Back Office & DocumentsNo more missing receipts at the end of the month.
Invoices, till receipts and photos taken on a phone all land in one place, read, checked and coded. Your accountant gets a complete month instead of a shoebox.
The problem
On the tenth of the month somebody sits at the kitchen table in the evening sorting till receipts. The one from the petrol station on 12 August has faded, the builders’ merchant invoice is still in the van, and three debits on the bank statement have no paperwork behind them at all.
Whatever is missing costs you twice. Once in the VAT you cannot reclaim, and once in the hours your accountant spends asking and then bills you for. The later the question comes, the less anyone remembers what it was about.
And because the figures are only right a quarter later, you decide what to buy, who to take on and what to charge on gut feeling rather than on a set of figures.
What you get
We connect your accounts software, your bank account, your till system and your accountant’s portal, where you already use them; where a piece is missing, we set it up.
How it works
Capture
Receipts come together in one place: as photos, forwarded from the inbox, from a supplier portal and from the till, with the bank entry alongside.
Process
The details are read automatically, matched against the payment and coded to your chart of accounts. Anything still unclear is not guessed at; it is queried.
Deliver
The checked month goes into the books and off to your accountant; queries and unpaid items go out to the people responsible.
Review
You see what the month cost, which costs are rising, which customers pay late and how many receipts are still open.
What it costs
Included: discovery, chart of accounts and cost centres, routes in for photos, the inbox, the portal and the till, coding rules, testing on a month already closed, handover. The figure depends on how many places receipts come from.
Included: running it, licences, upkeep of the coding rules, a monthly report and support.
No lock-in. Cancellable month by month. What keeps you with us is the work, not the length of the contract.
All prices are indicative and are agreed during the call.
Options
Timeline
from Week 7 · Ongoing operation
What you own
The receipts, the journal and every login sits in your own accounts, at your bank and in your books. If you stop tomorrow, the whole trail stays with you.
We do not make you dependent on us. You are not renting a system, you are getting one.
Common questions
Does the AI post our receipts?+
No. It reads the receipt, suggests an account and a VAT rate and puts it up for approval. You or your accountant do the posting. Where a case is uncertain the system suggests nothing at all; it asks.
Where are our receipts and who can get at them?+
On your own account and in your own storage, inside the EU. We settle who sees which receipt during the discovery, and the retention periods too. We do not need access to your figures ourselves to keep it running.
We have fifty receipts a month. Is it worth it?+
Honestly: with fifty purchase invoices that all look alike, probably not. It pays off when a lot of small receipts come in from the van, the site and the shop, or when your accountant is forever asking. We work that out with you in the intro call, before you pay anything.
Our accountant wants it exactly the way they are used to.+
Then that is how we build it. The format, the frequency and the way it is handed over are agreed with your accountant, not against them. Usually they are pleased, because it means fewer queries.
What happens to a photo nobody can read?+
It goes straight back to whoever took it. On the same day the slip is usually still there. Four weeks later it is not.
The next month-end is finished before it is due.
An intro call, free and with no obligation. We go through one of your recent months, count the receipts and the queries and tell you honestly whether the effort is worth it for you.