Header fields
Supplier, invoice number, dates and totals are set on the record through the API.
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Getting documents into SmartAccounts without native OCR
SmartAccounts has no invoice reading built in, so every incoming document needs another way in. A pipeline reads receipts and invoices and posts them through the API using your own account key.
No native OCRSmartAccounts has no invoice-reading of its own, so every document needs a capture step before it reaches the ledger.
Region EstoniaNative OCR NoneAuthentication API keyE-invoicing Via e-invoice operators
Capturedocument arrives by photo or email
AI readerheader and line data pulled out
Codelines coded to the chart of accounts
Postposted via the API using your account key
Reviewexceptions flagged for a person to check
What lands in SmartAccounts
Line items
Each line item is entered with its amount and account coding.
Source file
The original receipt or invoice is attached for the audit trail.
API key auth
Every record is posted using the client's own SmartAccounts API key.
Exception flag
Anything uncertain is flagged rather than posted straight through.
Review task
Flagged documents go to a review queue in a tool the client already uses.
Where it gets awkward
Every system has edges. These are the ones that shape the build — better known before the pilot than during it.
No native OCR
SmartAccounts does not read invoices on its own, so every document needs a capture step before anything reaches the API.
E-invoices via operators
Incoming e-invoices come through e-invoice operators rather than the API itself, so that channel sits outside a pipeline built on the API.
Is a custom pipeline worth it here?
Worth building
- Receipts and invoices arrive from many suppliers in different formats each month
- You want documents entered without watching for missed ones by hand.
- You want the source file and exception flags visible to whoever checks the books
Native tools are enough
- You process a handful of documents a month and typing them in is quick enough.
- All your inbound documents already arrive as e-invoices through an operator.
The task behind this
Solution
Invoices and receipts posted into your accounting system automatically
Supplier invoices and staff-photographed receipts posted straight into Merit Aktiva, Xero, QuickBooks and more, with exceptions sent to a review queue.
→How the stream is built
Processed in the EU. The original files and extracted data stay in your own systems; a data-processing agreement is available on request — see security and data handling.
From audit to autopilot
Step 1
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 daysStep 2
Pilot
One stream goes live on your real documents. Acceptance is measured, not felt: straight-through rate, minutes per document, exceptions.
About two weeks · fixed priceStep 3
Rollout
The remaining streams follow the proven pattern. Monthly report, support, and changes as your systems change.
Stream by streamFrequently asked questions
Does SmartAccounts read invoices automatically?
No. SmartAccounts has no OCR of its own, so incoming documents need another way to get their data onto a record. E-invoices arrive through e-invoice operators; anything else needs a capture step first.
How does a pipeline get data into SmartAccounts?
It reads the receipt or invoice with an AI reader, codes each line to the chart of accounts, and posts the record through the API using your own account key.
Is this only useful for larger companies?
No. SmartAccounts is aimed at small businesses in Estonia, and the same approach works at that scale — it processes whatever volume of receipts and invoices comes in, however small.
What if the pipeline cannot read a document confidently?
It is flagged rather than posted. The document goes to a review queue in a tool you already use, so a person checks it before it reaches the ledger.
Where is the data processed?
Processed in the EU. The original files and extracted data stay in your own systems; a data-processing agreement is available on request.
Using SmartAccounts? Start with the audit
Three working days, one document stream mapped end to end, a fixed pilot price on paper. No commitment.
Get a free automation audit