Get the data out of PDF invoices and into your accounting system

The problem, in your words

Invoices arrive as PDFs. Someone opens each one and types the supplier, the date, the amounts and the lines into the accounting system. It is slow, and typing mistakes slip through. Every supplier puts things in a different place on the page, so it never gets easier.

What we build

A tool that reads PDF invoices and gets them ready for your accounting system, with a check before anything goes in.

• It reads each PDF when it comes in, from a mailbox or a folder.
• It pulls out the fields you need: the supplier, the invoice number, the date, the amounts, the tax and the lines.
• It checks what it read against the agreement or price list for that supplier.
• It checks that the lines add up to the total.
• It marks how sure it is about each field. When it is not sure, it marks the field for a person to check.
• A person checks the marked fields on one screen, with the PDF next to them.
• Nothing is posted to your accounting system without a check. Either every check passes, or a person has looked.
• It logs what it read, what it checked and who approved it.

What we need from you

• A set of your real invoices to test on, from the suppliers you deal with most.
• Access to your accounting system, or the import file it accepts.
• The agreements or price lists for those suppliers.
• One person who can say yes.

How you know it works

On the first day we write 3 to 5 tests with you. For example: an invoice where the lines do not add up to the total is marked for a person and not posted. A clear invoice that matches its agreement is ready to post with every field filled in. The tool is done when it passes your tests on your real invoices.

What this page is

We build this to order. We have built tools that check data against written rules, like the delivery order operator. Fixed price, 5 working days.