Collect expenses
Bring receipts and expense records together with their currency, employee and cost centre, ready for finance to check.
Keep the original receipt alongside its details.
Part of Process automation.
Finance automation.
Less paperwork.
Less time finding receipts.
More time understanding
what the numbers mean.
We connect that work: collecting documents, preparing details and helping match payments. Your finance team reviews the cases that need judgement and stays in charge of the accounts.
The receipt is in an inbox. The invoice is in another tool. Someone has to bring it all together before finance can check the numbers.
01 / Where it helpsWhich finance tasks
Which finance tasks
can you automate?
Choose one task that takes too much gathering or retyping. We work with your accounting tools and the way your team approves things.
Prepare supplier invoices
Pull out invoice details and check totals, supplier names and possible duplicates before they reach accounting.
A reviewer handles unclear amounts or coding.
Match incoming payments
Compare payments with invoices and flag partial payments or missing references for your team.
Finance reviews uncertain matches. Payment release stays separately approved.
These are examples of possible projects. We agree the tools, access and checks with you before building.
02 / How it could workAn invoice arrives.
An invoice arrives.
Finance gets it ready to review.
Here is how a supplier invoice could move from an inbox to your accounting tool. We agree the checks and approvals with your finance team first.
- 01
Collect
Save the invoice and where it came from.
- 02
Check
Check supplier, totals, currency and duplicates.
- 03
Prepare
Suggest the category or matching record.
- 04
Review
Ask finance to resolve anything unclear.
- 05
Save
Send the approved details to accounting and check they arrived.
What about the payment that does not quite match?
A credit note, a split payment or a missing reference can turn a simple match into a puzzle. We show finance the original record, what has been checked and what still needs a decision.
Preparing an accounting entry and releasing a payment are separate jobs, with separate approvals.
03 / Planning the first versionBuilt around
Built around
your finance team’s rules.
Every finance team has details that matter, from currencies and tax settings to cost centres and payment references. We work through yours with the people who know your accounts.
| Detail | What needs checking |
|---|---|
| Amounts and currencies | Do totals agree, and how should exchange rates be handled? |
| Payment references | Which reference links a payment to an invoice? What if it is missing? |
| QR-bills | Which details can we use, and what else needs checking? |
| Approvals | Who reviews the entry, and who can release a payment? |
04 / Projects and readingSee the thinking
See the thinking
in practice.
Our expense-data project shows the reporting side of this work. It brings records together for finance. It does not make accounting decisions or release payments.
Finance / Reporting
A clearer picture of company expenses.
Original records are kept while a separate reporting view brings the details together and keeps them up to date.
See the expense-data project Field Notes / FinanceWhy some payments need a closer look.
Our finance article walks through matching records and handling the ones that disagree.
Read the finance article05 / How we work togetherStart with the paperwork
Start with the paperwork
your team knows best.
We agree what the first version should do, how to check it and who will look after it. Then we work through it with your team.
- 01
Follow one finance task.
We look at where records arrive, what finance checks and where the approved details should go.
- 02
Try a useful sample.
Together we choose examples: straightforward invoices, credit notes, duplicates and missing references. Share only the details needed for the test.
- 03
Check the awkward cases.
We test matching, approvals and saved results, including documents that need a correction or should be rejected.
- 04
Hand it over to your team.
We document the categories, review rules and problem-solving steps, and agree who maintains them when things change.
06 / Access and upkeepKnow what was received,
Know what was received,
changed and approved.
Keep the originals.
The received document stays separate from the details taken from it. Corrections keep a record of what changed and why.
Make reviews easy to follow.
Your team can see who approved a record, when they approved it and whether it reached the accounting tool.
Give each person the access they need.
Connecting to accounting software does not give the workflow permission to release money. We agree access for each task.
Keep your accountant involved.
Your finance professionals remain responsible for accounting judgement, tax treatment and formal review of the accounts. We build around their rules.
07 / Questions before you start
Finance automation questions.
What does a first project cost?
First projects start from CHF 4,800. We agree a complete finance task and how to check the result with your team. The proposal sets out timing and the full cost, including any software or support. A workflow means one complete business task, or a connected set of tasks, automated from start to finish. It may take several n8n workflows, other tools or pieces of code to deliver that result.
Can you collect records from our inboxes and tools?
We check the sources, document formats and access first. Then we agree what can be collected automatically and what your team will still handle.
How do you handle duplicates, credit notes and split payments?
We test examples of each and agree the rules with finance. Uncertain cases stay visible for review rather than being forced into a match.
Can this work with bexio or our accounting software?
We check what your particular setup allows, including the details it can read or save. Then we confirm the connection in the proposal.
Who checks amounts and cost centres?
Your nominated finance reviewer checks unclear values and approves decisions that need judgement. We agree which routine checks can run automatically.
Can we see who approved something?
That can be part of the build. We agree how to keep the original, checks, approval and saved result, as well as who can see them and how long they are kept.
Does a QR-bill give us everything we need?
It provides payment details, but finance still needs to decide coding, tax treatment and approval. We check the current requirements for your setup.
What if a payment cannot be matched?
It stays unmatched, with the missing or conflicting details shown to the reviewer. Finance decides the correction and the workflow records it.
Where is finance
losing time each month?
Tell us about one task, the tools involved and who checks the result. We’ll help you work out what is worth automating first.
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