Admin and invoices

Bills and receipts, read and filed.

Supplier bills and receipts that arrive by email or photo are read, matched and filed in Xero or QuickBooks. Anything unclear is passed to you.

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A pile of bills, read and filedExample

Bill from the paper supplier, by email

  1. Supplier, date and total read
  2. Matched to the order you placed
  3. Filed in Xero, ready to pay
  4. Photo of a fuel receipt, read and filed
  5. Bill with no date, passed to youTo fix

4 fine1 to fix first

The problem

The bills pile up while you do the work.

  1. 01

    Supplier bills land in your inbox, and receipts sit as photos on your phone.

  2. 02

    Each one has to be opened, read and typed into the books by hand.

  3. 03

    You put it off, and then a bill you forgot about comes round again.

  4. 04

    At the end of the month there is a big pile, and it is nobody's favourite job.

What usually happens

  • Bills and receipts are gathered up and typed in all at once, when there is time.
  • A bill can be missed, or paid twice, because nobody has one clear list.
  • The person typing has to guess which category a bill belongs in.
  • Your accountant is handed a mixed pile and has to sort it out.

How we do it

  • Bills and receipts are read as soon as they arrive, whether by email or by photo.
  • Each one is matched to what you ordered and filed in Xero or QuickBooks.
  • Anything unclear is passed to you, rather than filed on a guess.
  • You see a short list of what came in, so nothing is lost.

How it works

The plan

  1. 01Show us where bills arrive

    Which email address, and which accounts system you use now.

  2. 02We set it up and test it

    You send a few real bills and receipts, and watch them get filed.

  3. 03It runs from then on

    New bills and receipts are read and filed, and the unclear ones come to you.

Always watching

It checks itself

Every bill is looked at again after it is filed, so a mistake is caught while it is small, not at the end of the year.

WatchingExample
  1. A bill that looks like one already filedChecked
  2. A total that does not match the orderChecked
  3. A bill with a missing date or supplier nameChecked
  4. A receipt that was sent but never filedChecked

What you get

What's included

  • Bills and receipts read from email and from photos
  • Supplier, date, total and tax picked out for you
  • Each one matched to the order where there is one
  • Filed in Xero, QuickBooks or the system you already use
  • Anything unclear passed to you, never filed on a guess
  • A short list of what came in, so you can check it in minutes
For your IT teamThe technical side, for whoever looks after your systems.
  • Bills arrive through a mailbox you choose, or by photo, and are read into structured fields.
  • Entries are written to Xero, QuickBooks or your accounts system through its own API.
  • Anything below the confidence line is held for a person to check, not filed.
  • Every bill, match and correction is logged, so your accountant can follow the trail.
  • Coding rules are set once and adjusted as you correct them.
  • Encrypted in transit and at rest, hosted in UK or EU regions wherever the provider allows.

Questions.

What is this, in a sentence?

Supplier bills and receipts that arrive by email or photo are read, matched and filed in your accounts.

What happens to a bill it cannot read?

It is passed to you. It is never filed on a guess.

Which accounts software does it work with?

Xero, QuickBooks or the accounts system you already use.

Does it pay the bills?

No. It reads and files them, and you decide what gets paid.

What does it cost?

It is priced to fit, with a clear price before anything is built.

Goes well with

Keep going

Tell us where your bills arrive, and we will show you them being read and filed.

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