Many invoices in. Checked bookings out.
This is how we automated our own accounting. The software reads every supplier invoice and books it when the checks pass. Everything else waits for a person. We build the same for your company.
Our own books: ~10 min a weekDouble-entry books in CHFQR-bill · VAT · camt
- Invoices arrive by
- Upload, e-mail inbox, cloud folder
- Each invoice is read
- By text recognition and an AI model
- Checked for
- Missing fields, wrong sums, duplicates
- Booked without a click
- Only when the checks pass
- Always with a person
- Year-end closing, payroll release
- Corrections
- Reversal entries, never deletions
How QAI, our own accounting software, works today. We publish accuracy figures only once we have measured them.
From the inbox to the ledger in four steps.
Invoices arrive
By upload, from an e-mail inbox or from a cloud folder. A scanned stack can be split into single documents.
Each one is read
Text recognition reads the page, then an AI model reads the fields: supplier, date, invoice number, currency, total and VAT.
The reading is checked
Every required field must be there, the positions must add up, the invoice must not be in the books already, and its date must be in an open period.
Booked, or held
If the checks pass, the invoice is booked with its accounts and VAT code. If not, it waits for a person, with the reason.
What keeps an invoice from being booked.
Something could not be read
Supplier, date, invoice number, currency or total is missing, or the VAT rate cannot be read.
The sums do not add up
The positions on the invoice do not add up to its total.
It has been seen before
The same invoice number, supplier and amount, or the very same file, is already in the books.
It is not an invoice
Reminders, credit notes, delivery notes and statements are recognised and not booked as supplier invoices.
The period is closed
The invoice date falls in a period that has been locked.
It was already booked by hand
A person booked the expense before the document arrived. A second booking would count it twice.
The right account is unclear
Where the software should not decide alone, it asks one question and books after the answer.
No exchange rate
An invoice in a foreign currency is booked only when a rate for its date is available.
Where it is less sure
A detail the software is less sure about does not stop the booking. The invoice is booked and the point is marked “please check”.
You decide how much runs on its own.
Five levels of autonomy
From manual, where nothing runs without you, to everyday bookings made automatically. You choose the level and can change it at any time.
Some things always need a person
Closing a year and releasing payroll need a click at every level.
Reversal, never deletion
A correction is a reversal entry with a reason. Both bookings stay visible, and the log records who booked what.
A cost limit and a pause
A monthly limit caps what AI use may cost. Automatic booking can be paused at any time; invoices then wait.
Swiss accounting, not a translation.
Documents
Swiss QR-bill · PDFs and scans · e-mail inbox · cloud folder · scan stacks split into documents
Ledger
Double-entry bookkeeping · amounts kept to the Rappen · open items · locked periods · every booking logged
Bank
camt.053 and camt.054 · CSV statements · matching to open items · partial and collective payments · confirmed matches booked without a click
VAT
VAT return in the ESTV layout · effective method · net tax rate method · ESTV exchange rates for foreign currencies
05Questions
Questions before you start
Can we buy this as a product?
Not as a subscription. It is the system we built for our own accounting. For your company we build a custom solution with your chart of accounts and your rules, and agree scope and price in a written offer.
How does a project start?
With a first conversation about your books: roughly how many invoices you handle and with which accounting setup. Then you receive a written offer with scope, price and timing.
Does it book every invoice automatically?
No. It books an invoice without a click only when the checks pass and that level of autonomy is chosen. Duplicates, incomplete readings, sums that do not add up and documents that are not invoices wait for a person.
What if a booking is wrong?
You reverse it. A reversal is a counter-entry with a reason, so both bookings stay visible and the log shows who made each one. Nothing is deleted.
Does it replace our accountant or fiduciary?
No. It takes over the reading and the routine entries. Your accountant or fiduciary reviews the points marked “please check”, decides the unclear cases and closes the year.
How accurate is it?
We do not publish an accuracy figure yet, because we only publish what we have measured. We recommend starting at a level where every booking needs your click, and comparing the proposals with your own bookings.
Where is our data processed?
Hosting and processing locations are agreed with you and set out in writing in the offer, before you decide.
What does it cost?
It depends on your invoice volume and your setup. You receive the price in a written offer before anything starts.
Want this for your own books?
Tell us what your company does and roughly how many supplier invoices you handle each month. You get a personal reply and, after a first conversation, a written offer.