What this package is
The first two packages end with correct data sitting in a table. This one walks the data the rest of the way into your real accounting system, with a human confirmation in between. A manager sees the whole batch of what is about to go in, approves or sends back one document at a time, and every approval is recorded against a name, a document and a time, which is the first thing an auditor asks for.
This package also catches the odd entries. The three that come up most are the same document arriving twice and being paid twice, a familiar vendor's total suddenly jumping, and a vendor you have never paid before. None of these are visible when you look at one document at a time. All three are obvious the moment the system compares against the full history.
And because these documents are confidential, a written security review of the delivered system comes with it: where the data lives, who can reach it, and what I closed off.
See it working
Documents read, last seven days
Every number here is counted from the real documents on the intake page. Confirm one and come back.
Showing today's 12 documents of 1,247 in the system
This is a working model of the delivered screens. All the data lives in this page and it is not connected to anything. The real one reads the files you upload and writes to the sheet or system your team already uses.
Everything you get
This list is the entire scope of the package. Nothing is hidden in a contract.
- Everything in Check.
- An approval step. A manager confirms a batch before anything is posted for real, and every approval is recorded against a name and a time.
- Pushes the data into one accounting system or back office, so nobody re-enters it.
- Catches odd entries: a duplicate payment, a total that suddenly jumps, a vendor you have never paid before.
- The monthly summary sent to you by email or chat, and an immediate alert when something odd turns up.
- A security review of the system being handed over, because these documents are confidential.
- Written walkthrough and a runbook in English that your team keeps.
- 60 days of support after handover, including changes to the mapping as your documents change.
- The per-page charge for reading documents, paid to the AI provider on your own account so the system is genuinely yours. The going rate is roughly 3 to 6 cents a page, so 500 documents a month lands around $20 to $30. I work the figure out from your real volume before you commit.
- A 100% accuracy guarantee. No system does that honestly. So I build a review step for the documents the system is unsure about, instead of your team checking every single one.
- Handwriting. Printed and digital documents read very well. Handwritten fields are not accurate enough for me to promise anything, so I do not.
- Fully automatic account coding. The system can suggest a category, but someone in accounting should confirm it before it is posted.
- A company behind me. I work alone, there is no support rota and no security certification on the wall. If you need 24/7 cover or a signed enterprise SLA, I am not the right person for it.
Questions about this package
Will it definitely connect to my accounting software?
I answer that only after looking at the real thing. If it accepts data directly, the work is straightforward. If it does not, I produce an import file in the format it does accept, which still means nobody re-types anything. If it is genuinely closed, I say so before we agree the work, not at handover.
What if something is approved by mistake?
Anything already posted has to be corrected inside the accounting software, following its own process. I do not have the system reach back and rewrite posted entries, because that is erasing the trail. What it does keep is the record of who approved which document and when, so what happened can be reconstructed. Auditors want that far more.
How does it catch a duplicate when the documents differ?
It does not look at the document number alone. It looks at vendor, date and amount together. Documents with different numbers but all three matching are raised, because in practice that is usually the same invoice reissued or resubmitted. The system does not decide for you. It just refuses to let it through in silence.
What is in the security review?
Where the data is stored and whether it is encrypted, who can reach it and with what rights, what the intake channel is protected against, and what risk is left along with what I would do about it. It is the same document I give clients of my security audit service, and there is a full sample of one on this site.
Can we maintain it ourselves afterwards?
Yes. Source code and documentation are yours, in your account from day one when the project is paid in full up front, or once the final instalment clears if you split it 50/50, and I write up how to add a new document type, so your own team can carry it. If you would rather I maintained it monthly, that is a separate service you can add later. Nothing is tied to it at purchase.