Client paperwork, out of your inbox and into your books
You serve dozens of client companies, each with its own chart of accounts and its own VAT return period. The SayFocus pipeline reads what clients send, checks it against their own rules, and stops for a person only where a decision is needed.
What eats the hours
Four things we hear from people who do this work.
One inbox per client, all different
Every client company sends invoices and receipts to its own mailbox, in its own mix of PDFs, photos and forwarded emails. Someone still opens each one and works out what it is.
Every client has its own chart of accounts
The same supplier maps to a different account and VAT code depending on whose books you are working on, so a generic tool cannot get it right on its own.
Month-end turns into a document chase
Invoices that should have arrived weeks earlier turn up days before the VAT return is due, and someone has to chase every missing document by hand.
KYC and onboarding add another queue
A new client company means a questionnaire, an identity check, a signed agreement and a CRM record, on top of the books you already keep for everyone else.
The streams we take over
Each one links to the page that describes exactly how it is built.
Supplier PDFs and staff photos of till receipts are read and posted into the client's own chart of accounts, with anything doubtful sent to a review queue.
Invoices are matched against purchase orders and delivery notes, the arithmetic and VAT are checked, and duplicates are flagged before posting.
Reminder letters go out on a schedule with escalation levels and a spending limit, so chasing clients for payment stops being a weekly task.
A branded questionnaire, a generated PDF, a qualified e-signature and a CRM record replace the manual chain for every new client company.
Routine questions about a missing document or a filing deadline are answered from your own material and logged, day or night.
What the pilot measures here
Share of one client's documents posted with no manual correction during the pilot.
How many documents per 100 still need an accountant's decision, and why.
Time from a document arriving to being posted, against typing it in by hand.
Systems in this line of work
Processed in the EU. Original files and extracted data stay in your own systems; a data-processing agreement is available on request.
Proof
79% of client receipts and invoices post into Merit without a human touch
How an Estonian accounting firm moved 70+ client companies onto an automated pipeline: 79% of documents post straight into Merit, 0 duplicates in 1 741.
An Estonian firm now posts 79% of client documents into Merit with no human touch, and 0 duplicates in 1,741 posted — the case behind this page.
What we have not done yet
The published pipeline runs on Merit Aktiva. The same intake, reading and validation logic carries over to Xero, QuickBooks Online, Fortnox, Visma eAccounting and SmartAccounts, but the posting step for your own chart of accounts is built during your pilot, not assumed from someone else's. Multi-page invoices split across several photos and credit notes referenced inside the same email are the two places we still ask an accountant to look twice.
From audit to autopilot
Audit
We map one document or enquiry stream end-to-end, count volumes and name the systems it touches. You get a written scope and a fixed pilot price.
Free · 3 working daysPilot
One stream goes live on your real documents. Acceptance is measured, not felt: straight-through rate, minutes per document, exceptions.
About two weeks · fixed priceRollout
The remaining streams follow the proven pattern. Monthly report, support, and changes as your systems change.
Stream by streamFrequently asked questions
We already use accounting software with built-in OCR. Why add this?
Built-in OCR reads a single document. It does not know that the same supplier sits under a different account and VAT code for each of your client companies, and it does not repair a broken VAT number against the business register. The mapping rules are what make posting automatic across dozens of clients, not the reading step on its own.
Can this handle 70 or more client companies?
Yes. The published case runs a single pipeline across 70+ client companies through 42 mailboxes, each with its own mapping rules. New clients are added mailbox by mailbox without disturbing the ones already live.
Who reviews the documents it cannot post?
Your own accountants, in a review queue inside a tool you already use, such as Telegram. Each entry shows the document and the reason it was held, so the decision stays with a person.
Does it cover VAT return periods and KYC together?
Usually as separate streams. Invoice and receipt posting, payment reminders, reconciliation and KYC onboarding are each their own pilot, built around the document type and the systems involved.
Where does client data go?
Processed in the EU. The original files and extracted data stay in your own systems, and a data-processing agreement is available on request.
Start with the free audit
Three working days, one stream mapped end-to-end, a fixed pilot price on paper. No commitment.
Get a free automation audit