Use case · Accounting
Process invoices & receipts: manual data entry is a thing of the past.
Incoming invoices, expense reports, receipts – in many organizations they're still entered, checked and transferred into the system by hand. That costs time, causes errors and frustrates everyone involved.
The problem
Month-end gets hectic.
- Invoices arrive by email, by post, sometimes as photos
- Someone has to type in the data: supplier, amount, date, cost center
- Matching against purchase orders or contracts is tedious
- Approvals happen by email or on paper
- At month-end: stress, missing receipts, follow-up questions
The solution
An AI system recognizes, checks and processes your receipts automatically.
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Document recognition
The invoice comes in – as a PDF, scan or photo. The system recognizes supplier, invoice number, date, line items, total and VAT.
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Validation
Matching against master data: Is the supplier known? Are the bank details correct? Does the amount match the purchase order?
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Approval workflow
Automatic routing to the right person for approval. Reminders when overdue, escalation when needed.
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Handover
The approved invoice goes straight to your accounting system – Lexware, DATEV (Germany's standard accounting system), sevDesk or others.
Technology
Your receipts stay with you.
- n8n for the workflow (open source, self-hosted)
- Local AI models for text recognition – no data sent to external providers
- Interfaces to common accounting systems
Results
What you can expect
- 70–90%
- less manual data entry thanks to automatic recognition
- Fewer
- typos in amounts, dates and assignments
- Hours
- instead of days from receipt to approval
- GDPR
- all data stays on your servers
Based on experience and target values – the actual impact depends on your processes.
How we work
Start small. See results fast.
No months-long concept phase. After every step you know what you're getting – and what it costs.
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Intro call
You tell us what's bugging you. We tell you honestly whether automation is worth it.
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Workflow Check
We analyze your processes and deliver a prioritized list with effort and benefit.
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Pilot
Your first workflow goes live – measurable, documented and aligned with your team.
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Operations
We host, monitor and keep improving. Or we hand everything over – it's your call.
Next step
How many hours does receipt entry cost you?
Let's talk about how we can automate your invoice processing.