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AI document processing

Every invoice read, checked and filed the moment it arrives.

We build the pipeline between your inbox and your books: AI reads each PDF, validates the fields that cannot be wrong, and writes the result into Airtable, QuickBooks or whatever you already run.

No new platform to adopt. First system live in under 4 weeks, fixed price.

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Sound familiar?

Where the hours go before a document reaches your books.

Data entry

Someone retypes every PDF

Supplier, tax ID, date, totals, tax lines. Every invoice is a few minutes of typing and one chance to swap two digits that matter.

The inbox

Attachments pile up until month-end

Invoices, statements and receipts land in one shared inbox. Nobody files them as they arrive, so closing the month starts with a dig.

Fit

The AP tools do not fit how you work

Your tax rules, your categories, your accounting system. Off-the-shelf software wants you to change the process to match the product.

What we have built

Document pipelines running on our clients’ own stack.

Supplier invoices into records and tax filings

Each PDF that reaches the suppliers inbox becomes a record, one per attachment, linked to the supplier by tax ID. On the 5th of every month the tax-authority files and the ledger PDF are generated from those records.

Monthly tax files built with no retyping

GMAIL CLAUDE N8N AIRTABLE

Inbox agent that files every attachment

One shared inbox receives vendor invoices and internal documents from every department. Each one is read, classified and logged where it belongs.

Filed on arrival, not at month-end

GMAIL CLAUDE AIRTABLE

Records into invoices and purchase orders

The other direction: an order closed in Airtable becomes a QuickBooks invoice or PO, with every class and department translated to its QuickBooks ID first.

Replaced re-keying every order by hand

AIRTABLE N8N QUICKBOOKS
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How it works

Four weeks from a folder of PDFs to a pipeline in production.

  1. 01

    Discovery (Week 0)

    30 minutes. We map your current tools, the bottlenecks, and what "done" looks like. You leave with a written scope and fixed price.

    • Discovery call
    • Tools & bottlenecks
    • Written scope
    • Fixed price
  2. 02

    Build (Weeks 1–3)

    We build the system on Airtable + n8n + your existing stack. You see weekly demo videos; nothing is built in a vacuum.

    • System build
    • Weekly demo videos
    • Integration testing
  3. 03

    Launch (Week 4)

    We deploy live, train your team, and ship documentation written for humans, not engineers.

    • Deploy live
    • Team training
    • Documentation
  4. 04

    Maintain (Ongoing)

    Optional retainer for changes, monitoring, and the next system. Most clients stay.

    • Monitoring
    • Changes & fixes
    • Next system

Send us a sample of the documents you retype. We will tell you what can be automated.

Book a call

Questions

What people ask about automating invoices.

How accurate is the extraction?

We measure it on your own documents before anything goes live, and we report two numbers together: how many fields were filled and how many of those were right. Fields where one wrong digit is costly, like tax IDs and totals, are cross-checked against the text layer of the PDF. When the model is not sure, it leaves the field empty for a person instead of guessing.

Should we just buy an AP automation tool?

Sometimes, yes. If your process is standard and the tool integrates with your accounting system, buy it. We are the better fit when your documents, tax rules or systems are specific enough that a product would make you change how you work.

What about documents that are not invoices?

Same pipeline. Bank statements, receipts, purchase orders and contracts all go through the same steps: classify, extract, validate, write. The first call is usually about which documents cost you the most time.

Who owns the result?

You do: the workflows, the prompts, the accounts and the documentation, under your own accounts. A retainer for changes and monitoring is optional.

Start with your documents

Show us a month of invoices. We will show you what can run itself.

We look at the documents you receive, where they need to end up and which fields cannot be wrong, and come back with a fixed-scope proposal. If an off-the-shelf tool fits you better, that's in the answer too.

Book a document review

Fixed price · Written scope · No obligation