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Invoice processing automation for supplier invoices.
With invoice processing automation, a system reads every incoming invoice, whether PDF, scan or e-invoice, matches it against the purchase order and delivery note and puts it in front of the right person for sign-off. It suits businesses with about 10 staff or more where someone types up dozens of invoices every week.
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- Who it’s for
- Businesses with a lot of supplier invoices
- Result
- Invoices captured, checked and ready to post
- Duration
- 2 sprints, so about 4 weeks
- Price
- from €4,900 per sprint
- Start
- intro call, then a trial with your own invoices
Where it pays off
- Supplier invoices arrive by email and by post, and someone types up amount, date and cost centre, some of them twice.
- For every invoice, accounts asks the warehouse whether the goods actually arrived.
- Early payment discounts lapse because invoices sit in a mailbox that only one person reads.
What happens to an invoice
The system works like finished software but is set up for your suppliers, cost centres and approvals, at the price of a standard solution.
| Step | Today | Automated |
|---|---|---|
| Arrival | email and post landing in different places | one address for all invoices, paper gets scanned |
| Reading | typing up supplier, amount, tax and line items | AI reads PDFs and scans, e-invoices are taken over as they are |
| Matching | asking the warehouse or purchasing | matched against purchase order and delivery note, discrepancies flagged |
| Sign-off | a signature on paper or by email | one click from the person responsible, with a stand-in during holidays |
| Posting | typing it all in a second time | handed to your accounting software or your accountant |
E-invoicing in the UK and the EU
An e-invoice is a structured data file that software can read without guessing. A PDF attached to an email doesn’t count as one, either for the UK government or under the German rules.
In the UK, the government has announced that e-invoicing will be mandatory for all VAT invoices from 2029, and has promised a roadmap with the details.
In the EU, the VAT in the Digital Age package has been in force since April 2025. It lets member states introduce mandatory e-invoicing under certain conditions, and from 1 July 2030 digital reporting based on e-invoices applies to cross-border B2B transactions. Germany has required businesses to be able to receive e-invoices from other German businesses since 1 January 2025. In Austria, invoices to federal government bodies have had to be e-invoices since 2014.
Our system handles both: it takes e-invoices as they are, and AI reads PDFs and paper. Whether and from when a rule applies to you, wherever you are, is a question for your accountant or tax adviser. We aren’t one.
Until the first invoice goes through
Map the invoice route Day 0
How many invoices arrive each week, through which channels, who checks them and who signs off? Plus a look at your accounting software.
30 minutes, free
Trial with real invoices after the call
The prototype reads a few of your invoices. You see straight away what it gets right and where it slips.
free
Reading and matching Week 1–2
The system reads invoices and matches them with purchase orders and delivery notes, at first alongside your current process.
Sprint 1 from €4,900
Sign-off and accounts Week 3–4
The person responsible signs off with one click, or their stand-in during holidays. Then the data goes to the accounts, and we train your team on real invoices.
Sprint 2 from €4,900
What it costs
- Intro call30 minutesfree
You tell us where things get stuck, and we dig deeper. Afterwards you know where AI is worth it for you. No risk, no obligation.
- First prototypeafter the callfree
After the call you see what AI can do with a real example from your business. So you’re deciding on something you can get your hands on, not on slides.
- Sprint2 weeks, fixed pricefrom €4,900
In two weeks you get a finished result at a fixed price, and your team uses it straight away. Then you decide whether another sprint follows. No long tie-in.
Limits and responsibility
- The AI reads; it doesn’t post. A person on your side signs off whatever goes into the accounts.
- With poor scans or handwritten notes, recognition gets it wrong more often. The system flags those invoices for checking.
- You have to keep invoices for as long as the law requires. Where the archive lives and who can access it, we agree with you before the first invoice goes through.
- We process invoice data on servers in the EU wherever possible.
Related
Frequently asked questions
How reliable is AI invoice processing?+
With clean PDFs from known suppliers most fields come out right; with scans and unusual layouts, fewer do. How well it works for you, you see in the prototype with your own invoices, before you pay anything.
Do we have to change our accounting software?+
No. We capture invoices automatically before they reach your software and hand the data over. Depending on the software, that works through an interface, an import file or by passing the documents to your accountant.
What about sales invoices?+
Those can be automated too, for example from your CRM or order management. This page is about incoming invoices, because that’s where most of the typing happens.
Next step
Let’s take the next step. Now.