Automation CZEN

Automation · Finance and documents

Invoice data capture into POHODA, Money S3 and ABRA Flexi

Invoices from e-mail, a shared folder or a scanner are read, checked and entered into your accounting software; the accountant only confirms uncertain fields. We build it on the POHODA, Money S3 or ABRA Flexi you already have.

Free audit · 30 minutes What do you run on?

Part of Accounting and invoicing

Is this how incoming invoices end up in your accounting?

According to Fakturoid, retyping one invoice by hand takes 3 to 5 minutes. And every retyped number is a place where a typo can happen.

  • “We retype every invoice from e-mail by hand: supplier, company ID, dates, amounts, VAT.”

  • “Colleagues send us photos of receipts via WhatsApp and then nobody can find them.”

  • “We then correct a typo in the company ID or amount in the VAT control statement.”

  • “The same invoice came in twice and we almost paid it twice.”

  • “Who checks that the supplier is not an unreliable VAT payer?”

Flow

How document data capture works

The machine reads and checks. A person confirms uncertain fields and handles exceptions.

  1. 01

    Collection

    Invoices from a shared mailbox, a Drive folder and the scanner come together in one place. You send a photo of a receipt from your phone by e-mail.

    Person: Forwards nothing to colleagues and searches for nothing.

  2. 02

    Reading

    ISDOC and QR Faktura are read by machine, without AI. PDFs, scans and photos are captured by AI: supplier, company ID (IČO), tax ID (DIČ), document number, dates, amounts by VAT rate, variable symbol and account.

    Person: Retypes nothing.

  3. 03

    Check

    Company ID and tax ID against ARES, unreliable payer status and published account in the VAT register, totals and VAT rates, duplicates by document number and company ID.

    Person: Confirms the fields the system is not sure about and decides on exceptions.

  4. 04

    Entry

    The document is entered into the accounting software as a received invoice, into POHODA together with the PDF. If a manager approves invoices in your company, it goes to approval first.

    Person: The accountant posts entries instead of retyping.

  5. 05

    Archive

    The PDF is renamed by date and supplier and filed in a folder by month.

    Person: Finds the document by date and supplier, even without the accounting software.

Six document data capture tasks

You do not have to take everything. With smaller volumes, collection, machine reading and entry are often enough.

01

Collecting documents in one place

A shared e-mail mailbox for invoices, a Drive folder or a scanner. Attachments that are not documents are set aside by the system so they do not slow anyone down.

02

Reading e-invoices and QR codes without AI

An e-invoice in ISDOC format, a PDF with embedded ISDOC and QR Faktura carry the data inside them. These are read without AI and without the risk of typos. Invoice data capture only steps in for the rest.

03

AI document data capture

From a PDF, scan or photo we capture the supplier, company ID and tax ID, document number, issue date, due date and date of taxable supply, amounts by VAT rate, variable symbol and account. Anything the system is not sure about goes to a person for review.

04

Company ID, VAT and duplicate checks

Company ID and tax ID against ARES, unreliable payer status and published account in the VAT register, line totals and VAT rates, duplicates by document number and supplier company ID. A document that fails the check does not go into accounting.

05

Entry into the accounting software

Into POHODA via XML import as a received invoice together with the PDF, into Money S3 via API, into ABRA Flexi via REST API. We suggest the posting template and VAT classification by supplier, and the accountant confirms them.

06

Renaming and archiving documents

The PDF is renamed by date and supplier and filed in a folder by month. We do the same with our own documents.

Commonly used software

What do you run on?

What is possible for invoice data capture in each system.

  • POHODA

    XML import of received invoices including the posting template and VAT classification; the PDF can be attached to the document in the Documents tab. During import it can reject a document that has already been imported. It reads a PDF with embedded ISDOC and a QR Faktura by itself; the latter creates a document without line items.

  • Money S3

    Document data capture into Money S3 is built into Money S3 Inbox: it accepts ISDOC, ZUGFeRD, a QR code with document data as well as PDFs and images, and captures documents that cannot be read by machine through the Rossum service. The API can also write documents.

  • ABRA Flexi

    The REST API writes the document and can also do a test save, so we catch an error before the document is created. ISDOC import and export.

  • Fakturoid and iDoklad

    Both have built-in data capture for incoming documents. Fakturoid in the Na každý den and Na maximum plans, iDoklad in all plans.

  • ARES and the VAT register

    ARES returns the name, registered office, tax ID and status of a company by company ID. The VAT payer register has a web service for third-party software: unreliable payers and published bank accounts.

Do your documents also go somewhere else, for example to an external accountant? In the audit we go through the whole path of a document from e-mail to archive.

When you do not need us

Custom data capture pays off when the number of documents grows or they have to pass through several systems. Otherwise what you already have is enough.

You have a handful of invoices a month
Entering them by hand will probably cost you less than an integration. Even Fakturoid writes that with a handful of documents a month, data capture may not save you much.
You do your accounting in Fakturoid or iDoklad
Both apps can capture incoming documents by themselves. Turn it on, you do not need anything custom.
You have Money S3 and documents only go there
Money S3 Inbox reads ISDOC, ZUGFeRD and QR codes and captures PDFs via Rossum. Try what the vendor offers first.
Your suppliers send you ISDOC or QR Faktura
POHODA imports a PDF with embedded ISDOC using the Import from ISDOC wizard and reads QR Faktura from a file, the clipboard or a camera. For a few suppliers with e-invoices you do not need AI.

We read and sort documents in our own company too

Our own operations · PackLabs

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

  1. 01

    Free audit

    30 minutes. Where your documents come from, how many there are and which software they need to end up in.

    Output: Recommended next step

  2. 02

    Document sample

    Typical documents from your suppliers, anonymized if you like, including the worst scans. We show what is read automatically and what will go for review.

    Output: Proposal and price

  3. 03

    Pilot

    Data capture runs on your documents in parallel with manual entry. Nothing goes into your live accounting without your approval. We measure how many documents passed without correction.

    Output: Accuracy measured on your documents

  4. 04

    Rollout

    Connection to the accounting software, a review queue and training for the accountant.

    Output: Data capture in operation

  5. 05

    Maintenance

    We watch the exception queue, new suppliers and changes in vendor APIs.

    Output: Ongoing support (optional)

Frequently asked questions

Can invoice data capture be connected to POHODA?
Yes. The captured invoice is entered into POHODA via XML import as a received invoice and the PDF is attached to it in the Documents tab. During import, POHODA can reject a document that has already been imported. We connect it without opening a port to the internet.
What if the AI reads a value wrong?
We check every captured document against ARES, against totals and VAT rates and against documents you already have in your accounting. Fields the system is not sure about go into a review queue and do not go into accounting without confirmation. We measure accuracy in the pilot on your documents; we do not promise percentages up front.
What is the difference between an ISDOC invoice and a PDF invoice?
ISDOC is the Czech e-invoice format with structured data, so it is not captured but read directly. POHODA can also import a PDF with embedded ISDOC and read a QR Faktura. A regular PDF, scan or photo has no structured data; that is where AI data capture comes in. That is why we first take everything that can be read by machine.
Will you also check for unreliable VAT payers?
Yes. Before entry we check the supplier in the Financial Administration’s VAT payer register: unreliable payer status and the published bank account. Under Section 109 of the Czech VAT Act, paying an unreliable payer or to an unpublished account can make you liable for their tax. A suspicious invoice is stopped and you get an alert.
How much does it cost and how long does it take?
It depends on the systems and scope. We do not publish a price list, because no two companies are the same. You get the price and timeline after the audit, up front and in writing.

Part of: Accounting and invoicing

Overview

Accounting and invoicing

Invoice data capture and approval, payment matching, reminders and e-invoices on top of your accounting software.

Full overviewModule

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Enquiry — Invoice data capture

Tell us what you are dealing with. We start with a free 30-minute audit.

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