End the manual data entry
Turn a pile of invoices into clean records automatically
We set up a workflow that reads your supplier invoices and receipts, matches them to your orders, and files clean data your accounts team can trust.
The problem
Someone in the office still types supplier invoices into a spreadsheet or QuickBooks by hand, one line at a time. It is slow, it introduces errors that surface at month end, and invoices get lost between the person who received them and the person who pays them. When KRA or an auditor asks for records, the scramble begins.
How it works
How we automate invoice processing.
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Collect invoices from wherever they arrive
Invoices reach you as email attachments, WhatsApp photos, PDFs and paper. We set up a single drop point, for example a dedicated inbox or folder, so every document lands in one place instead of scattered across staff phones and inboxes.
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Read the data automatically
The system extracts the supplier name, invoice number, date, line items, VAT and total from each document, including photos of paper receipts. It handles the messy real-world formats Kenyan suppliers actually send, not just tidy templates.
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Match against your orders and check the maths
Each invoice is checked against the purchase order or delivery it relates to. Quantities, prices and totals are compared, and anything that does not add up is flagged before it gets paid, which stops overbilling and duplicates.
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Route approvals to the right person
Invoices above a threshold go to the manager who must sign off, on WhatsApp or email, with an approve or query button. No more chasing a director around the office with a paper file.
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File clean records ready for accounts and KRA
Approved invoices post into your accounting system and a searchable archive. When you need a document for an audit or a VAT return, you find it in seconds instead of digging through a drawer.
What you get
Why it is worth doing.
Hours of typing gone
Your accounts staff stop keying invoices by hand and spend their time on the exceptions and the analysis that actually needs a person.
Fewer costly errors
Automatic matching catches duplicate invoices, wrong totals and overbilling before money leaves your account, which pays for itself over time.
Audit-ready records
Every invoice is captured, matched and archived consistently, so VAT returns and audits stop being a fire drill.
Built with
The channels and systems involved.
Put numbers to it.
Estimate the time and money this could save you. Free, no sign-up.
Questions
Common questions.
Can it read a photo of a paper receipt?
Yes. The extraction handles phone photos and scans as well as PDFs, though very blurry images get flagged for a human to check rather than guessed at.
Will it work with my accounting software?
It connects to common systems like QuickBooks, Zoho Books and Sage. If yours is unusual, we confirm the fit in the scoping call before committing.
Does a human still approve payments?
Always. The system prepares and checks the data, but a person approves what gets paid. Automation removes the typing, not the control.
How much does this cost?
It depends on your invoice volume and which accounting system you run, so we scope the price per project after we see a sample of your invoices. The assessment is free.
Talk to us
Ready to automate invoice processing?
Tell us how you handle it today and we'll show you what's possible. Scoped and quoted in writing, no obligation.