Distribution · manufacturing · logistics
Zero data entry: the invoice walks into the ERP by itself
Every month, hundreds of supplier invoices arrive as PDFs. Somebody opens them, re-types them, matches them against purchase orders, and finds the pricing discrepancies far too late. The work is completely invisible when it is done well.
- Today
- 24 min / invoice
- Time to production
- 6 to 10 weeks
- What stays human
- Accounting no longer keys data in: it arbitrates exceptions. That is the only place where its judgement is worth anything.
Before / after
The same process, run twice
On the left, what it costs today. On the right, the pipeline played step by step, with the data that actually moves from one step to the next.
Today · by hand
24 minutes per invoice
- Open, rename, file the document2 min
- Key header and lines into the ERP9 min
- Find the matching purchase order7 min
- Check quantities and prices, line by line4 min
- Archive and pass on for payment2 min
A working assumption, not a measurement taken at your company. You’ll adjust these figures below.
The invoice arrives
instantAccounts inbox, scanner, or supplier portal. Any format.
accounts@ · attachment
From: [email protected] Attachment: INV-2026-11482.pdf (2 pages, scan) Subject: November invoice — order PO-8841
It is read in full
4.2 sHeader, lines, VAT, references — even on a crooked scan.
Extraction
supplier : "Delmas Steel Ltd" → vendor #V-204 invoice : INV-2026-11482 · 12/11/2026 · net 30 EOM order : PO-8841 lines : 14 · net_total : €18,402.60 vat : 20 % → €3,680.52
Matching happens
1.1 sInvoice ↔ purchase order ↔ delivery note, line by line.
Matching PO-8841
Line Ordered Received Invoiced Status 1 120 u 120 u 120 u ✓ 2 40 u 40 u 40 u ✓ … 11 15 u 15 u 15 u ⚠ €6.80 vs €6.20 Discrepancy found: +€9.00 net on line 11
Exceptions surface
—What matches goes through. What doesn’t lands on a desk, with the explanation attached.
1 exception out of 14 lines
13 lines compliant → posted with no human touch 1 line out of tolerance → sent to accounts Reason: unit price above the contracted rate The supplier has been notified automatically
The entry is posted
0.7 sAccounting entry created, document archived, payment due date set.
Posted to the ERP
Entry 401-V204 · €18,393.60 net Source document attached (original PDF kept) Due: 31/12/2026 Complete audit trail, reversible
Accounting no longer keys data in: it arbitrates exceptions. That is the only place where its judgement is worth anything.
Your numbers
What this weighs at your company
Run the numbers on your own figures
Move the sliders: everything recalculates live, from your own volumes.
0h/month
Time handed back to your team, every month
0€/year
Value of the time recovered over twelve months
0FTE
Full-time equivalent freed from work that creates no value
0€
What doing nothing costs over three years
How we build it
Nothing magic — assembled building blocks
Every block is replaceable and documented. You own the code, the data and the access — that is a condition, not an option.
See the offering AI automation & agents- OCR on scans and native PDFs
- Structured extraction + consistency checks
- Purchase order / delivery note matching
- ERP connector (reversible postings)
- Human exception queue
The other scenarios
Often, the real subject is somewhere else
- Trades · construction · quote-driven servicesFrom a voice note to a signed quote, in 90 secondsThe quote goes out the same day — not next Tuesday.
- B2B services · e-commerce · agenciesEvery inbound request sorted, qualified and answeredThe shared inbox stops being a pile. It becomes a queue of cases.
- Professional firms · industry · document-heavy organisationsAsk 12,000 pages a question — and get the sourceThe answer comes with the page number. Verifiable in five seconds.
One concrete problem is enough to start
Shall we test these assumptions on your case?
Twenty minutes is enough to know whether this scenario holds at your company, what it assumes about your data, and where to start.