Month-end is a hunt for invoices.
Next upEvery supplier invoice, by Peppol, mail or PDF, is coded, matched to order and delivery, and filed. Your people see only the exceptions and anything over €5,000.
Ready to build. Live in six weeks. Works in Exact Online, Winbooks, Yuki, Peppol, Outlook or Gmail.
The last three days of the month
Day 28
Invoices are in four places: the accounting mailbox, a colleague's inbox, the e-invoicing portal and a drawer. The hunt begins.
Day 29
Each one is typed in, coded from memory, matched to an order if anyone remembers which. One supplier, three codes a year.
Day 30
An invoice from a supplier nobody knows goes through with the rest. The duplicate turns up at the audit.
Two questions for your finance meeting
How many minutes does one invoice cost from arrival to filed, counting the hunt? How many were paid without an order last quarter?
E-invoicing made the invoice arrive clean. What is left, coding, matching, chasing the missing order, is the work your people hate. With a co-worker on the job, both have a number.
The same month-end, your people on the exceptions only
-
On arrival – Read and coded
By Peppol, mail or PDF, the invoice is read, the supplier recognised, the lines coded as you coded them last time.
-
Minutes later – Matched
Matched to the order and the delivery note. Price, quantity and VAT agree: booked and filed. They do not: it waits, with the difference shown.
-
Day 30 – Only the exceptions
Your people open a short list: over €5,000, no order, a new supplier, a possible duplicate. They decide; the rest is already booked.
The rules it works under
- Permissions
- Reads the invoice mailbox, the e-invoicing inbox, orders and delivery notes. Writes draft bookings and files documents. Never pays, changes a bank account or books an invoice that does not match.
- Approval gates
- Every booking in the first weeks. Then anything over €5,000, without an order, from a new supplier or changed bank account, or a possible duplicate waits for the person you name.
- Limits
- Books only within the codes and suppliers you approved. A ceiling on bookings per day. Never creates a supplier or approves a payment.
- Record
- Every invoice, match, code, approval and booking is logged with source and time. You decide retention and who may review, your auditor included.
- Stop
- One switch pauses it. A named owner on your side decides. Invoices in flight stay unbooked for your people.
- Data
- Stays in Europe, in your own ledger and mailbox. Never used to train anything. Sub-processors on the Data page.
- Transparency
- Every draft booking and supplier message is marked as prepared by the co-worker, as the EU AI Act requires since August 2026.
Ninety seconds, your ledger, synthetic suppliers
One invoice, mailbox to ledger, in the systems you run. The activity log on our home page is this job.
See it on your own ledger — book 30 minutes- 01The invoiceA PDF lands at 09:42. Supplier, amount and due date read, source shown; the order found.
- 02The exceptionThe quantity differs from the delivery note. It waits. Your colleague sees the difference. One button.
- 03The logBooked, filed, every step on record. Month-end is the exceptions only.
What we measure
Three indicators, monthly. No figure here until we have measured one.
- Touch rate the share of invoices a person had to open, and why.
- Cycle time hours from arrival to booked and filed.
- Exceptions per hundred how many in every hundred stopped at a gate, by reason.
What we need from you
- Read access to your ledger, invoice mailbox and e-invoicing inbox.
- Last year's bookings, so it codes the way you code.
- Orders and delivery notes in a system, not on paper.
- The rules we agree in the diagnostic: the threshold, who approves, what a new supplier is.
Works with
Exact Online, Winbooks, Yuki, Peppol, Outlook and Microsoft 365, Gmail — and your ERP through its API.
Six weeks, a fixed fee, yours
- Time to live six weeks from the signed scope and price.
- Fixed fee set in the signed scope and price before we build.
- Managed service optional, monthly. We run it, watch the log, adjust the rules with you. You keep control.
Three questions about this job
- Our invoices come as scanned PDFs, not e-invoices. Then it reads the PDF. An e-invoice is surer; a scan works, and any unclear field goes to a person.
- What if a supplier sends the same invoice twice? Flagged as a possible duplicate, it waits for a person. Nothing is booked twice without a decision.
- Our accountant does the books. Then it prepares and files; your accountant reviews a short list instead of a shoebox. We set it up with them.
How many invoices did your team hunt for last month?
Thirty minutes, no slides. Bring last month's invoices; we show which would have waited.