AI automation for accounting & bookkeeping
A supplier sends a bill as a PDF, then forwards it again when they ask about payment. We can prepare one draft entry, keep the original beside it and bring a possible duplicate to your bookkeeper’s attention.
One bill, two emails
Illustrative example using fictional details.
Supplier’s email
“Could you confirm you received invoice P-271 for £288? I’ve attached it again.”
What the team can check
- Invoice details
- Paper & Ink Supplies · P-271 · £240 net and £48 tax as printed
- Earlier entry
- Same supplier, reference and £288 total in Tuesday’s draft batch
For the bookkeeper
Hold the new attachment for comparison. Open Tuesday’s copy alongside today’s copy, check whether either is a revision, and decide which entry to keep.
How the workflow runs
- Read the supplier’s document. Pick out the reference, issue date, totals and currency. Keep each amount next to the page it came from. Missing digits or a total that fails to reconcile go into review.
- Compare against existing entries. Search within the relevant supplier account. Compare reference, total and date together so an unrelated bill with the same number does not get discarded.
- Prepare the entry. Match the approved supplier record and propose the fields your accounts system accepts. Your bookkeeper confirms coding, tax treatment and any exception before posting.
What we need from you
Share your field list, the format your accounts tool accepts and the checks your bookkeeper already makes. Fictional samples of a normal invoice, a revised invoice and a credit note are enough for the first discussion.
Pilot one supplier batch
Replay a previously checked batch and compare each extracted amount, duplicate flag and correction with the original bill. Count both missed duplicates and valid bills held unnecessarily before trying live drafts.
Frequently asked questions
What if two suppliers use the same invoice number?
A duplicate check can compare supplier, invoice number, date and amount together. A potential match goes to the bookkeeper with both documents attached.
What happens to a blurry invoice?
The draft can flag the unreadable field and show the source document. Your bookkeeper can enter the correct figure or request a clearer copy.
Would a changed bank account go into the supplier record?
We can flag a difference for your existing supplier-verification process. Updating payment details and releasing funds stay with authorised staff.
Can we start with a spreadsheet?
Yes. A review sheet can contain one row per invoice and a reference back to its PDF. After the pilot, we can assess an import into your accounting tool.
Which bills take the longest to enter?
Tell us where supplier invoices arrive and which fields your bookkeeper checks twice.