Receive invoices from email
Attachments and forwarded bills captured into one processing pipeline.
INVOICE PROCESSING AUTOMATION
From invoice in the inbox to accounting-ready entry — without retyping.
Supplier invoices arrive as PDFs and emails and become somebody's typing job. SpielOS receives them, extracts the fields, checks them for duplicates and consistency, prepares the accounting entry, and queues approval — with the original document and full history kept.
Today, by hand
The work nobody was hired to do.
- 1
Download the attachment from email
- 2
Read supplier, date, amounts, line items off the PDF
- 3
Retype them into the accounting system
- 4
Hunt through history to check it isn't a duplicate
- 5
Match it to the right client, project, or cost center
- 6
Chase approval from whoever owns the spend
- 7
File the PDF somewhere findable — hopefully
Invoice processing is high-stakes typing: repetitive enough to breed carelessness, important enough that errors cost real money and credibility with accountants.
What changes
Same process. No checklist manager.
Before
Each invoice is processed by hand end-to-end, with correctness depending on focus and duplicates depending on luck.
With SpielOS
Invoices flow from inbox to accounting-ready draft automatically: fields extracted and validated, duplicates caught, matches proposed, approvals routed — and every entry traceable to its source document.
How the workflow runs
Actual states. Actual actions.
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Invoice received
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Fields extracted
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Checks passed
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Duplicates rejected
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Entry prepared
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Approval routed
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History archived
What it automates
What invoice processing automation covers.
Extract supplier and invoice fields
Vendor, dates, totals, VAT, line items — read from PDFs and scans.
Validate required information
Incomplete or malformed invoices flagged before they pollute accounting.
Detect duplicates
Cross-checked against history so nothing is booked or paid twice.
Match to existing records
Proposed links to purchase orders, clients, projects, or cost centers.
Prepare accounting entries
Drafts formatted for your accounting system — reviewed, then posted.
Route exceptions and approvals
Oddities go to the right reviewer; normal ones to routine approval.
Preserve documents and history
Original file plus every processing decision, permanently attached.
No migration
Works with the tools you already use.
The workflow runs on top of your current stack — we connect to it; we do not replace it.
Plus your ATS, CRM, or internal systems where an integration is genuinely supported.
Who this is for
Built for teams where this work repeats weekly.
Small finance teams
Bookkeeping capacity spent on typing, not reviewing.
Agencies & service firms
Project-level cost tracking needs accurate invoice matching.
Businesses scaling past spreadsheets
Volume broke the manual process months ago.
Run by an AI department:
AI analytics department
Human boundaries
Automate the repetition. Keep the judgment.
Runs on its own
- Capture, extraction, validation, and duplicate detection
- Matching proposals and accounting-ready drafts
- Approval routing with full context attached
- Archiving originals with processing history
Stops for a human
- Every posting — approval is a human gate, always
- Mismatched amounts, unknown suppliers, and exceptions
- Payment execution, which stays entirely outside automation
Money moves with approval, not automation. The system prepares everything and enforces the checkpoint — a human approves before anything posts.
Questions
Invoice Processing Automation, answered.
It reads incoming invoices, extracts and validates the fields, checks for duplicates, proposes matches, prepares the accounting entry, and routes it for approval — with the original document and full audit trail preserved.
No. Nothing posts or pays without a human approving it. Automation prepares and organizes; the financial checkpoint stays with your team.
Entries are prepared for your existing accounting workflow — your accountant or bookkeeper reviews and posts as usual, now from clean drafts instead of retyped numbers.
Each invoice is cross-checked against processing history on supplier, number, amount, and date. Suspected duplicates are held with both documents side by side.
Keep exploring
Related workflows.
Start with one workflow
Show us the workflow you want off your plate.
Walk us through how it works today. We will map what can be automated, what should stay human, and what the implementation would require.
Apply — Free Review