Nobody types the invoices in any more.
Incoming bills — emailed PDFs, scans, a photograph of a docket taken in the van — are read automatically. Supplier, date, net, VAT, total and line items extracted, matched against your purchase orders and drafted into Xero, QuickBooks or Sage for approval.
Who it is forAnyone receiving more than about thirty supplier bills a month.
The cost of leaving it.
Two days a month, typed by hand
Someone opens each one, reads the numbers off it and types them into the accounts package. It is slow, it is nobody’s favourite work, and it is where the errors that surface at year end come from.
- A person opening PDFs one at a time
- Numbers retyped, digit by digit
- Mismatches found weeks later
- Late-payment charges nobody spotted
Drafted, matched, waiting for a yes
The bill arrives and is read. What matches your purchase order cleanly is drafted ready for approval. What does not match is flagged for a human, with the reason, rather than quietly guessed at.
- Read on arrival, whatever the format
- Line items matched to the order
- Drafted into your accounts package
- Anything odd flagged, never guessed
What we actually build.
The first fortnight runs alongside your existing process rather than replacing it, so you can see it agree with your bookkeeper before you trust it.
A sample of real bills from the ten suppliers you use most, so it is tuned on your paperwork rather than a generic template.
What matches automatically, what needs a human, and what must never be drafted without approval.
Both processes at once for a fortnight. You compare the two and we tune the gap before anything is switched off.
Your bookkeeper approves rather than types. Nothing posts to the ledger without a person saying yes.
What is included.
- Any formatEmailed PDFs, scans, photographs taken on a phone in poor light.
- Line-item extractionNot just the total — the lines, so it can be matched properly.
- Purchase order matchingAgainst what you actually ordered, with the discrepancy named when it does not agree.
- Drafted, never postedA person approves every bill. The automation does the typing, not the deciding.
- Xero, QuickBooks or SageInto the package you already use. No new software to learn.
- A parallel fortnightTwo weeks running alongside your current process before anything is switched off.
A parallel fortnight before anything is switched off. Rolling monthly with one month’s notice, setup paid in full before we build.
Get it nowThe questions everybody asks.
What if it reads a number wrong?
It never posts on its own — everything is drafted for a person to approve, and anything that does not match your purchase order cleanly is flagged with the reason rather than pushed through. The parallel fortnight exists so you can see the error rate on your own paperwork before you rely on it.
Is thirty bills a month really the floor?
Roughly, yes. Below that the time it saves does not cover what it costs and we would be selling you something that does not pay back. We will say so on the call.
Does my bookkeeper lose their job?
Not in any business we have worked with. They stop typing and start checking, chasing and actually looking at the numbers, which is the part you were paying for anyway.
What about VAT?
Net, VAT and gross are extracted separately and reconciled against the total. Anything that does not add up is flagged rather than rounded.
Who can see my invoices?
The data stays in your accounts package. We are a data processor for anything that crosses our platform and we sign a data processing agreement with you covering exactly that before we start.
Tell us about the business.
Four fields. We come back the same working day with a straight yes, a price and a start date — or an honest no if this would not pay for itself in your business.
Would rather just book a time? Pick a slot here — thirty minutes, weekday afternoons. Or email hello@designsurrey.co.