Stop typing vendor invoices into accounting
Invoices come in as PDFs attached to emails in a shared inbox. Someone opens each one, types the vendor, amount and job number into accounting, then chases a project manager for approval. It is slow and repetitive, and it is exactly the kind of work software handles well now.
Sound familiar?
- Someone spends hours every week keying invoices by hand.
- Approvals happen over email and get lost in the thread.
- Invoices get coded to the wrong job, or entered twice.
- Month-end close waits on a pile of invoices nobody has entered yet.
What it looks like after
A new invoice lands in the inbox. AI reads the vendor, amount, date and job number. The automation matches it to the purchase order, drafts the bill in accounting and sends it to the right person to approve. Anything that does not match, like a missing job number or a vendor you have never used, gets flagged for a person. Nobody types.
How it works
Plain automation for the rules
Pulling the PDF out of the inbox, saving it and creating the draft bill are fixed steps. No AI needed for those.
AI where something has to be read
Reading the invoice and pulling out the vendor, amount and job number is where AI earns its place.
A person for the odd ones
Duplicates, missing job numbers and new vendors go to a person to decide, instead of straight into your books.
A yes before money moves
It is set up so nothing gets paid without a person approving it first.
Your apps. Works with the accounting software you already use, for example QuickBooks Online, Xero or Sage, and the email you already have, like Gmail or Outlook.
Questions people ask
- Is AI accurate enough to read invoices?
- On clear, typed PDFs it is usually right. It is not perfect, which is why anything that does not match the purchase order goes to a person instead of straight into your books.
- What about scanned or handwritten invoices?
- Those are harder. We test on a batch of your real invoices first, so you see how often it gets them right before you rely on it.
- Does this replace my bookkeeper?
- No. It takes the typing off their plate, so their time goes to the decisions only a person should make.
Free lessons on this
Other problems I fix
- Connect your CRM to your accounting software
Enter each customer and job once, and let the apps share it.
- 1 dashboard for every job, budget and invoice
Hours, budget, billing and pipeline in 1 live view, on your phone too.
- Stop chasing subcontractor certificates and lien waivers
An AI employee keeps certificates and waivers current, and flags what is missing.