The first step is connecting your email inbox so the AI can automatically detect incoming invoices. This works with Gmail, Outlook, or any email that supports IMAP.
The AI monitors your inbox 24/7. When an email contains an invoice (PDF or inline), it's flagged for processing. You don't need to forward anything or change your workflow.
What you need: Your email login credentials. We use secure OAuth — we never see your password.
2
AI reads and extracts the invoice
Every field, every line item — automatically
Locked
📄 → 🤖 → 📊
Invoice PDF → AI reads it → Structured data extracted
When an invoice is detected, the AI reads the entire document — whether it's a PDF, an image, or inline text. It extracts:
• Vendor name & address • Invoice number, date, due date • Every line item (description, quantity, unit price, total) • Subtotal, tax, shipping, discounts • Total amount & currency • Payment terms
If anything doesn't add up (e.g., line items ≠ subtotal), the AI flags the discrepancy for your review.
3
Map fields to your accounting software
Connect to QuickBooks, Xero, or any other system
Locked
AI Extracted Your Accounting
───────────── ─────────────
Vendor ──────────▶ Vendor
Invoice# ──────────▶ Ref Number
Date ──────────▶ Invoice Date
Line Items──────────▶ Line Items
Total ──────────▶ Total Amount
↕
┌─────────────────────┐
│ Auto-mapped fields │
│ Review & confirm │
└─────────────────────┘
The extracted data needs to land in your accounting software. We set up field mapping so the AI output matches your system exactly.
Supported: QuickBooks Online, Xero, FreshBooks, Sage, Wave, and any system with an API.
You review the mapping once. After that, it's automatic — every invoice flows directly into a draft entry waiting for your approval.
Before anything is posted, you get a review screen showing exactly what the AI extracted. The system validates:
✅ All required fields present ✅ Line items add up to subtotal ✅ Subtotal + tax = total ✅ No duplicate invoices
You click Approve — it posts to your accounting software. Done. If something's off, click Edit, fix it, then approve. The AI learns from your corrections.
Not every invoice is clean. Here's what the AI handles:
Missing fields → Flagged, you fill in what's missing Math errors on invoice → Flagged with the discrepancy highlighted Duplicate invoices → Detected and blocked Unknown vendors → Added to review queue with suggested mapping Multi-page invoices → All pages processed as one document
The goal: 95%+ auto-processed, you only touch the exceptions.
• Invoices processed (auto vs. manual review) • Time saved vs. manual processing • Error rate (should be <0.1%) • Cost savings based on your labor rate • Processing speed per invoice
Most businesses see ROI within the first month. At $9,900/year saved, the system pays for itself in weeks.
🎉
You now know how invoice extraction works
From inbox → AI extraction → accounting software.
8 hours/week → 1 hour/week. $12,000/yr → $2,100/yr.