One inbox for every channel
Mail, photo, upload and batch land in the same inbox. Whatever is recognised sits there as a document straight away, with supplier, number, date, amount and line items.
Bookkeeping
Documents file themselves
Four businesses, one owner, every document assigned to a pot by hand. That was the biggest time sink. Today the system proposes the assignment and says why.
Similar plans?Client
Owner of several businesses
In the system
- Automatic assignment
- Duplicate detection
- Four tenants
- Audit-safe archive
- Export by period
What stood in the way.
- Four businesses with four tax profiles ran through the same pair of hands. A document always belonged in exactly one pot, and which one was decided every time by a person.
- Documents arrived by mail, as photos, as downloads from portals and on paper. A separate service collected them; sorting them stayed manual.
- Whether a document had already been captured surfaced only when it appeared twice in the reporting.
- Outgoing invoices were produced in a second program that had nothing to do with the first.
What we built.
The system does not guess, it gives a reason
Assignment comes from rules learned from the existing data. Where there is a proposal, there is also what it hangs on. Where that is not enough, the system says so instead of guessing.
Whatever stands out lands on the work list
Duplicates, documents whose line items do not match the total, and contradictory sources all end up in one place. Everything else passes through.
Four businesses, four tax subjects
Each business has its own tax profile and its own number range. Cost types hang off the document, not off the business.
An audit-safe archive and an export you can read
Documents are immutable, versioned and logged. The export produces a spreadsheet plus the files, sorted by year, business and month, for any period you choose.
Similar plans?
What changed
- Assigning is checking instead of deciding.
- Two bought-in programs are gone.
- Documents captured twice surface before they reach the reporting.
- The accountant gets a folder structure instead of a collection.
What happens next
- Analysis, freeWe look at how you work today.
- ConsultationWhat is worth it and what is not.
- Demo, freeA system with your processes, ready to click through.
- ProposalPrice and scope. Then you decide.