Invoice & document extraction
Stop retyping invoices. AI reads them, you check the odd ones
Someone opens a PDF, finds the supplier, the date, the net and VAT amounts, and types them into another system. AI can read the document, pull out the fields, check that the numbers add up and post it. The trick is knowing which ones it got wrong, and sending only those to a person.
Sounds familiar?
Where the hours go today
- Invoices and receipts arrive by email in every format imaginable.
- Someone retypes the same fields from each one into the accounting system.
- Typos in amounts or VAT numbers surface weeks later.
- Month end means a pile of documents and late nights.
How it works
The same job, before and after.
- Acme SuppliesInvoice 4821 for OctoberPDF
- Nordic FreightDelivery confirmed
- Lena from BrightdeskQuick question about…
- StripeYour payout is on the way
| Supplier | Amount | Due |
|---|---|---|
| Brightline Ltd | €860.00 | 02 Nov |
| Copperleaf | €2,315.50 | 07 Nov |
| Acme Supplies | €1,240.00 | 14 Nov |
Invoices from inbox to accounting
Attachments from a dedicated inbox are read, the fields extracted and checked: totals add up, the VAT number is valid, the supplier is known, it isn't a duplicate. Clean documents are posted; anything doubtful waits in a short review list.
By hand today
- Invoice by email
- Someone opens the PDF
- Retypes the fields
- Posts it
With automation
- Invoice by email
- Fields extracted and checked
- Posted to accounting
- Only doubtful ones reviewed
Orders, forms and contracts
The same approach works for purchase orders, application forms, delivery notes or contracts: read, extract the fields you need, validate, and push them where they belong.
By hand today
- Document arrives
- Read and retyped by hand
With automation
- Document arrives
- Fields extracted
- In your system
What you get
- Intake from email, a shared folder or an upload page
- Extraction of the fields you need, in a fixed format
- Checks: sums, VAT and tax IDs, known suppliers, duplicates
- Posting to your accounting or ERP system, or a spreadsheet
- A review list for low-confidence documents, with the original next to the extracted values
Built so it doesn't embarrass you
- Every extracted value can be traced to the original document.
- Amounts that don't add up are never posted automatically.
- Documents can be processed in the EU and deleted after a set period.
Questions
Frequently asked
How accurate is AI invoice extraction?
On clear digital PDFs it is very high; on phone photos of crumpled receipts it is lower. That is why each document gets checks on top of extraction, and anything that fails them goes to a person instead of straight into your books.
Does it work with scanned documents and other languages?
Yes. Modern models read scans and photos and handle most European languages, including mixed-language invoices.
Which accounting systems can it post to?
Any with an API or import format: Xero, QuickBooks, Fakturownia, wFirma, Optima, SAP Business One and others. If your system only accepts a CSV import, it can produce that.
Not sure this fits your business?
Answer eight short questions about how your week looks. Within two working days you get a written answer: what can be automated, how it would work and roughly what it would cost. Free, no call needed.
Start the free checkOther automations