Invoice and document intake
A hypothetical accounting and advisory office that receives supplier bills, bank statements and forms from many clients as photos, PDFs and email attachments.
This is a hypothetical business and a proposed system. It is not a client project and no results are claimed.
The problem
Staff retype figures from each document into accounting software. It is slow, and typing errors surface only when a total does not match.
Documents arrive with missing pages or unreadable photos, and the office finds out days later.
The proposed solution
An intake queue where documents are uploaded or forwarded, and fields such as vendor, invoice number, date and totals are read using OCR or an AI model. Each field gets a confidence indicator.
A reviewer sees the document beside the extracted fields, corrects anything wrong and approves it. Only approved records are exported. Low-confidence or unreadable documents are routed back for a re-upload request.
The workflow, before and after
How it works today (hypothetical)
- Step 1: Document arrives by email or messaging app
- Step 2: Staff open it and retype the fields
- Step 3: Totals checked by eye
- Step 4: Errors found at month end
- Step 5: Missing pages discovered late
How the concept would work
- Step 1: Document lands in a single intake queue
- Step 2: Fields are pre-filled with confidence flags
- Step 3: Reviewer checks and corrects side by side
- Step 4: Approved records are exported
- Step 5: Unreadable files trigger a re-upload request
Features we would propose
- Upload and email-forward intake
- Field extraction with confidence indicators
- Side-by-side review screen
- Duplicate invoice warning
- Approval log showing who confirmed what
- CSV export, with accounting software integration as a potential target
Technology
- Next.js and TypeScript
- PostgreSQL (for example via Supabase)
- OCR or an AI extraction service, with usage charges from the provider
- Accounting software integration as a potential target, subject to API availability
Results
No results are claimed for this project. It is a concept, so there are no measured outcomes to report.
See the matching demo
Explore a clickable document automation demo that uses sample data only.
Want something like this for your business?
Tell us how the work runs today. We will say what we would build, what stays manual and what third-party fees to expect.