A how-to on how the AI employee Invoice clerk copies documents into Fakturoid and watches both the due date and the counterparty.
What you do by hand today
An email arrives from a supplier. Attached is an invoice for toner and office paper, 174.24 EUR incl. VAT, due in 14 days. Someone opens it, retypes the supplier, the amount and the due date into Fakturoid, attaches the PDF and hopes they'll remember it in two weeks.
It isn't hard work. It's boring work that keeps repeating. And that is exactly what the Invoice clerk is for.
What the Invoice clerk does with one document
The Invoice clerk is one of the eight AI employees we set up. It takes a document and does three things with it.
- Records it in Fakturoid as a received document, with the attachment.
- Checks the supplier in ARES. In our example it finds that the company exists and is a VAT payer.
- Watches the due date. The day before, it reminds you to pay.
The invoice in the example is missing the order number. The Invoice clerk doesn't guess it. It flags the document for your review and waits until you get to it. Once you confirm the order, the document matches itself with the payment.
The last word is the important one. The Invoice clerk prepares, you decide.
How we connect it
Fakturoid has an official integration, and it's free. The company is checked against ARES, a public register. Nothing exotic, no database of our own that you would have to maintain.
The Invoice clerk isn't sold on its own. It's part of AI Setup Day. That is one day at your place. It has four steps:
- Setup: the AI connects to your data and processes.
- Routine launch: what you do by hand today starts running by itself.
- Training: the team learns to use the tools without us standing over them.
- Handover: you leave with a setup that works, not with a presentation.
In that one day we get three AI employees running. Which three depends on what slows you down the most. The Invoice clerk suits any company that receives and pays invoices.
Where the Invoice clerk stops and who picks up
The Invoice clerk does the basic check in ARES. A deeper check before signing a contract is done by another AI employee, the Checker. Besides ARES, it goes through the VAT register and the insolvency register, and saves the result with the contract together with the date of the check. And every Monday the Reporter puts together the overview of overdue invoices, on its one page of numbers, with the customer's name and the number of days.
Each of them does one thing. That's why they can be set up in a day.
Why watch the due date and the counterparty
Retyping by hand is one thing. The other is that you only remember an invoice when the reminder arrives. So the due date belongs in the calendar the moment the document is created.
It's similar with the counterparty. Before you pay another company, you want to know it really exists. Nobody feels like checking the register by hand on a Friday afternoon. The Invoice clerk does it the same way for every document.
Only Fakturoid?
We write about Fakturoid because that's the integration we have documented. We don't want to promise you other accounting software today. If you use a different one, we'll tell you on the intro call what works and what doesn't.
Three questions to ask yourself
Whether you try it with us or some other way, ask.
- Who in your company retypes documents today, and how many arrive each week? Without this number you can't calculate anything.
- What happens when a document isn't right? Should someone flag it, or does it get recorded with the error?
- Who will be the last person to see the document before it's paid?
With the Invoice clerk, the answer to the second and third question is clear. It flags the error and you have the last word.
What the Invoice clerk doesn't do
So that it doesn't sound like a miracle.
- It doesn't decide for you. It flags a missing detail, the decision stays with you.
- It doesn't pay instead of you. In the example it reminds you to pay, and you decide about the payment.
- It doesn't replace your accountant. It takes the retyping off her hands, not the responsibility.
- It doesn't promise numbers. How many hours a week the retyping will save you, we can't say today. We don't have those numbers until we look at your documents. If the numbers don't add up, we'll say so straight away.
Who keeps an eye on it
Every AI employee has the name of the person who watches over it. The Invoice clerk is watched by Jakub, meaning the numbers and texts. It isn't autopilot. AI is a turbo, but someone has to hold the wheel.
How many invoices are waiting in your inbox right now to be retyped? If you want to find out whether the Invoice clerk would pay off for you, book a 15-minute intro call with us. We'll also tell you if it doesn't make sense.
