Automation · Finance and documents
Invoicing and accounting automation for businesses of any size
Data is captured from incoming invoices and they go out for approval, payments are matched to invoices and reminders are sent by rules. We build it on the accounting software, invoicing app and bank you already have.
Does this sound like your accounting department?
Accounting automation usually does not mean new accounting software. It means less retyping and less searching.
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“Our accountant spends more time retyping than accounting.”
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“At the end of the month we chase colleagues for documents.”
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“Who ordered this invoice? And am I even allowed to pay it?”
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“Payments from Slovakia and Germany do not get matched. The variable symbol is missing.”
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“We send reminders when someone remembers. We never invoice late-payment interest.”
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“We still retype invoices from the CRM, e-shop or POS into POHODA by hand.”
Flow
How an invoice flows through your company – and where we watch it
At each station we automate the routine. Approvals and exceptions stay with people.
- 01
Document
Invoices from e-mail, a shared folder and scans in one place. An e-invoice in ISDOC format is read by machine, PDFs and photos are captured by AI.
Person: Checks only the fields the system is not sure about.
- 02
Approval
The invoice goes to the approver based on cost center, job or amount, by e-mail or to their phone.
Person: Approves or sends it back. An unapproved invoice goes no further.
- 03
Accounting
The approved document is imported into the accounting software together with the PDF. Duplicates are caught by document number and company ID (IČO).
Person: The accountant posts entries and handles exceptions instead of retyping.
- 04
Bank
Bank transactions download automatically and are matched to invoices, even when the variable symbol is missing or the payment came in installments.
Person: Goes through the list of unmatched items in the morning.
- 05
Customer
The invoice is created from the CRM, e-shop or POS, with a QR payment code. Reminders go out by rules and stop once the invoice is paid.
Person: Approves the reminder with the calculated interest and decides what to do next with the debtor.
6 modules of accounting and invoicing automation
You do not have to take everything. We start with what slows you down the most.
Incoming invoice data capture
Invoices from e-mail, Drive or scans. A structured e-invoice (ISDOC) is read without AI, PDFs and photos are captured by AI. We check the company ID in ARES, totals and VAT rates, and catch duplicates. The result goes into your accounting software.
MoreInvoice approval
Who approves what: by cost center, job or amount. Alerts by e-mail or to a phone, and a record of who approved and when. Only an approved invoice goes into accounting and into payment orders.
Payment matching
Transactions from Fio, KB, ČSOB or from the bank’s e-mail notifications. Rules beyond the variable symbol and amount: the variable symbol in the payment note, partial payments, foreign currency. A list of unmatched payments every morning.
Automated invoicing
An invoice from a deal in Raynet, from the e-shop, from the POS or from a timesheet. Recurring and advance invoices, QR payment, sending to the customer and payment status back to the source system.
Reminders and receivables
A reminder before the due date, reminders after it, calculation of late-payment interest and the CZK 1,200 recovery cost compensation per receivable between businesses. Reminders stop as soon as the payment is matched. An overview of who owes how much.
E-invoices: ISDOC and Peppol
Issued invoices in ISDOC format or for the Peppol network, through an access point provider. Incoming e-invoices go straight into processing, with no data capture needed.
MoreWhat do you run on?
Accounting software and invoicing apps can do more than most companies use. Here is what is possible.
POHODA
Import of invoices, bank transactions and internal documents via XML, with a duplicate check. It reads ISDOC and the QR code on an invoice by itself, and its home banking can settle payments automatically by rules.
Money S3
API for reading and writing documents. Money S3 Inbox accepts ISDOC, ZUGFeRD, QR codes as well as PDFs and images.
ABRA Flexi
REST API for invoices and the bank, automatic payment matching via the API, webhooks on changes, ISDOC import and export.
Fakturoid
API v3 and webhooks. Payment matching, automatic reminders and expense data capture are built into the Na každý den and Na maximum plans.
iDoklad
REST API with OAuth 2. Bank payment matching and automatic reminders in the Oblíbený and Prémiový plans.
Banks
Fio: token-based API for transactions and statements. KB: KB API Business for transaction history. ČSOB: Business Connector for statements and payment orders from the accounting software.
Raynet and Dotykačka
Raynet: REST API and webhooks, an invoice is created from a won deal. Dotykačka: API and sales report, exports for Money S3 and POHODA.
Do you invoice from Excel or Word? That is a starting point too. In the audit we will tell you whether an invoicing app is enough first.
When you do not need us
We do not sell accounting software and we are not an accounting firm. When a ready-made feature is enough, we say so.
- You have dozens of invoices a month and one invoicing app is enough
- Fakturoid and iDoklad both have payment matching, automatic reminders and document data capture in their higher plans. Turn them on, you do not need anything custom.
- You already have the feature in your license
- POHODA reads ISDOC and QR codes, and its home banking can settle payments automatically by rules. Money S3 Inbox accepts e-invoices and PDFs. First we turn on what you already pay for.
- You are looking for someone to keep your books
- We do not do bookkeeping and we do not give tax or legal advice. We remove the retyping and searching. Your accountant posts the entries and makes the decisions.
We sort documents in our own company too
Document sorting
Documents that arrive in our accounting folder sort themselves. The system reads each document, renames it by date and supplier and files it under the right month. What it is not sure about, it leaves in place and lets us know, instead of filing it wrong.
How it works
- 01
Free audit
30 minutes. Accounting software, bank, where documents come from and where data is retyped today.
Output: Recommended next step
- 02
Document flow map
We go through the path of a document from e-mail to payment, with you and your accountant. We measure the starting point.
Output: Proposed modules and price
- 03
Pilot
A sample of real documents and payments. Nothing goes into your live accounting without your approval.
Output: Verified flow
- 04
Rollout
Training for the accountant and approvers and a short guide on where to find what.
Output: Flow in operation
- 05
Maintenance
An exception queue and alerts when something fails. We also watch for changes in vendor APIs.
Output: Ongoing support (optional)
Frequently asked questions
Do we need to do anything about e-invoices right now?
Will AI post an invoice on its own, without us?
Is it worth it for a small company?
How does invoice approval work?
Do we have to change our accounting software?
How much can we charge for a late payment?
What if the automation breaks?
What about security and GDPR?
How much does it cost and how long does it take?
Enquiry — Accounting and invoicing
Tell us what you are dealing with. We start with a free 30-minute audit.