Invoice automation
Your invoices recorded, without typing them one by one.
Keep receiving invoices by email or in a shared folder. We extract their data, check it and send it to your accounting software. Your team decides the exceptions.
Free assessment · Scope and price before you start
The same process. Fewer manual steps.
Opening attachments, finding suppliers, copying amounts and filing documents takes time even when everything is correct. A forwarded invoice can end up being recorded twice.
- Before
- Open PDF → find supplier → type lines and taxes → check totals → record → file.
- After
- Invoice received → extraction and validation → record with source document. Differences go to review.
Receive
Collect PDFs or images from the agreed inbox or folder and keep the original.
Read and check
Extract supplier, number, date, net amounts, taxes and total. Check duplicates and match orders or delivery notes when available.
Record or review
Write to the destination using approved rules. Missing data and discrepancies leave the record pending.
Keep a trace
Every entry retains its source document and the reason for any intervention.
A good starting point if…
- Someone regularly copies invoice data into another system.
- You can provide a representative sample of formats and exceptions.
- Your accounting software has an integration route we can validate.
What we check first
With very few documents or constantly changing formats, review work may outweigh the benefit. We check that before quoting.
Review integration optionsPut numbers to your process
What does this task cost you?
Enter your volume and the time your team spends. Calculate the cost of manual work to start the conversation with data.
Check all three values. Use non-negative numbers and a whole monthly volume within each field’s limit.
Initial values are examples. Formula: monthly volume × minutes ÷ 60 × hourly cost.
Today, this task represents
- Time per month
- 50 h
- Monthly cost
- €1,100
- Annual cost
- €13,200
This is the value of time spent, not guaranteed savings. Human review, maintenance and tool usage also count.
Get my free assessmentEstimate the return on an automation too
Try your own assumptions. The percentage estimates time released; costs should include tools, usage and maintenance. These are not Klarvai prices.
Complete all three assumptions to see the estimated return.
Interactive examples
From incoming data to completed work.
Explore the normal path and what happens when something does not match. These are simulations with fictional data, with no live connections or customer results.
Invoice → accounting
Explore workflow
Sample input
sample-invoice.pdf
- Supplier
- Example supplier
- Net + VAT
- €100.00 + €21.00
- Total
- €121.00
Accounting draft
Amounts checked. Accounting draft prepared with the attached PDF.
Review queue
The received total is €125.00 and does not match net + VAT. The document remains pending for the team to review.
Illustrative simulation. Your case is validated through a pilot with your formats and rules.
Before the next step
Can it handle different suppliers?
We design extraction around the formats you receive and test a real sample. Legibility, available fields and exceptions determine what can run without review.
Does everything get posted automatically?
Not by default. We agree what can be posted, what remains a draft and what needs approval. A discrepancy should not become a final accounting entry.
How is this different from OCR?
OCR turns an image into text. The complete workflow also identifies fields, validates amounts, detects duplicates, writes to your software and manages exceptions.
What does implementation cost?
It depends on volume, formats and the software connection. The assessment includes scope, timeline and implementation cost, with maintenance and usage listed separately.
Connect this solution to your business
Tell us which task you want off your plate
We reply by email to arrange a first conversation. If automating it makes sense, we prepare the diagnosis with the scope and the quote in writing.
- A map of today’s process and what to automate.
- Human review points and required tools.
- Written scope, timeline, budget and potential time savings.
- [email protected]
- Where
- Barcelona
Rather talk it through? Pick a slot in the diary: 15 or 30 minutes, your choice.
Book a call