Accounting firm: invoice flow with a checkpoint
About this source
Gen8
Source: Accounting firm: invoice flow with a checkpoint
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Evidence status
Status: not yet approved for publication. Results on this page are only included with the customer's approval.
Starting point
Where it began
The pattern described by this case: invoices arrive by email, through a portal and as photos, in varying quality and without a fixed format. Recognizing and transferring the data is repetitive work that requires little judgment but does require accuracy. On the other hand, an error in this step is only noticed much later, and tracing it back then takes more time than entering it ever did.
Approach
What we built
A workflow of this type reads the supplied document, extracts the fixed data — supplier, date, amounts, VAT, reference — and matches it to the client and the period. If something is missing, or a value cannot be read with certainty, the field is not guessed but presented empty with the source fragment alongside.
The result is a proposal, not a booking. It is ready next to the original file, so the assistant can compare line by line instead of having to type it in again.
Control
Where people stayed involved
There is one fixed checkpoint and it comes before booking. The assistant sees the recognized data next to the source file, corrects where needed and confirms. Only after that does anything go to the accounting software.
The professional judgment stays outside the workflow: what happens to an item and how it is classified is a decision for the firm. Client separation is not a setting here but a starting point — the workflow only reads within the file the user has access to, and every read is recorded in the log.
The underlying workflow is under processing and booking invoices and the broader framework in AI for accountants. Other cases follow the same structure.