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Automations / Supplier invoices

From your inbox to your ledger, without typing.

Supplier invoices that arrive by email are read, checked and entered in your accounting software as bills waiting for your approval. Duplicates are caught and missing invoices are chased.

from $2,500 · fixedready in 2–3 weeks30 days of tuningyou approve before anything is paid
Get a fixed quoteSee what you get ↓
inbox · bills@09:41

Invoice INV-8812 from Northside Supply read. Bill created for $2,000, due Nov 14.

approve
duplicate check10:02

INV-8812 arrived twice. Second copy ignored, nothing entered.

#finance · SlackFri 16:00

6 bills waiting for your approval, $9,340 in total.

open list
missing invoiceday 5

Card payment to Figma $45 has no invoice yet. Reminder sent to the supplier.

Supplier invoices, before and after.

entering bills

Download the PDF, open the software, type supplier, date, amount and tax.

duplicates

The same invoice sent twice, sometimes paid twice.

missing invoices

Card payments without an invoice, chased at year-end.

your time

An afternoon a month of copying.

What you get.

01ReadThe invoice is read from the PDF: supplier, number, dates, amounts and tax.
02Checked and enteredMatched to the supplier in your ledger, checked for duplicates, entered as a draft bill.
03Nothing missingPayments without an invoice are spotted and chased.
example · email received
From billing@northsidesupply.comTo bills@yourfirm.com · Subject: Invoice INV-8812
Please find attached our invoice for October.
INV-8812.pdf · 1 page
supplier
invoice no.
date · due
subtotal · tax
total
example · bill in your accounting software
Supplier matchedNorthside Supply LLC · existing vendorok
Duplicate checkINV-8812 not entered beforeok
CategoryMaterials · same as last 4 billsok
Bill created as draft$2,000.00 · due Nov 14 · PDF attachedwaiting for you
example · card payments without an invoice
Figma · −$45.00Oct 3 · request sent day 5requested
Zoom · −$15.99Oct 7 · found in the inboxattached
Delta Air Lines · −$384.60Oct 11 · download link foundattached

At year-end, nothing to hunt for.

How it gets built.

week 1

Connect

You create your server and accounts with a guide, then connect your accounting software and a bills inbox with one click.

you: about an hour

week 2

Teach

We run a month of your real invoices through it and agree categories per supplier.

you: 30 minutes

week 3

Go live

New invoices are entered as drafts. You approve them for the first weeks.

you: minutes a week

+30 days

Tune & hand over

Adjusted to the suppliers that came up. Then my access is removed and you get a short guide.

it runs without me

What's included.

  • Invoice reading from emailPDF and image invoices, in English and Spanish.
  • Draft bills in your ledgerSupplier, dates, amounts, tax and PDF attached.
  • Duplicate checkBefore anything is entered.
  • Missing-invoice requestsFor card payments without an invoice.
  • 30 days of tuning and a handover guideAdjusted with your real suppliers.
from$2,500

fixed · quoted in writing before I start
timeline counts from the day your accounts are connected

What you'll need.

  • QuickBooks Online, Xero or OdooThe accounting software you already use.
  • A server and accounts in your nameFor the automation tools and the AI that reads invoices. You pay the providers directly, at their price.
  • An inbox for billsA new address like bills@ or your current one.
  • About two hours of your timeSpread over three weeks.

I don't host or keep your data. My access is temporary and removed at handover.

Works well with.

Bank reconciliation

Bank movements matched and categorised, ready for you to review.

from $1,500 · fixed  ·  see what you get →

Month-end report

The numbers that matter to you, ready on day one of the month.

from $3,500 · fixed  ·  see what you get →

Alerts

A message in Slack, Teams or email when it matters, silence when it doesn't.

from $1,200 · fixed  ·  see what you get →

Questions.

Does it pay my suppliers?

No. It enters bills as drafts for your approval. Paying stays with you.

What about invoices that come on paper?

Take a photo and send it to the bills inbox. It's read the same way.

Is the AI reading my invoices yours?

No. It runs on an account in your name, and you pay the provider directly.

Do I have to give you my passwords?

No. Your accounting software and the other tools connect with one click through their official sign-in, to a system in your name. I never see those passwords.

Where is my data stored?

On a server and accounts in your name. Nothing is copied to my systems, and my access is removed at handover.

Is there a monthly fee?

Not to me. You pay your own providers (server, automation and AI accounts) directly, at their price. The setup is a one-off fixed price.

Stop typing.
Start approving.

Tell me roughly how many supplier invoices you get a month and which software you use. You'll get a fixed quote in writing within two business days.

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