writing after the requirements discussion.
Founding Client PricingIntroductory pricing for our first 3 client projects.
Prices exclude VAT where applicable.
After successful delivery, we may ask for permission to use anonymized results or a case study. This is always your choice.
Included in the project
- Setup of invoice fields and validation rules
- Installation in your infrastructure
- Testing with your own invoices
- Handover and documentation
What affects the final price
- Number of custom fields and rules
- How invoices are received
- Output format and target systems
- Required integrations
Running costs of services in your own accounts (hosting, database, AI API usage) are billed to you directly by those providers.
How to order
Every product is ordered the same way:
- 1Contact
- 2Requirements
- 3Scope & quote
- 4Customization
- 5Implementation
- 6Testing
- 7Delivery
Talk to us about Invoice Automation
Send a short description of your current workflow. We will reply with questions for scoping and the next steps.