Agents propose. Approved rules decide. You approve.
The system reads every document, books it the way your firm books that client, and hands a person only what it cannot decide. The same four steps every month, for every client.
Upload
Bills, receipts, sales invoices and bank statements, as files or one scanned stack that the system splits into documents. No migration, no connection to set up first.
Read and check
Each document becomes figures: who, when, which lines, which tax, which total. Totals that do not add up, duplicates and unknown suppliers are held back with the reason.
Rules, then questions
Rules learned from the client's old books and approved by a partner pick the account. What they cannot decide becomes one question per supplier, with suggested answers.
Post and match
The reviewer posts the drafts in Odoo, or imports the journal file into SQL Account, AutoCount or Sage UBSyour accounting software. Bank lines are matched to documents; open lines and missing months are listed.
What the system works out for every document
From the document itself, before anything goes into the books.
- Which kind of document it is
- Where one document ends and the next begins in a scanned stack
- Who the supplier or customer is
- Whether that supplier is already known for this client
- Document date and number
- Each line, its amount and its tax
- Whether the lines add up to the total
- Whether the same document was already read
- Which account it belongs to, under the approved rules
- What is still open when no rule applies
- Which bank line paid it
- Which statement months are missing
AI for reading, approved rules for the booking decision, a person for whatever is uncertain. Never "the model thinks this is office supplies, therefore post it".
Derived, not copied: the VAT treatment of every document
Independently of what anyone typed into the accounting system.
- What was bought or sold; goods or service
- Where the supplier and the customer are
- Whether both VAT numbers are valid on the invoice date
- B2B or B2C
- Where the goods actually moved
- Domestic, intra-EU, export or import
- Reverse charge, OSS or IOSS, deemed supplier
- The applicable rate, or none
- Whether input VAT is deductible, and how much
- The correct accounting period
- Whether the invoice carries the legally required content
- Whether it agrees with the journal entry and the bank
Expected treatment differs from booked treatment: investigate. Never "the model says 21%, therefore file 21%".
Five layers, one boundary
The system sits beside the accounting software without replacing it. Each layer may do more than the last; none may post without a person.
| Layer | What it does | Boundary |
|---|---|---|
| 1 · Collect | Uploads and scanned stacks split into separate documents, mail forwarded to each client's own address, shared Google Drive and OneDrive folders. WhatsApp is coming. | Every file is kept, whatever happens next |
| 2 · Read | Bills, receipts, sales invoices and bank statements become figures: parties, dates, lines, tax, totals | The document stays linked to every figure |
| 3 · Rules | The client's own chart of accounts and the firm's rules, learned from the old books and approved by a partner | Only approved rules book; every version is kept |
| 4 · Checks and questions | Totals, tax, duplicates, unknown suppliers, bank matching; one question per supplier for what the rules cannot decide | Never silently books an uncertain item |
| 5 · Post or export | Drafts in Odoo (for an additional fee) with the document attached, or a journal file for SQL Account, AutoCount or Sage UBSyour accounting software | The system drafts; a named person posts |
How a client's month gets booked
Documents come in
The firm uploads what the client handed over: single files or one scanned stack. Each client has its own separate area. Every file is kept.
Reader and Checker
The stack is split, each document becomes figures. Totals must add up, the supplier must be known or asked about, the document must not have been read before.
Rules and Booker
The approved rules pick the account in the client's chart. The entry is drafted with the document attached. What no rule covers becomes one question per supplier.
Reviewer
The firm's reviewer answers the questions and posts the drafts in Odoo, or imports the journal file. Bank lines are matched to the documents.
Most documents are routine. They are treated that way.
The AI is used for reading. Booking is done by approved rules, which cost nothing to apply a thousand times. Only what the rules cannot decide reaches a person, once per supplier, not once per bill.
What works today, and what comes next
| Part | The system may | Who posts, files or carries it |
|---|---|---|
| Bookkeeping now | Read, check, draft entries in Odoo or a journal file | The firm's reviewer |
| Bank matching now | Read statements, match lines, list open lines and missing months | The firm's reviewer |
| Ways in now | Take documents from upload, e-mail, Google Drive and OneDrive | No change |
| WhatsApp next | Take documents sent by WhatsApp | No change |
| Xero next | Draft entries in Xero | The firm's reviewer |
| VAT Controller in build | Read, determine the VAT treatment, compare, recommend | None: findings for review |
| Audit in build | Test populations, reconstruct periods, produce workpapers | None: read-only |
| Filing later | Prepare and route; submit with the customer's own credentials | The partner's, or the customer's own submission |
| Full compliance later | Monitor every obligation, every tax, every entity | As above, per module |