Automatic Invoice Reading with AI

"I spend two mornings a month just reconciling supplier invoices." That’s one of the things I hear most often—and it’s one of the easiest tasks to automate with AI today.

The idea is simple: the invoices you receive by email (PDF or photo) are read automatically. The important data is extracted, checked, and sent wherever you need: your accounting software, a spreadsheet, or your accountant’s folder. You only review what doesn’t match.

What it does

• Collects invoices from an email inbox (for example, facturas@yourcompany.com) or from a folder.
• Reads each invoice with AI: supplier, NIF (Spanish tax ID), number, date, base amount, VAT, total, and line items if needed.
• Checks that everything matches: that the base plus VAT equals the total, that the NIF is valid, that it’s not a duplicate, and if you want, that it matches the order or delivery note.
• Sends it to your software, your Excel, or your Google Sheets, and saves the PDF with an organized name ("2026-10-supplier-number.pdf").
• Only notifies you about exceptions: a duplicate invoice, an amount that doesn’t match the order, a new supplier.

Why it works now (and didn’t three years ago)

Before, this was done with OCR and templates: you had to "teach" the software where each piece of data was on every supplier’s invoice. If the invoice layout changed, everything broke.

With current AI models, no template is needed: they understand an invoice like you do, no matter which supplier it comes from. What is still needed is what I add: checks. The AI reads very well, but a serious system doesn’t trust a reading without reconciling the numbers.

Who benefits

• Shops, restaurants, and workshops with many suppliers and small invoices.
• Accountants and tax advisors who receive hundreds of invoices from clients each quarter. This is where the most hours are saved: in my catalogue, I estimate about 58 hours a month for an average office.
• Any business that manually enters invoices into Excel before sending them to their accountant.

How much it costs

• Setup depends on what needs to be connected. I give you a fixed price after a call, before starting, and with the estimator you can first see how much it costs you today to do it by hand.
• If it needs to connect to your accounting software or reconcile against orders and delivery notes, the price increases depending on the integration. I’ll give you a fixed quote before starting.
• Usage cost: AI reading is about one or two cents per invoice.

Frequently asked questions

Which accounting software does it work with?

With any that allow data import or have an API: Holded, Quipu, Sage, A3, Contasimple, Odoo, and many more. If yours doesn’t have any of these, the output is an Excel file in the format your software can import.

What about Verifactu and electronic invoicing?

This is for invoices you receive, not the ones you issue. The invoices you issue must be created by your invoicing software, adapted to the regulations. What I can do is connect that software with the rest so you don’t have to copy data by hand.

Does the AI make mistakes reading?

Sometimes, especially with poor photos or handwritten invoices. That’s why every invoice goes through checks (that the amounts add up, that it’s not a duplicate), and anything that doesn’t pass goes to a review tray. Nothing slips through without you seeing it.

Are my invoices stored on someone else’s server?

They stay wherever you choose: your Google Drive, your OneDrive, or your own server. The AI model reads them to extract the data, but with business options, your invoices are not used for training.