Solution · Workflows
Automate incoming invoices. Every invoice named, in the right folder.
Invoices arrive by email, from supplier portals and on paper, and someone collects them by hand. We automate collecting, reading, naming and filing. Your team only checks the exceptions.
What changes for you
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Nothing stays in the inbox
Attachments from every invoice mailbox are collected continuously, including portals that send no email.
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Meaningful file names
Each invoice is named by date, supplier and amount and sits in the right folder. Searching takes seconds.
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Ready for accounting
Handover to accounting or your tax advisor in the format they need. Interfaces to BMD or your ERP are checked case by case.
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A person checks unclear receipts
Unclear receipts, duplicates or unusual amounts are flagged and wait for approval.
What runs behind it
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Runs on your side
The workflow runs in your infrastructure or a data centre in the EU. No receipts at third-party cloud services.
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Filing into the file cloud
Invoices land directly in the right folder of your Nextcloud or file server.
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Rules first, AI where needed
Known formats are read by fixed rules. Only unknown receipts go to a language model.
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Logged
Every step is traceable: when which receipt came from where and where it went.
Service or project
We run it for you, or your team takes over.
As a project with fixed scope and a fixed quote. If you want, we run the workflow afterwards and adapt it when things change.
For IT leads
Technical detailsMailbox · rules · language model · Nextcloud
- Intake
- Mailboxes and supplier portals are collected automatically.
- Extraction
- Fixed rules for known formats, a language model only for unknown receipts.
- AI processing
- EU provider with no training on your data, or local.
- Approval
- A person confirms uncertain fields.
- Storage
- Nextcloud, file server or accounting via existing interfaces.
- Audit
- Every step with time, source and destination.
FAQ
Frequently asked questions
Do we need new software for this?
No. The workflow connects the systems you already have: mailboxes, portals, storage and accounting.
What happens with a misread invoice?
If recognition is uncertain, the receipt goes to a person for approval. Nothing is booked without review.
What does it cost?
After a talk about your invoice channels you get a fixed-scope quote.
Who do you offer this to?
For regulated companies, professions bound by confidentiality and anyone processing sensitive data, and for companies of about 30+ staff with critical systems.
Automate incoming invoices
Free first call
Briefly describe your situation. We help you assess it and plan the next step. Reply within 24 hours on working days.
Automated invoice processing for SMEs in Austria
vetosec automates invoice intake for businesses in Austria, run privately in your own infrastructure.
office [at] vetosec [dot] at · vetosec.at/contact/