Which invoices haven't been booked yet? Just ask.
From invoice in your mailbox to booking in Exact Online. Automated where it can be, with people where they're needed.
The problem
Processing an invoice sounds simple. But before you can approve and pay, you need to know:
- Is the amount correct?
- Did we order this?
- Was it delivered?
- Is the supplier right?
The answer is never in one place. That's where the time goes.
How it works: AI reads, the system checks, fixed rules decide
Intake
Invoices in your AP mailbox are picked up automatically, scanned PDFs included.
Privacy
Personal data is filtered out before the AI sees anything. Invoices from sole traders never go to AI and are handled manually.
Reading
Supplier, amounts, dates, purchase order number and invoice lines. When unsure, the system leaves a field empty.
Checks
Do the supplier, VAT number and IBAN match your records? If not, the system stops and you get a notification.
Matching
Invoice, purchase order and goods receipt are compared.
Four outcomes
| Situation | What happens |
|---|---|
| Everything matches | Booked Booked in your ERP right away, PDF attached. |
| Small difference | Booked + notified Booked, you get a notification. |
| Goods not received yet | Waits The invoice waits. |
| Large difference | You decide Approve, park or reject. |
The system doesn't make that last decision itself. It puts everything in one overview: what was ordered, what was received and how big the difference is. You click.
No invoice disappears quietly
Everything has a status, everything has a reason. Every decision is recorded: who, what and when. Credit notes always go past a person, and approval links work only once.
Ask your invoices
Month-end, quarter-end, a question from your controller. Type it in plain language and get an answer right away.
The assistant only knows your invoice data, doesn't search the internet and can't change anything.
Monthly reconciliation
On the 2nd of every month you receive the reconciliation with your ERP. Invoice by invoice, with the reason for every difference and what still needs to happen. Opens in Excel.
| Invoice | Amount | Status |
|---|---|---|
| VD-2288 | €980.00 | Matches |
| KC-0417 | €312.50 | Matches |
| SN-1102 | €890.00 | Check IBAN |
What does manual invoice processing cost you now?
Enter your own numbers. Nothing is sent or stored.
– per year. Calculation:
Want to know how much of this can be automated? Book a 20-minute call.
Book a call and we'll work it out together.
Installed at your company
The system runs on your own server or in your own cloud environment. We manage and maintain it. Your data stays with you.
By default we use Claude, with privacy filters that remove personal data before the AI sees anything. Prefer Azure OpenAI in an EU region, or another model? That's possible. The model is interchangeable, your workflows stay the same.
In the demo connected to Exact Online and Outlook. Using a different ERP, such as AFAS, Twinfield or SnelStart? If it has an API, we can connect it.