Invoice processing automation: from document to ledger entry
Versiyonbir Teknoloji
As the month end nears, a pile builds up on the desk: PDF invoices that came by e-mail, scanned receipts, paper delivery notes. Each one is opened, and the date, the amount and the VAT are typed into the accounting software by hand; finding a wrongly entered amount later becomes a job of its own. Invoice processing automation turns this around: the documents are read, checked, and the consistent ones are posted to your software; if a field does not add up, the record is held and the question comes to you.
What happens when a document arrives
Invoices, receipts and delivery notes arrive scanned or as PDFs in the mailbox or folder you choose. The system reads fields such as the date, the amount, the VAT and the counterparty from each document. E-invoices and e-archive documents can be read, and so can scanned paper.
Every record then goes through the check rules: do the totals add up, is the supplier known? The consistent records are posted to your accounting software, such as Logo, Mikro or Netsis, by the method that fits the software's connection options or its import file.
When something does not add up
We set the system up to hold the record and ask you, instead of guessing at a field it cannot read or finds inconsistent; you make the decision. In the process map we decide together which differences are acceptable and who approves. Your team can spend its time on the records that need a check and a decision instead of on data entry.
How setup runs
- Discovery call. We listen to which documents come in through which channel, how they are processed today and which software you use.
- Process map. Together we set the fields to read, the check rules, who is asked when something does not match and the transfer format.
- Setup and integration. We set up document reading and the checks and connect them to your accounting software; we test by comparing the results with your past documents.
- Operation and improvement. We follow the records that come back to you as mismatches, and update the rules as new document types and suppliers arrive.
We start with the document type that arrives most often; once the first type works, we add the others.
What we need from you
Access to your accounting software (Logo, Mikro, Netsis or another you use), the mailbox or folder your documents arrive in, a few sample invoices and your chart of accounts rules. Your past documents are the best test of the setup: we compare the results with them.
Where documents are processed, and KVKK
Documents can be processed in your own account or on your own server; the AI model receives only the fields that need reading. For documents with personal data, we set masking and retention during setup in line with KVKK, Turkey's data protection law.
Beyond invoices
The same setup can read quotes and contracts: a summary with the risky clauses marked can reach you. Document-heavy work such as CV pre-screening and HR correspondence can join the same flow. In the discovery call we choose together which document type to start with. The cost depends on the scope and the volume; after the discovery call we send you a written quote.