Supplier invoices into AutoCount — without the typing.
Most teams running AutoCount still key in every bill, invoice and payment by hand. This demo shows an automation layer that reads documents from email, WhatsApp and shared folders, checks them against your rules, routes the approvals, and posts the entries straight into AutoCount.
An automation layer that sits around AutoCount
AutoCount is a capable accounting system — the bottleneck is everything before the data reaches it. Invoices arrive as PDFs in email, photos on WhatsApp, spreadsheets from suppliers and exports from a POS or online store, and someone has to read each one and type it in.
This build adds an AI + workflow layer in front of AutoCount. It captures the documents wherever they land, extracts and validates the fields, applies your approval rules, then writes clean entries into AutoCount — and tells you the moment something doesn’t look right.
What it is
A document-to-AutoCount pipeline: capture, extract, validate, approve, post — running on its own.
Who it’s for
SMEs, distributors, retailers and accounting firms already running AutoCount with high document volume.
What it touches
Email, WhatsApp, shared drives, spreadsheets and any system that can export or expose an API.
What changes
Manual key-in becomes an exception, not the job. Your team reviews what’s flagged — not everything.
This is a demonstration build. Figures shown in the interface are illustrative, not client results.
The accounting system isn’t slow. Getting data into it is.
Every finance team we speak to describes some version of the same month: a queue of documents, a person typing, and a scramble at closing.
Manual key-in, every day
Someone opens each invoice, reads the header and lines, and re-types them into AutoCount. Hours a day, every day, forever.
Documents scattered everywhere
PDFs in email, photos in WhatsApp groups, spreadsheets in Drive, printouts on a desk. Nothing has one place to live.
Typos become reconciliations
One transposed figure or wrong tax code turns into a hunt through the ledger weeks later — usually at month-end.
Approvals stall in inboxes
A bill waits for a signature that’s buried in someone’s email. Nobody can say where it is without asking.
Numbers are always behind
Because entries lag by days, the reports management look at describe last week, not today.
Audit trails are thin
When a figure is questioned, tracing who entered what, from which document, and who approved it means digging.
AI automation layer, integrated with AutoCount
Documents come in from wherever your suppliers and customers send them. The automation layer reads, checks and routes them. AutoCount stays your system of record — it just stops needing a typist.
Supplier invoice entry
Read the invoice from email or WhatsApp → extract header and lines → match to PO → post as a purchase invoice in AutoCount.
Payment & bank matching
Pull the bank statement, match payments to outstanding bills and customer invoices, flag anything that doesn’t reconcile.
Stock & inventory updates
Update stock in AutoCount from goods received notes, sales channels and stock adjustments — without a manual count sheet.
e-Invoice submission prep
Assemble and validate the fields required for e-Invoicing before submission, so rejections are caught before they happen.
Reporting & alerts
Auto-generate the reports management actually read, on a schedule — plus alerts on overdue receivables and cash position.
The specific jobs this takes off your team
Not “accounting, automated” — a defined set of repetitive tasks, each with a rule for what happens when something looks wrong.
Reading the document
Invoice number, date, supplier, currency, tax, totals and every line item — pulled from PDFs, scans and photos.
Checking it’s right
Line totals against the header, tax against the rate, quantities against the PO and delivery order — before anything is posted.
Getting it approved
Bills over a threshold, from a new supplier or outside budget route to the right approver — on WhatsApp, email or a simple approval screen.
Posting into AutoCount
The approved entry is written into AutoCount with the correct supplier, account codes, tax codes and cost centre.
Filing the source document
Every document is stored, renamed and linked to its entry, so the original is one click away during an audit.
Flagging the exceptions
Duplicates, price variances, missing POs and unreadable scans are held back and raised to a human with the reason attached.
Built on tools you already run
This demo uses the stack below. Every piece is swappable — if your team runs Outlook instead of Gmail, or SharePoint instead of Drive, the same workflow is rebuilt on those.
This is one implementation — not a fixed product
Every business has different approval rules, workflows and systems. This demo is one possible implementation and can be customised based on your requirements.
In a real build we start from how your team actually works — who approves what, which document types you receive, how your chart of accounts and tax codes are set up, and which systems have to stay in the loop. The diagram above then changes to match.
Your approval rules
Thresholds, approvers, escalation paths and who can override — configured to your policy.
Your document types
Invoices, delivery orders, receipts, statements, claims — whichever ones actually clog your inbox.
Your systems
AutoCount on-premise or cloud, plus POS, e-commerce, CRM or whatever else holds the data.
Your level of automation
Fully automated posting, or review-then-post while your team builds confidence. Your call.
