Supplier invoices read, checked and entered into QuickBooks or Xero, without anyone retyping them
Invoices land in one inbox or folder. The system reads them, checks them against your orders and files them. Anything that doesn't add up waits for a person.
- QuickBooks
- Xero
- Make
- Google Workspace
- Microsoft 365
Someone on your team spends hours a week typing invoices into the books
Every PDF gets opened, read and keyed in by hand, then checked against an order nobody can find. It is slow, it is where typos and double payments come from, and it stops whenever that person is out.
What happens when an invoice arrives
1. It reads the invoice
The system watches one inbox or folder. It sets aside duplicates, then reads the supplier, invoice number, dates, line items, tax and total.
2. It checks it against your records
The math is checked, then the invoice is matched to the purchase order or record in one system, within a tolerance you set.
3. It files it, or hands it to a person
Clean invoices are entered and filed with the original attached. Anything that doesn't match goes to a review queue with the reason, so the person checking it starts with the answer.
What's included, and what you can add
Included in the setup
- 1 inbox or folder watched for invoices
- Up to 3 document layouts
- Up to 15 fields read per document
- Matched against 1 system, to a tolerance you set
- A review queue for exceptions
- 30 days of support after go-live
Add-ons, if you need them
- Each extra document layout, $600
- Matching delivery notes too, so invoices are checked against what actually arrived before anything is filed, $1,000
- A person still makes every payment. The system never pays a supplier.
Businesses that get a steady stream of supplier invoices
Logistics and import
Carrier, freight and customs invoices checked against the shipment before they reach the books. Logistics.
Restaurants
Food and beverage supplier invoices entered as they arrive and checked against what you ordered. Restaurants and nightlife.
Ecommerce
Stock and supplier bills matched to purchase orders, so you only pay for what you ordered. Ecommerce. Also a fit for professional services firms with many vendors.
What invoice processing costs
Setup is $3,500, fixed before work starts, with 30 days of support after go-live. Extra document layouts are $600 each, and matching delivery notes is $1,000. After launch, pay $175 a change as you go, or take the Growth plan at $700 a month with 6 changes, monitoring and fixes included. It is also part of the Run the back office package. Software subscriptions are billed to you by the vendor, and we take no margin on them.
Common questions
How much does invoice processing automation cost?
Setup is $3,500 for one inbox or folder, up to 3 invoice layouts and matching against 1 system. Each extra layout is $600. After go-live it is $175 a change, or $700 a month on the Growth plan. You get a fixed price in writing before we start.
How long does it take to set up?
About 10 business days from the start of the build to live. We start with a free 30-minute audit, then send a written proposal within 2 business days.
What happens if it reads an invoice wrong?
It is built to stop rather than guess. The totals are checked, the invoice is matched to your records within the tolerance you set, and anything that fails a check, or comes in a layout it doesn't know, goes to the review queue for a person with the reason attached. Nothing gets paid automatically. A person still makes every payment.
Do we need new software?
No. We build it in your own QuickBooks or Xero, your own email or file storage, and an automation platform such as Make, on accounts you own. If you need a subscription you don't have yet, we tell you during scoping what it costs each month.
Is our financial data safe?
It runs inside your own accounts, with credentials you hold. Nothing is copied to a system of ours, and you can remove our access at any time without the automation stopping. We name every outside service that sees a document during scoping. More on data safety.
What if a supplier changes their invoice layout?
Until it is set up, the new layout goes to the review queue, so nothing is entered wrong. Adding it is a change: $175 pay as you go, or included in a plan.
Tell us how many invoices you type in each month
Thirty minutes, no charge. We will tell you whether it is worth automating and what it would cost, before anyone asks you for a number. We built all of it for ourselves first, across our own businesses.
You will talk to Fayez or Kareem, the two founders.
Related: Invoice processing, step by step · QuickBooks · Xero · Finance and back office · Automation support · Our work