Extracted invoice fields
Supplier, dates, VAT/registry number, line items and totals pulled from each document.
Invoices and receipts posted into your accounting system automatically
For accounting teams and finance staff who spend hours keying in supplier invoices and till receipts. The SayFocus pipeline reads, checks and posts them for you, and only stops for a human when something needs a decision.
Intake
Map
Validate
Execute
Confirm
What this fixes
The situations we hear about in the first call.
Invoices land in five different inboxes
Supplier PDFs, staff photos of till receipts and forwarded emails all need to be found, opened and read before anyone can book them.
Keying data in by hand is slow
Someone still retypes supplier name, VAT number, line items and totals into the accounting system, one document at a time.
A wrong VAT or registry number blocks posting
A smudged receipt or a typo in the business ID means the invoice cannot be matched to a supplier record, so it sits in a pile until someone chases it.
Multi-page invoices get separated
A single purchase can arrive as a cover email, a three-page PDF and a photo of a delivery note, and keeping them together as one posting is easy to get wrong.
How it works
Five stages, the same for every stream we build. Anything that fails validation goes to a person, in the tool you already use.
- Intake
Invoices, receipts and forwarded emails are collected from the inboxes, folders and chats the client already uses, whatever the file type or page count.
- Map
An AI reader pulls supplier, dates, VAT/registry numbers, line items and totals from each document, and matches multi-page or multi-file invoices into a single record.
- Validate
Broken or missing VAT and registry numbers are checked against the business register and corrected where possible; anything that still does not match goes to a review queue.
- Execute
Clean invoices are posted into Merit Aktiva, Xero, QuickBooks Online, Fortnox, Visma eAccounting, SmartAccounts or 1C, with the original file attached to the record.
- Confirm
A log entry and a notification confirm what was posted, and anything held for review is flagged in the channel the team already checks, such as Telegram or email.
What you get
Source file attached
The original PDF, photo or email is attached to the posted record for audit.
VAT/registry correction
Broken supplier codes are checked and fixed against the business register where possible.
Review queue for exceptions
Documents that fail validation are held in a queue inside the tool the client already uses.
Posting log
A running record of what was posted, when, and to which accounting system.
Notifications
A message to the team when a batch is posted or when something needs attention.
What the pilot measures
We do not quote accuracy percentages before we have seen your documents. These three numbers are agreed at the audit and reported at the end of the pilot.
Straight-through rate
Share of documents posted without any manual correction during the pilot.
Minutes per document
Time from a document arriving to being posted, compared with the manual process.
Exceptions per 100
How many documents out of 100 need a human decision in the review queue.
Systems we connect for this
Merit AktivaXeroQuickBooks OnlineFortnoxVisma eAccountingSmartAccounts1CEstonian business register
Processed in the EU. Original files and extracted data stay in your own systems; a data-processing agreement is available on request.
From audit to autopilot
Pilot scope for this stream: One document stream, for example supplier PDFs from a single inbox or till receipts from one team.
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 streamBuilt before
Case · Accounting firm, Estonia
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.
79%of documents post with no human touch
Frequently asked questions
How much does this cost?
There is no fixed price list, because every accounting stack and document volume is different. The free audit tells you what is realistic, and the pilot price is fixed and agreed before any work starts.
How accurate is the reading?
Accuracy depends on document quality and how consistent your suppliers are. The pilot measures straight-through rate and exceptions per 100 documents on your own files, so you see real numbers before committing to a rollout.
What happens when a document cannot be read?
It is held in a review queue inside the tool your team already uses, such as Telegram or email, with a note on what needs checking. Nothing gets posted without passing validation.
Where is our data processed and stored?
Processing happens in the EU. The original files and extracted data stay in your own systems, and a data-processing agreement is available on request.
Will this work with our existing accounting system?
We build against the system you already use, including Merit Aktiva, Xero, QuickBooks Online, Fortnox, Visma eAccounting, SmartAccounts and 1C. The audit confirms what your setup supports.
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