Your clients’ documents, ready for you to review
Every month, it is the same routine: invoices by email, photos on WhatsApp, paperwork arriving at the last minute, and someone at the firm typing it all in again. This system collects documents through the channels your clients already use, reads them, and gives your team the information ready to check.
What changes in your firm’s daily work
The way things work today
- Documents from multiple clients scattered across emails, WhatsApp messages, paperwork, and photos
- Someone at the firm typing in the details of each document
- Transcription errors that only surface during review
- Searching for the original when a figure does not add up
With the system
- Each client’s documents arrive in one place, whichever channel they use
- The data arrives extracted, ready for your team to check
- Duplicates flagged before they are entered twice
- The original document is one click away from every record
The process, step by step
Your client sends the documents
Through the channels they already use: a photo on WhatsApp or a PDF by email. No new app to install or learn.
The system reads them
It extracts the supplier, tax ID, date, document number, net amount, VAT, and total from PDFs and photos. Angled shots and folded pages can be processed too, with the results ready for review.
Your team checks the results
Everything appears in a review list, with the original document alongside it. Your team corrects any errors and approves the data. The decision stays with you.
The data goes to your software
After your team has checked and approved the data, it is exported to an import file in a format your accounting software accepts.
The original is filed
The original document is stored by client and accounting period, linked to the record created from it.
Works with the software you already use
Your accounting software stays at the centre of your work. This handles the preparation that comes before it.
Where it fits
- Handles the manual preparation before data reaches your accounting software
- Produces a file in the format your software imports
- The export is tailored to the software you already use
- Nothing is entered without confirmation from someone at your firm
What it does not do
- Replace your accounting software
- Choose account classifications on its own; your firm makes that decision
- Remove the review step; your team still checks the data
- Submit information to the Portuguese Tax Authority portal
The details that take up your time
Every document matched to its client
When documents arrive from several clients at once, each one stays linked to the client who sent it.
Duplicate checks
Checks flag a document sent more than once so your team can avoid duplicate entries.
See who has sent their documents
See which clients have submitted their documents for the period and which ones you are still waiting for.
Unclear fields are flagged
When a field is unclear in the document, the system flags it for someone at your firm to check.
Paper documents work too
A photo of a paper document can be read alongside PDFs. Your client does not need a scanner.
Keep track of every submission
Incoming documents are logged, including those the system could not read, so your team can follow them up.
Need something a little different?
The workflow above is a starting point. Every firm works differently, and the system is built around the way you work. If you had something else in mind, that is what we should discuss.
Collect documents another way
If your clients use a different channel, or you want them to start using one, document collection can be built around it.
Send the results somewhere else
The destination can be your accounting software, a spreadsheet, an organized folder, or another tool your firm already uses.
Tackle a different task
If another task takes up your time, we can look at that too. Your process is always the starting point.
Shall we talk?
A 15-minute conversation is a starting point to understand how your firm works and what would be most useful to tackle first. By phone, Google Meet, or Microsoft Teams, whichever you prefer.
Chat on WhatsAppLet’s start with how your firm works