Stop re-keying invoices.
Let the system read them.
The Invoice Capture System turns a supplier invoice into a clean, checked data record in seconds. Upload the PDF, the built-in AI reads it, your staff confirm the details, and it exports straight into your accounting system.
Typing invoices by hand is slow, repetitive, and easy to get wrong
Every supplier invoice has to be read and re-keyed into your accounting system. It eats staff time, and a single mistyped number lands a wrong value in the books. This system does the first pass for you and keeps a person in control of what gets saved.
Faster capture
Upload a PDF and the key fields — vendor, dates, invoice number, amount and a plain-English description — come back filled in. Review instead of retype.
Fewer errors
Dates, amounts and codes are standardised automatically. The guiding rule is accuracy over speed — a blank is better than a wrong number.
Catches the tricky ones
When the AI is unsure — two possible dates, a credit memo, a non-Canadian amount — it raises a “needs recheck” flag instead of quietly guessing.
Private & access-controlled
The whole system is locked to logged-in staff, with three roles deciding who can upload, edit, delete or download originals.
Full audit trail
Every upload, edit, export, download and delete is recorded with who did it and when — clean accountability for bookkeeping and review.
Accounting-ready export
Download to CSV or Excel with the columns already in your accounting system’s import order. Drafts are excluded — only completed records go out.
Four simple steps
1. Upload
Choose the invoice PDF — digital or a scan, up to 25 MB.
2. AI reads it
The system fills in the fields and notes anything it’s unsure about.
3. You review
Staff check the AI’s work and add the accounting codes. Nothing saves on its own.
4. Save & export
The record is stored and exports cleanly into accounting.
The things teams ask about — handled
Buy-Canadian friendly
It runs on standard hosting today and can be relocated to a Canadian provider — a planned migration, not a rebuild.
You control the AI cost
You supply your own AI key, so AI usage is pay-as-you-go and fully in your hands — tunable for cost vs. accuracy.
Sensible retention
Original PDFs are stored securely; we recommend a ~3-month rolling retention to keep storage and cost predictable.
Everything you need to evaluate it
Ready to stop re-keying invoices?
See the system in action and get a tailored quote. No obligation — just a straight conversation about whether it fits.
