Not a tool your team has to learn. A small machine that takes one recurring job off their desk and gives it back to you as time.
Supplier and parts invoices, one format per supplier, arriving by email and on paper.
The shared back office keys supplier invoices into the accounting system, usually batched into one afternoon nobody wants. Multiplied across locations, with no two suppliers formatting anything alike. Nobody knows the real parts spend until month-end.
Incoming supplier invoices arrive as PDFs attached to emails or as paper delivered with goods. Someone opens each one, reads the line items, and types the data — supplier, amount, VAT, category — into the accounting system.
Employees spend money on the company card or out of pocket — travel, meals, supplies, fuel — and submit receipts at month-end by email or as paper. Someone checks each one, enters the amount and category into a spreadsheet or the accounting tool, and reconciles against the card statement.
Deliveries arrive with a paper note or an emailed PDF. Someone cross-checks the note against the original order, marks received quantities, and files the note in a binder or folder. Discrepancies are sometimes noticed weeks later when the invoice doesn't match.
At the close of each month someone pulls numbers from the accounting system, bank statements, payroll, and spreadsheets to build the management report — revenue, cash position, margin, overdue receivables. The assembly takes days and the numbers are stale by the time leadership reads them.
The number that decides all of this is your volume. Everything else on this page is a guess until I know it.
A machine reads one document in about 40 seconds, for roughly ten cents, scanned or digital, and gets close to zero fields wrong. A person takes between two and ten minutes, and the error rate climbs when they are tired. That is the cost per supplier invoice.
Pre-production. Real numbers.
I have built this extraction for a four-location workshop group with a shared finance team, pulling invoices and delivery notes straight into accounting.
I have built satellite software, and B2B systems used by around 50,000 people a month, where a bug means a payment does not clear.
The same engineering, pointed at a sixty-person shop. What changes is the ceremony, not the quality.
30 minutes, free. You tell me how many come through in a week. I tell you whether a machine can take it off your desk, what it would take to build, and what it would cost. If it isn't worth building, I say so on the call.
Let's talk