It's Tuesday, a little before eleven, and you open the review queue with your coffee still hot. Four invoices are waiting. One comes from a packaging supplier you've never bought from. Another shows a VAT amount that doesn't match the base. The last two are the same freight invoice, which arrived by email on Friday and again through the supplier's portal on Monday. You set up the new supplier with its account, fix the VAT while looking at the PDF beside it, and throw out the duplicate. Ten minutes later you're done, and the rest of the week's invoices are already in your accounting software without you typing a single one.
From the inbox to your accounting software
Supplier invoices keep arriving the way they do now: a PDF attached to an email, a file from the supplier's portal, a phone photo of a crumpled receipt on the counter. You don't have to change that habit or ask anyone for a particular format. The AI reads each document and pulls out what you need to book it, which is the supplier, the date, the base amount, the VAT and the total.
With that data, the system runs the checks you would run yourself if you had time for all of them. It works out whether the base and the VAT rate give the amount printed on the invoice, looks the supplier up in your software and checks whether that invoice is already on file. When everything adds up, it posts the invoice to Holded, A3, Sage or Odoo, whichever you use today. Your accountant keeps working in the same software as before and finds the invoices where they belong.
Doubtful invoices wait for a person
An invoice goes to the review queue when there's a specific reason for someone to look at it. The usual cases are VAT that doesn't work out against the base and an invoice that looks like a repeat. A new supplier goes there too, because setting one up means deciding which account it belongs to and on what payment terms, and the person who knows the business should make that call.
In the queue you see the original invoice on one side and the data the AI read on the other. If it's right, you approve it. If something is off, you correct it on the same screen and approve it. In the normal case that takes two clicks. No doubtful invoice reaches your software until you approve it. If the system posted a misread invoice without asking, your accountant would find it when closing the quarter, the same way they find a mistyped digit today.
We prefer this split because the AI gets the routine invoices right, the ones from suppliers who bill you the same way every month, and those tend to be most of them. It makes more mistakes with the odd ones, like a layout it hasn't seen or a corrective invoice.
The weekly summary and what we're preparing
Each week you get a summary of the invoices that came in and the ones still waiting for review. It keeps anything from sitting forgotten in the queue, and it lets you and your accountant see how the month is going before the books close. If an invoice has been pending for several days, you'll spot it there and can ask whoever it belongs to.
It makes the biggest difference at accounting firms, distributors, repair shops and restaurants, at any business that receives dozens of supplier invoices a month and has someone keying them in by hand.
For real estate agencies, we're preparing the same flow for the paperwork in each case file, such as land registry extracts, contracts and deeds. It's in preparation and we don't offer it yet. When it's ready it will follow the same rule, and a person on your team will decide anything doubtful.