How the Expense Processing Automation Works
Expense processing is one of the most time-consuming administrative tasks in a small business, and it is almost entirely mechanical. Someone downloads a PDF invoice, opens the accounting system, creates a new expense entry, types in the supplier name, the date, the amount, and the VAT amount, saves it, and moves on to the next one. The same action, repeated dozens of times a month. I built the Expense Processing automation to do exactly that work — reliably, at any time of day, without the need for a person to sit at a screen doing it.
The automation watches a designated email inbox or file upload folder for new expense invoices. When a new document arrives, it extracts the relevant fields using OCR, validates the data against your configured rules, and creates the corresponding entry in your accounting system. The whole cycle takes seconds per invoice.
What the Starter plan does
The Starter plan processes up to 50 invoices per month. For most sole traders and small businesses, that is comfortably more than the typical monthly volume. You configure the incoming document source at /my-account/ — either an email address that forwards invoices or a folder path — and connect the automation to your accounting system using the API key provided by that system.
For each invoice the automation extracts the supplier name, invoice number, invoice date, net amount, VAT rate, and total. It creates a draft expense entry in the accounting system and sends a brief confirmation summary by email at the end of each processing run. Any document where the automation has low confidence in one or more fields is placed in a manual review queue so you can correct and confirm it before it is filed.
What the Pro plan adds
The Pro plan removes the 50-invoice monthly limit and adds two features that matter as a business grows. First, it supports multiple supplier accounts. If you have separate procurement processes for different parts of the business — say, a marketing team that expenses software subscriptions and an operations team that expenses physical supplies — you can configure separate inbox addresses and separate accounting categories for each, all managed from one dashboard.
Second, the Pro plan includes automatic categorisation. Instead of filing every expense as a generic «purchase», the automation assigns each entry to the appropriate category in your chart of accounts based on the supplier name, the invoice description, and the line items it can read from the document. The categorisation logic is configurable: you map supplier names and keywords to categories once, and the automation applies those rules on every subsequent invoice from the same source.
The Pro plan also runs on a nightly batch schedule, so your books are updated every morning without any manual intervention. The Starter plan processes documents as they arrive.
Setup and configuration
After subscribing, you complete the configuration at /my-account/. You provide the incoming document source details, your accounting system API credentials, and optionally your categorisation rules (Pro). A test run processes one sample invoice and shows you what fields were extracted and what entry would have been created, so you can verify the integration before it goes live.
No plugins or third-party integrations are required on the accounting system side beyond the standard API access that most modern accounting platforms provide.
Who this is for
The Expense Processing automation is well suited to any business that receives a regular flow of supplier invoices and currently processes them manually. Freelancers with a modest number of monthly expenses benefit from the Starter plan because it eliminates a task that, while small, is reliably tedious. Growing businesses with multiple suppliers and more complex categorisation requirements benefit most from the Pro plan.
If your accountant currently spends time at the end of each month manually entering invoices, or if you do it yourself, this automation pays for itself in the first week.
Pricing
Expense Processing Starter costs 19 EUR per month and handles up to 50 invoices monthly. The Pro plan costs 39 EUR per month and includes unlimited invoices, multi-supplier support, and automatic categorisation. Both plans are month-to-month with no minimum commitment.