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Accounting & Finance · Invaist use case

Accounting automation:
your invoices entered with no manual re-keying.

We automated invoice processing end to end for an accounting firm: receipt, data extraction, checks, injection into the software. No more manual re-keying, and automatic checks before every injection. Results measured from the first month.

PDFs, scans, images
No change to your tools
GDPR
Pilot in 3 weeks
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9.2 days
to process an invoice on average
Ardent Partners 2025
–30%
shorter payment times
Invaist client 2025
3.1 days
in the most automated accounting departments
Ardent Partners 2025
3 wks
for an operational pilot
The problem

Why manual data entry
costs more than you think

For a firm or SME receiving 200 invoices a month, manual data entry represents 15 to 25 hours of work — the equivalent of half a week of a qualified employee’s time.

A qualified employee stuck on low-value tasks
Your assistant or accountant spends 2 to 3 hours a day copying figures from invoices into software. That is time taken away from client follow-up, chasing payments and analysis — the tasks that really move your business forward.
Data entry errors cost more than you think
A VAT amount copied wrongly, transposed figures, a duplicate supplier — every data entry error creates an accounting discrepancy to correct, sometimes discovered weeks later. The real cost of an error (detection + correction + justification) often exceeds 30 minutes.
Month-end close delayed by invoice processing
At month-end, the volume of invoices to process creates a bottleneck. The close is delayed, cash-flow dashboards lag behind, and management decisions are made on week-old data.
No real-time visibility on unpaid invoices
Without automated processing, there is no way to see at a glance which invoices are pending, which are nearing their due date and which are overdue. Tracking is done in manually maintained Excel files — rarely up to date.
Features

What we put in place
and what it changes in practice

Here are the workflows we built and connected to your existing tools to eliminate manual data entry from the accounting process.

Automatic multi-format extraction
The workflow intercepts your invoices as soon as they arrive (PDF, scan, photo) and extracts structured data — net/gross amounts, VAT, supplier, IBAN, due date — with 98% reliability on structured PDFs.
Automatic checks & consistency
Detects duplicates, checks VAT consistency and flags anomalies before export. When in doubt, the invoice is put on hold for human validation — questionable data is never injected silently.
Export & direct injection into your ERP
Native connection with your accounting software via API. Your chart of accounts is respected. Zero manual intervention between receiving the invoice and recording it.
Real-time dashboard
A complete view: invoices received, being processed, exported, awaiting validation. Cash-flow KPIs available in one click, without waiting for the month-end close.
Compatible with
OdooSageCegidQuickBooksEBPPennylanePDF · Scan
Before / After

What it changes in practice

Accounting firm · 8 staff · Paris region — D+30 after deployment

Before
  • ✕3 hours a day of manual data entry for the accounting assistant
  • ✕Data entry errors discovered at month-end close
  • ✕Unpaid invoices tracked in a manually maintained Excel file
  • ✕Month-end close delayed by 3 to 5 days
After · D+30
  • ✓20 min a day of supervision (validating alerts only)
  • ✓No more re-keying: anomalies flagged automatically
  • ✓Cash-flow dashboard updated in real time
  • ✓The assistant handles client follow-up — higher value-added work
Investment

Every automation is custom-built

From €2,900 excl. VAT · Simple workflow, exact price on quote

This use case is given for illustration only. Depending on your context, your tools and your scope, the budget may vary. The 30-minute audit is free and with no commitment — that is where we assess together what is feasible, in what timeframe and for what investment.

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FAQ

Frequently asked questions

Compatible with my current accounting software?

Yes. We natively connect Odoo, Sage, Cegid, Pennylane, QuickBooks, Sellsy and most ERPs via API. If your software is not listed, we build custom connectors — more than 20 tools already integrated.

What is the real reliability rate of the extraction?

Reliability depends on document quality: it is higher on native PDFs than on scans or photos, and we measure it on your own invoices during the pilot. When an extraction is uncertain, the invoice is flagged for human review: no questionable data is injected without a check.

Do I need to train my accounting team?

Full onboarding takes 45 minutes. A live demo is enough for your team. If your team can use an email inbox, they will master the supervision interface in a few minutes.

What happens if our accounting software changes or is replaced?

That is exactly why we strongly recommend a maintenance contract. If your ERP has a major update or you change software, we adapt the connectors. Under the Evolution & Peace of Mind plan (€199 excl. VAT/month), these adjustments are covered at no extra cost for minor changes.

Does mandatory e-invoicing change anything?

Yes, in France. Since 1 September 2026, all French businesses must be able to receive electronic invoices via an approved platform; large companies and mid-caps must also issue them. SMEs and micro-businesses will have to issue them from 1 September 2027 (source: French Ministry of the Economy). During the audit, we look at how your invoice reception fits with the automation, to avoid processing the same documents twice.

What is the difference between classic OCR and intelligent invoice extraction?

Classic OCR turns an image into text without understanding what it reads. Intelligent extraction (IDP) identifies the useful fields (supplier, amounts, VAT, references), checks their consistency and flags doubtful cases for human validation. The details are explained in our article (in French) Classic OCR or intelligent IDP.

What does automated bookkeeping entry involve?

Automated bookkeeping entry replaces the manual re-keying of invoices with extraction and direct injection into your accounting software. The workflow reads each invoice received (PDF, scan, email), extracts the amounts, VAT and supplier references, checks the data for consistency, then injects it automatically — with no human intervention on standard cases.

Does this problem sound familiar?
We have already solved it.

Free 30-minute audit. We assess your invoicing process
and tell you honestly whether we can automate it — and how quickly.

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30 minutes · No commitment · No credit card