Turn paper invoices into structured data, automatically.
We build custom AI invoice processing systems that extract data from any invoice format and push it directly into your ERP or accounting system. Our automated invoice processing uses advanced invoice OCR and invoice data extraction to handle PDFs, scans, email attachments, and photos with high accuracy. Replace per-document SaaS fees with a document automation platform you fully own. Whether you need accounts payable automation for hundreds of invoices a month or thousands, costs stay fixed as your volume grows.
Commercial invoice processing tools charge you for every document, and the bill climbs every month as your business grows. Your finance team still spends time reviewing extraction errors, manually fixing supplier names, correcting line items, and re-entering data that the tool got wrong. Integrations with Czech and Slovak accounting systems are often limited or require expensive add-ons. Meanwhile, your invoice data sits on third-party servers you have no control over, and generic extraction models struggle with the specific invoice layouts your suppliers use. The result: 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 monthly in different formats. Automated invoice processing extracts data from every format consistently and pushes it into the ERP, eliminating the backlog that builds up during busy periods.
Manufacturers deal with invoices from raw material suppliers, logistics partners, and service providers. A custom system handles the variety of invoice layouts, matches line items to purchase orders, and feeds data directly into production cost tracking.
Firms managing invoices for multiple clients need to process diverse formats at scale. A custom invoice processing system sorts invoices by client, extracts data according to each client's chart of accounts, and delivers structured data into the right accounting software.
Retailers working with dozens or hundreds of suppliers receive invoices in every imaginable format. Automated processing keeps accounts payable current, catches duplicate charges, and ensures that vendor payments stay on schedule without manual intervention.
Construction companies receive invoices tied to specific projects, phases, and cost codes. The system extracts this context from each invoice, assigns costs to the correct project, and routes approvals to the responsible project manager.
Businesses currently paying per-document fees to tools like Rossum, Klippa, or similar services. A custom-built system eliminates recurring costs, gives you full control over the extraction logic, and integrates directly with your Czech or Slovak accounting software.
One-time build cost, minimal hosting fees, no per-document charges. As invoice volume grows, your costs stay fixed. At moderate volumes (a few hundred invoices per month), the system typically pays for itself within the first year. You are not locked into any vendor contract or subscription.
Extracted invoice data flows straight into Pohoda, ABRA Flexi, Money S3, or any system with an API. No manual re-entry, no CSV exports, no copy-paste between tools. Your finance team works in one place, and data arrives there automatically. We build the integration to match your exact field mapping and approval workflow.
We train the extraction model on your real invoices from your actual suppliers. Czech, Slovak, German, English, multi-language documents, various layouts. Accuracy improves over time as the system processes more of your documents and learns recurring patterns, supplier templates, and edge cases specific to your business.
Process invoices on your own infrastructure or on a dedicated cloud environment with strict data handling. Your invoice data is never shared with third parties or used to train external models. You have full control over where data is stored, who can access it, and how long it is retained. This matters for compliance, audits, and peace of mind.
Automated invoice data extraction eliminates the most common source of accounting errors: manual data entry. Invoices that used to take minutes each now process in seconds. Your team reviews only the flagged exceptions instead of every single document. The result is fewer corrections, faster month-end closing, and less time spent on repetitive work.
Whether you process 200 invoices a month or 5,000, the system handles it without additional fees. Seasonal spikes, new suppliers, or business growth do not change your cost structure. If you acquire another company or add a new division, the same system handles their invoices too. You scale your accounts payable capacity without scaling your headcount.
Vision AI reads invoices in any format, including PDF, scanned images, email attachments, and phone photos. It extracts supplier details, invoice numbers, dates, amounts, individual line items, VAT breakdowns, and payment information automatically. Typical accuracy is 95%+ from the first deployment, and it improves as the system processes more of your documents.
Extracted data flows directly into your accounting system, whether it is Pohoda, ABRA Flexi, Money S3, or any ERP with an API. We map fields precisely to your system's structure. No middleware, no manual steps, no file exports. Data lands exactly where your finance team expects it, ready for review or automatic posting.
Define validation rules that match your internal processes: VAT registration checks against ARES and VIES, duplicate invoice detection, amount threshold alerts, supplier verification, and payment term validation. The system flags exceptions for human review instead of making assumptions. You decide what gets auto-approved and what needs a second look.
Handles PDF invoices, scanned paper documents, email attachments, and phone photos with the same accuracy. Supports Czech, Slovak, English, German, Polish, and other languages without separate configuration. One unified system processes invoices from all your suppliers regardless of format, language, or layout.
Route extracted invoices to the right person or department based on amount, supplier, cost center, or any custom criteria. Set up multi-step approval chains, automatic escalation for overdue reviews, and notifications via email or your internal tools. The workflow adapts to how your company actually handles approvals, not the other way around.
Track processing volumes, extraction accuracy, average processing time, and exception rates in a clear dashboard. See which suppliers send the most problematic invoices, monitor approval bottlenecks, and get monthly summaries. The data helps you identify process improvements and gives your finance team visibility into the entire invoice pipeline.
We start by understanding how invoices currently flow through your business. Where do they arrive (email, mail, supplier portals)? Who touches them? What data gets entered, and into which systems? We identify bottlenecks, error-prone steps, and integration gaps. This audit typically takes a few focused sessions with your finance team.
Based on the audit, we design the AI extraction pipeline, define validation rules, map data fields to your ERP or accounting system, and plan the approval workflow. We also collect sample invoices from your key suppliers to establish the baseline for model training. You review and approve the design before we start building.
We build the extraction system, train it on your actual invoice formats, implement validation rules, and connect it to your ERP and accounting tools. We test with real invoices to measure accuracy and refine the model. Integration testing ensures data arrives correctly in your systems with the right field mapping.
We deploy the system into your production environment and run it alongside your existing process initially. We monitor extraction accuracy, handle edge cases, and fine-tune the model based on real results. After a short parallel-run period, your team transitions fully to the automated workflow. We continue to support and improve accuracy over time.
We start by understanding how invoices currently flow through your business. Where do they arrive (email, mail, supplier portals)? Who touches them? What data gets entered, and into which systems? We identify bottlenecks, error-prone steps, and integration gaps. This audit typically takes a few focused sessions with your finance team.
Based on the audit, we design the AI extraction pipeline, define validation rules, map data fields to your ERP or accounting system, and plan the approval workflow. We also collect sample invoices from your key suppliers to establish the baseline for model training. You review and approve the design before we start building.
We build the extraction system, train it on your actual invoice formats, implement validation rules, and connect it to your ERP and accounting tools. We test with real invoices to measure accuracy and refine the model. Integration testing ensures data arrives correctly in your systems with the right field mapping.
We deploy the system into your production environment and run it alongside your existing process initially. We monitor extraction accuracy, handle edge cases, and fine-tune the model based on real results. After a short parallel-run period, your team transitions fully to the automated workflow. We continue to support and improve accuracy over time.
Invoice processing is one of our most accessible services. The final cost depends on how many different invoice formats you receive, which systems need to be connected, and how complex your approval process is. Most projects fall in the 50,000 to 150,000 CZK range.
Invoice processing systems are relatively fast to build 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.
For standard invoice formats, we typically achieve 95%+ field-level accuracy on first deployment. This means supplier name, invoice number, date, total amount, and VAT are correctly extracted in at least 95 out of 100 invoices. Accuracy improves over time as the system processes more of your specific invoices and learns recurring patterns. For complex or unusual layouts, we always include a human review step so nothing gets posted incorrectly.
Yes. We integrate directly with Pohoda, ABRA Flexi, Money S3, and any accounting or ERP system that provides an API. For systems without a standard API, we can work with file-based imports (XML, CSV) or database-level integration. We map extracted fields precisely to your system's data structure, so your finance team does not need to change how they work.
Modern Vision AI handles scanned documents, phone photos, and partially damaged invoices well. For truly illegible text or severely damaged documents, the system flags them for human review rather than guessing. In practice, the vast majority of business invoices, even older scanned ones, are processed successfully. We test with your actual document quality during the build phase so you know what to expect.
SaaS invoice processing tools charge per document, typically between 0.50 and 5 CZK per page depending on the provider and volume. A custom system has a one-time build cost and low monthly hosting fees (usually a few hundred CZK). If you process 500+ invoices per month, the custom system typically pays for itself within 6 to 12 months. After that, your per-invoice cost is essentially zero.
Yes. The Vision AI models we use support all major European and world languages. We regularly process Czech, Slovak, English, German, and Polish invoices, but the system handles any language. Multi-language invoices (for example, a German supplier sending invoices with English line item descriptions) work without any special configuration.
Any business that processes a significant volume of invoices and wants to reduce manual data entry. This includes wholesalers, manufacturers, retail chains, accounting firms, construction companies, and any organization where the finance team spends hours keying invoice data into an ERP. If you are paying per-document fees for a SaaS tool or your team manually enters more than 100 invoices per month, a custom system will likely save you money and time.
Most projects go from kickoff to production in 4 to 8 weeks. The timeline depends on the complexity of your integrations and the variety of invoice formats. Simple setups (one ERP, standard invoice formats) can be ready in 4 weeks. More complex projects with multiple systems, custom approval workflows, and diverse supplier formats take closer to 8 weeks.
The system is designed to handle new and unseen invoice formats. Vision AI does not rely on rigid templates, so it adapts to new layouts automatically. For most new suppliers, extraction works correctly from the first invoice. If a particularly unusual format causes lower accuracy, the system flags it for review, and we can retrain the model to improve. You do not need to contact us every time you onboard a new supplier.
Yes. We can set up automatic email monitoring that watches a designated inbox (for example, invoices@yourcompany.cz), extracts PDF attachments, processes them through the AI pipeline, and delivers structured data to your ERP. Your team only gets involved when the system flags an exception. This is one of the most popular configurations because it eliminates the manual download-and-upload step entirely.
The system extracts all standard invoice fields: supplier name, address, company ID (ICO), VAT ID (DIC), invoice number, issue date, due date, total amount, VAT breakdown, currency, bank account, payment reference, and individual line items including descriptions, quantities, unit prices, and VAT rates. We can also extract custom fields specific to your business, such as project codes, cost centers, or purchase order numbers, if they appear on the invoice.
A Czech wholesale distributor processing 800+ invoices per month replaced expensive per-document SaaS fees with a custom GPT-5.3 vision system, cutting costs by 87% and keeping all data on their own servers. The AI pipeline handles full invoice extraction including line items, automatic cost categorization, and direct posting into ABRA Flexi. What used to take 67 hours of manual data entry each month now runs with minimal human oversight, freeing the accounting team to focus on analysis and financial planning.
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