AI agent for accounting: processing incoming invoices
An AI agent takes incoming invoices from email, extracts the data from PDFs, scans and ISDOC files, checks the supplier in the ARES register and the Czech VAT register, matches the invoice to the purchase order and prepares the entry for Pohoda, Money S3 or another accounting system. Your accountant only reviews exceptions and approves payments.
What the agent does with an invoice
From the email attachment to a document ready in your accounting system. Every step is logged.
Collecting from email
It watches the invoice inbox, separates invoices from reminders and marketing and downloads the attachments.
Extracting the data
Company ID, VAT ID, document number, dates, tax bases and VAT by rate, bank account, payment reference and line items. ISDOC is read directly, with no guessing.
Checking the supplier
It verifies the company ID and name in ARES and, for VAT payers, the unreliable-payer status and whether the bank account is published in the VAT register.
Matching
It finds the purchase order, goods receipt or contract and compares amounts and items. Any difference is flagged and explained.
Posting and entry
It proposes the posting and VAT breakdown based on your rules and the supplier’s history and prepares the import into your accounting system.
Exceptions to a person
An unreadable document, an unknown supplier, a mismatch with the order or an amount over the limit goes to the accountant.
How we deploy it
- Day 1
Consultation
We review a sample of your invoices, your accounting system and approval rules.
- Within 3 working days
Free prototype
The agent processes a sample of your real invoices and shows what it would book. If you don’t like it, you don’t pay.
- Within 30 days
Live
Connected to the inbox and accounting system, with approval steps and training for the accountants.
- After
Measuring
We track the share of invoices processed without manual work and add rules for new suppliers.
Pay when it works.
Within 3 working days we build a free, working prototype on your own data. If you don’t like it, you don’t pay.
- For fixed-price projects with one clearly defined process
- After the free consultation and a written scope
- We need access to the data and systems named in the scope
- AI model costs during the prototype are on us
By hand, classic OCR or an AI agent?
The difference is not just speed, but what happens to a non-standard invoice.
| By hand | Classic extraction (OCR) | AI agent | |
|---|---|---|---|
| A new invoice layout | The accountant figures it out | A new template is needed | Read without a template |
| ARES and VAT checks | When there is time | Usually not | For every invoice |
| Matching to the order | By hand | Exact matches only | By number, amount and items, differences explained |
| Exceptions | Handled by the accountant | An error in a queue | Passed on with a description of the problem |
| Step log | No | Partial | Every step |
What the agent checks on every invoice
We set the checks to your rules. Typically:
- Supplier company ID and name in ARES
- VAT ID and unreliable-payer status
- Bank account published in the VAT register
- Bases and VAT add up by rate
- Duplicates: the same document number from the same supplier
- Match with the purchase order or goods receipt
- Due date and the approval limit
Integrations
The agent works with the systems your accounts team already uses:
Related terms
Further reading
Questions
Can the agent process ISDOC?
Yes. ISDOC is the Czech XML format for electronic invoices. The agent reads the data directly, so there is no risk of a wrong extraction. PDFs and scans are processed with AI and the result is checked against the rules.
Which accounting systems does it work with?
Most often Pohoda and Money S3, which can import documents in XML. Also ABRA Flexi, iDoklad, Fakturoid or your ERP through an API. We confirm the integration at the consultation.
What if the AI misreads a value?
The agent checks every value: bases and VAT must add up, the company ID must exist in ARES and the amount must match the order. Anything that does not match goes to a person before it reaches the books.
Will the agent replace the accountant?
No. It removes the retyping and searching. The accountant reviews exceptions, approves and spends time on work that needs expertise.
How much does it cost?
An agent for one process starts at €5,000 excl. VAT and is live within 30 days. AI model usage is billed by the provider, usually a small monthly amount we estimate upfront. The working prototype within 3 working days is free.
Is invoice data safe?
We process it in the EU or on your own servers. The agent only has access to the invoice inbox and the accounting system, and every step is logged.
Bring us one process or one app idea.
In 30 minutes we tell you whether it is worth handing to an AI agent. Then you get a free working prototype within 3 working days. If you don’t like it, you don’t pay.
- We reply within 24 hours on working days
- The engineer who designs it also builds it
- Write in Czech, English, German, Italian or Turkish
Contact
Write to us
Describe the process or app you want done. We reply within 24 hours on working days, and the prototype within 3 working days is free.