Turn any invoice into structured data and post it straight to your accounting system.
We build custom invoice processing systems that read invoices in any format and push clean, validated data into your ERP or accounting system. The pipeline handles structured e-invoices (ISDOC, EN 16931 XML) natively, and falls back to Vision AI and OCR for PDFs, scans, email attachments, and photos. It validates supplier IDs against ARES and VAT numbers against VIES before anything reaches your books. You replace per-document SaaS fees with a system you own outright, so costs stay flat whether you process a few hundred invoices a month or several thousand.
Commercial invoice tools charge for every document, and the bill climbs every month as you grow. Your finance team still reviews extraction errors, fixes supplier names, corrects line items, and re-keys data the tool got wrong. Integrations with Czech and Slovak accounting systems are often limited or sold as expensive add-ons, and structured formats like ISDOC frequently aren't handled at all. Meanwhile your invoice data sits on servers you don't control, and generic models struggle with the specific layouts your suppliers use. You pay more every quarter, your team still does manual work, and you never actually own the system doing the processing.
We work with businesses across industries. Here are some of the most common scenarios where this service delivers real results.
Distributors and wholesalers receive hundreds of supplier invoices a month in every format. A custom pipeline extracts data consistently, matches it to purchase orders, and posts it to the ERP, clearing the backlog that builds up during busy periods.
Manufacturers deal with invoices from raw-material suppliers, logistics partners, and service providers. The system handles the variety of layouts, matches line items to purchase orders, and feeds validated data into production cost tracking.
Firms processing invoices for many clients need to handle diverse formats at scale. A custom system sorts invoices by client, applies each client's chart of accounts, and delivers structured data into the right accounting software, Pohoda and ABRA Flexi included.
Retailers working with dozens or hundreds of suppliers receive invoices in every imaginable format. Automated processing keeps accounts payable current, catches duplicate charges before they post, and keeps vendor payments on schedule without manual intervention.
Construction firms receive invoices tied to specific projects, phases, and cost codes. The system extracts that context, assigns costs to the correct project, and routes approval to the responsible project manager.
Businesses paying per-document fees to tools like Rossum or Klippa. A custom build removes the recurring per-page cost, gives you full control over the extraction and validation logic, and integrates directly with Czech and Slovak accounting software, including native ISDOC handling.
One-time build cost, minimal hosting fees, no per-document charges. As invoice volume grows, your cost per invoice trends toward zero instead of climbing. There is no vendor contract, no subscription, and no seat limit. You keep the code, the extraction logic, and the data.
Extracted data flows straight into Pohoda, ABRA Flexi, Money S3, Fakturoid, or any system with an API. No manual re-entry, no CSV shuffling, no copy-paste between tools. We build the integration to match your exact field mapping and approval workflow, so data lands where your finance team already works.
We calibrate the pipeline on real invoices from your real suppliers: Czech, Slovak, German, English, and multi-language documents in whatever layouts you receive. It learns your recurring supplier templates and the edge cases specific to your business, so extraction gets steadier as it runs.
Process invoices on your own infrastructure or in a dedicated cloud environment with strict data handling. Your invoice data is never shared with third parties or used to train external models. You control where data is stored, who can access it, and how long it is retained. That matters for compliance, audits, and peace of mind.
Automated extraction removes the most common source of accounting errors: manual data entry. Arithmetic and VAT totals get checked automatically, duplicates get caught before posting, and your team reviews only the flagged exceptions instead of every document. The result is fewer corrections and a faster month-end close.
Whether you process a few hundred invoices a month or several thousand, the system handles it without additional fees. Seasonal spikes, new suppliers, and business growth don't change your cost structure. Acquire a company or add a division, and the same pipeline handles their invoices too. You add capacity without adding headcount.
Invoices arrive from many places: a shared inbox, supplier portals, a scan folder, or manual upload. We build a single intake layer that watches every channel, deduplicates on arrival, and classifies each document. Structured e-invoices are routed to a parser; PDFs, scans, and photos go to the vision path. Nothing depends on someone remembering to upload a file.
ISDOC and EN 16931 XML invoices are parsed directly, so the data is exact by definition. For everything else, Vision AI reads the document and extracts supplier details, invoice number, dates, currency, totals, the full VAT breakdown, and individual line items. Every field carries a confidence score, so uncertain values are flagged for review rather than posted blindly.
Before anything reaches your books, the system checks the supplier IČO against the ARES registry and the DIČ (VAT ID) against VIES, verifies that line items sum to the stated totals and VAT, detects duplicate invoices by content hash, and applies your own rules: amount thresholds, allowed suppliers, payment terms, and cost-center logic. Failed checks become exceptions, not silent errors.
Validated invoices are written to Pohoda, ABRA Flexi, Money S3, Fakturoid, or your ERP through its API, with fields mapped precisely to your data structure. Writes are idempotent, so a retry never creates a duplicate. Where a system has no API, we use its XML or CSV import (including ISDOC import) or integrate at the database level. Every posting leaves a full audit trail.
You set the confidence threshold and the rules that decide what posts automatically and what waits for a person. Low-confidence extractions, failed validations, and new supplier layouts land in a review queue where a corrected field is a click away. Those corrections feed back into the pipeline, so the same exception gets rarer over time.
Track throughput, exception rate, average handling time, and per-supplier extraction quality in one place. See which suppliers send the most problematic invoices, spot approval bottlenecks, and export monthly summaries. A complete, timestamped audit log records what was extracted, validated, corrected, and posted, for every invoice.
We map how invoices flow through your business today. Where do they arrive (email, mail, portals)? Who touches them? What data gets entered, and into which systems? We identify bottlenecks, error-prone steps, and integration gaps. This audit is usually a few focused sessions with your finance team.
We design the pipeline end to end: intake channels, the extraction and validation stages, field mapping to your ERP, and the approval workflow. We collect sample invoices from your key suppliers to set the baseline and confirm how ISDOC and any e-invoicing formats are handled. You review and approve the design before we build.
We build the pipeline, calibrate extraction on your real invoice formats, implement the validation rules (ARES, VIES, duplicate and arithmetic checks), and connect it to your ERP and accounting tools. We test with real documents to measure accuracy and confirm data lands correctly with the right field mapping.
We deploy to production and run alongside your existing process at first. We monitor extraction quality, handle edge cases, and tune the confidence thresholds against real results. After a short parallel-run period, your team moves fully to the automated workflow, and we keep improving accuracy over time.
We map how invoices flow through your business today. Where do they arrive (email, mail, portals)? Who touches them? What data gets entered, and into which systems? We identify bottlenecks, error-prone steps, and integration gaps. This audit is usually a few focused sessions with your finance team.
We design the pipeline end to end: intake channels, the extraction and validation stages, field mapping to your ERP, and the approval workflow. We collect sample invoices from your key suppliers to set the baseline and confirm how ISDOC and any e-invoicing formats are handled. You review and approve the design before we build.
We build the pipeline, calibrate extraction on your real invoice formats, implement the validation rules (ARES, VIES, duplicate and arithmetic checks), and connect it to your ERP and accounting tools. We test with real documents to measure accuracy and confirm data lands correctly with the right field mapping.
We deploy to production and run alongside your existing process at first. We monitor extraction quality, handle edge cases, and tune the confidence thresholds against real results. After a short parallel-run period, your team moves fully to the automated workflow, and we keep improving accuracy over time.
Invoice processing is one of our most accessible services. The final cost depends on how many invoice formats you receive, which systems need connecting, and how complex your validation and approval rules are. Most projects fall in the 50,000 to 150,000 CZK range, paid once, versus per-document SaaS fees that recur every month and grow with your volume.
Honest build-vs-buy: per-document SaaS like Rossum or Klippa is the faster start if your volume is low or you need it running this week, and there's no shame in using it. A custom build pays off when your volume is steady enough that recurring per-page fees add up, when you need native Czech and Slovak accounting integration or ISDOC handling that the SaaS charges extra for, or when your data can't sit on a third-party server. We'll tell you honestly which side of that line you're on.
Invoice processing systems build relatively fast compared to other custom software. Most projects go from kickoff to production in 4 to 8 weeks, depending on integration complexity and the variety of invoice formats.
It depends on the input. Structured e-invoices (ISDOC, EN 16931 XML) are parsed directly, so their data is exact. For PDFs, scans, and photos, Vision AI reaches high field-level accuracy on standard formats, and every field carries a confidence score. Anything below your chosen threshold is flagged for a quick human check rather than posted, so an uncertain read never becomes a booking error. Accuracy on your specific layouts steadies as the system runs and your corrections feed back in.
Yes. We integrate directly with Pohoda, ABRA Flexi, Money S3, Fakturoid, and any accounting or ERP system with an API. For systems without one, we use file-based import (XML, CSV, or native ISDOC import) or integrate at the database level. Fields are mapped precisely to your data structure, so your finance team doesn't change how they work.
Yes, and it's a core reason to build custom for the Czech and Slovak market. ISDOC and EN 16931 XML invoices are parsed directly instead of being run through OCR, which means the header, line items, and VAT breakdown are read exactly as issued. As structured e-invoicing spreads, the same pipeline handles both structured and paper invoices in one flow, and many per-document SaaS tools either ignore ISDOC or charge extra for it.
Modern Vision AI handles scanned documents, phone photos, and partially damaged invoices well. For truly illegible or severely damaged documents, the system flags them for human review instead of guessing. The large majority of business invoices, including older scans, process successfully. We test with your actual document quality during the build so you know what to expect.
SaaS invoice tools charge per document or per page, so the cost recurs every month and grows with your volume. A custom system is a one-time build with low monthly hosting (usually a few hundred CZK), so your per-invoice cost trends toward zero over time. The more invoices you process, the sooner the fixed cost beats the recurring fee. At low volumes SaaS can still be the cheaper choice, and we'll say so.
If your volume is low, your formats are simple, and you have no special integration or data-residency needs, an off-the-shelf SaaS tool is likely faster and cheaper to start. A custom build earns its cost when volume is steady, when you need native Czech or Slovak accounting integration or ISDOC handling, when validation rules are specific to your business, or when invoice data can't leave your infrastructure. We'll tell you which fits before you spend anything.
Yes. The Vision AI models support all major European and world languages. We regularly process Czech, Slovak, English, German, and Polish invoices, and the system handles any language. A mixed-language invoice (say, a German supplier with English line-item descriptions) works without special configuration.
Any business that processes a meaningful volume of invoices and wants to cut manual data entry: wholesalers, manufacturers, retail chains, accounting firms, construction companies, and any organization where finance spends hours keying invoice data into an ERP. If you pay per-document SaaS fees or your team keys in more than a hundred invoices a month, a custom system is worth pricing out.
Most projects go from kickoff to production in 4 to 8 weeks. The timeline depends on integration complexity and format variety. A simple setup (one ERP, standard formats) can be ready in about 4 weeks. Projects with multiple systems, custom approval workflows, and diverse supplier formats run closer to 8 weeks.
The pipeline doesn't rely on rigid per-supplier templates, so it adapts to new layouts on its own. For most new suppliers, extraction works from the first invoice. If an unusual format lowers confidence, the system flags it for review and learns from your correction, so you don't need to contact us every time you onboard a supplier.
Yes. We set up monitoring on a designated inbox (for example, invoices@yourcompany.cz), pull the attachments, run them through the pipeline, and deliver validated data to your ERP. Your team only steps in on flagged exceptions. It's one of the most popular configurations because it removes the manual download-and-upload step entirely.
All standard invoice fields: supplier name and address, company ID (IČO), VAT ID (DIČ), invoice number, issue and due dates, total amount, VAT breakdown, currency, bank account, payment reference (variable symbol), and line items with descriptions, quantities, unit prices, and VAT rates. We can also extract custom fields such as project codes, cost centers, or purchase-order numbers when they appear on the invoice.
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See all FAQsA Czech wholesale distributor was drowning in supplier invoices and paying per-document fees to a SaaS OCR platform. We replaced it with a custom pipeline built around a vision-capable LLM that reads any invoice format, extracts line items, categorizes costs, and posts straight into ABRA Flexi. Manual data entry that used to eat most of an accountant's week now runs with light human oversight, and every invoice stays on the client's own servers.
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