Invoice processing automation. Exceptions go to you.
I build an AI agent that takes your supplier invoices all the way into your accounting software. Above an amount you choose, it asks for your approval first.
1,250 euro excl. VAT✦Money back if the report finds no opportunity that pays for itself within a year
Invoice processing automation in short
Invoice processing automation, also called accounts payable (AP) automation, is the use of software, often AI, to collect your supplier invoices, read the data, match it against the purchase order and prepare a posting in your accounting software. Where the system is unsure or your approval is needed, a person decides. Diginesso is the sole proprietorship of Wesley Beerendonk. I build these systems for small and mid-sized businesses in the Netherlands, Germany and Italy, with the database and files hosted in Frankfurt. You start with an AI Process Audit at 1,250 euro excl. VAT, in which I measure what processing costs you now and calculate what automating it would be worth.
What happens
From inbox
to ledger.
An invoice processing system does the work between your inbox and your accounts. We decide together which checks it runs and who can approve what. Here is how it could look:
- 01System
The invoice arrives
The system collects the invoice from an agreed source, such as your accounts payable inbox or Peppol, the network for e-invoices. It also checks whether the same invoice has come in before.
- 02System
Reading the data
The system reads the supplier, invoice number, amount and VAT, and flags anything missing. I test how well it reads them on your own invoices.
- 03System
Checking
The invoice is matched against the purchase order, and against what was actually delivered if you keep track of that. The system sets aside anything that does not match.
- 04You approve
Approval where it is needed
Invoices that need your approval, for example above an amount you choose or with a mismatch, go to you or to the colleague who is allowed to approve. You see the reason straight away, and your approval is recorded.
- 05System
Posting
After the agreed checks, the entry goes into your accounting software, with the source document attached.
- 06You pay
Ready for payment
A payment list is prepared. You make the payment yourself, from your own bank account.
And if the system is unsure? Then it does not post, and the invoice comes to you. If the system learns something from a case like that, for example that a regular supplier should be posted to a different ledger account, I check that new rule before the system uses it.
Worked example
What does manual invoice processing cost?
An invoice that someone processes by hand costs between 4 and 15 euro in time. That is a general benchmark, not a figure from Diginesso clients. Set the slider to the number of supplier invoices you receive each month to see roughly what that costs.
How to arrive at a cost per invoice
A business receives 200 supplier invoices a month. For each invoice someone spends 9 minutes retyping, checking and chasing an approval. An hour of work costs the business 40 euro. This business does not exist. The numbers are chosen to show the calculation.
- 200 invoices × 9 minutes30 hours
- 30 hours × 40 euro1,200 euro per month
- 1,200 euro ÷ 200 invoices6 euro per invoice
Where that time goes
Invoices come in through different channels and first have to be gathered in one place. Then someone retypes them, and a typo means sorting things out later. Meanwhile someone keeps track of who still has to approve. When you measure your own process, count the corrections too.
What it connects to
Does it work with your accounting software?
I start from the software you already use. Below are packages I would look at. I only promise an integration once I have checked what your package and your licence allow, because a package that offers an integration cannot necessarily do everything you need.
Where invoices come from
- Accounts payable inbox
- Supplier portal
- Scanner
- Peppol
- Document storage
Where they end up
- Xero
- QuickBooks
- Sage
- NetSuite
- Business Central
- Visma
- Exact Online
- Odoo
What sits around it
- Purchasing system
- Bank feed
- Document archive
- Teams or Slack
- Excel
What it costs
What does invoice processing automation cost?
You start with an AI Process Audit at 1,250 euro excl. VAT. What the build costs after that depends on the job: a link to your accounting software is a different job from a system that also matches every invoice against the order and the delivery. The report gives an estimate for each opportunity, and for every phase we agree a fixed price in advance.
AI Process Audit
1,250 euroexcl. VAT, usually 1 to 2 weeks
I map your invoice flow and calculate what each opportunity brings in. If the build assignment is agreed within 3 months of the report date, the full amount comes off the first invoice of the build.
If the report names no opportunity whose calculated benefit over twelve months exceeds 1,250 euro, you get your money back. An email is enough, up until you approve the report. The report counts as approved if I hear nothing from you 14 days after sending it.
Build
Fixed priceper phase, agreed in advance
After the audit you get a fixed price for each phase. What I build specially for you becomes yours once the invoices are paid. My own standard components stay mine, but you get a perpetual, transferable licence to use them.
Maintenance
Fixed amountper month, one month’s notice
I keep an eye on the system and repair what breaks at no extra charge. You pay for hosting, the database and AI model usage yourself, on your own accounts. Any extension is priced separately, in advance.
Everything we agree is in the terms of business.
Whether there is a grant or tax incentive for the development work depends on the country your business is in. I am not a tax adviser and cannot guarantee that you will receive anything.
How I work
How does a project like this run? In four phases, and after each one you decide whether we carry on.
- 1 to 2 weeks
AI Process Audit
I sit with whoever processes the invoices now and measure where the time goes, corrections included. You get a report with the opportunities, ranked by what they are worth, even if my advice is to build nothing.
- 2 to 4 weeks
First version on your data
I build the reading and checking and test it on a batch of your own invoices. We agree beforehand which score it has to reach. If it falls short, we stop and you pay only for this phase.
- 2 to 6 weeks
Live and monitored
I develop it until it also handles a skewed scan or an unusual invoice properly, or passes it to you, and I set up monitoring. First I compare its results with the way you work now, and you only switch over after the agreed checks. Every access to the system is logged.
- ongoing
Growing with you
I keep it running for a fixed monthly amount. Anything added later is priced in advance.
Secure and European
Where are your invoices stored?
In the standard setup your database and files are stored in Frankfurt, and so is the application. You choose which AI model reads your invoices. With a European model, the data stays within Europe.
The agent that processes your invoices gets only the access it needs for that job. So it cannot get into your personnel files.
Every provider and region in one list- Your database and files
- Frankfurt, Germany Supabase
- The application
- Frankfurt, Germany Vercel
- Emails the system sends
- Ireland Resend
- Counting visitors
- EU, without cookies Plausible
- The AI model
- Your choice, including European agreed with you
Supabase, Vercel and Resend are American companies with servers in Europe. Would you rather have no American parent company in the chain? There is also a setup with European providers only.
Who builds it
You work with the builder directly.
I am Wesley Beerendonk, a Dutchman in Riparbella near Pisa, and Diginesso is my sole proprietorship. I read your message, and I build and maintain the system myself. I have no client case studies yet, because Diginesso is new.
Sometimes my advice is to wait. With few invoices, or if nearly every invoice is an exception, a system may not pay for itself. If so, that is what the report says.
More about me and DiginessoQuestions
Questions about invoice processing automation
Can invoice processing be fully automated?
Most of it can. A system can do the retyping and the matching against the purchase order, and it puts invoices that do not match or go over your limit in front of you. I first test on your own invoices and software how much can run unattended in your case.
My accounting software already reads invoices. Do I still need this?
Maybe not. In the AI Process Audit I first look at what your software can already do. If that is enough, the report says you do not need anything built.
What does manual processing cost, and when does automation pay for itself?
Processing an invoice by hand costs between 4 and 15 euro in time, and automation usually pays for itself within 3 to 6 months. These are general benchmarks, not figures from Diginesso clients and not a promise. In the AI Process Audit I work out what it costs and what it is worth in your case, including the corrections and the checks that stay manual.
What does it cost to automate invoice processing?
You start with an AI Process Audit at 1,250 euro excl. VAT. The report states roughly what the build for your invoice flow costs. The more packages that need connecting, the more work it is. For the build we agree a fixed price per phase, and maintenance is a fixed monthly amount.
How accurately does AI read an invoice?
I measure that on your own invoices before the system goes live. For the first version we agree a score. If it falls short, we stop and you pay only for that phase. Once it is live, any invoice the system is unsure about goes to a person. Even so, it will not be completely error-free.
Does this work with my accounting software?
I find that out first. Xero, QuickBooks, Sage, NetSuite, Business Central, Visma, Exact Online and Odoo are packages I would look at. I only promise an integration once it is clear what your package and your licence allow.
Do my invoices stay in the EU?
Yes, if you choose a European AI model. The database and files are stored in Frankfurt, and emails the system sends go out from Ireland. Supabase, Vercel and Resend are American companies with servers in Europe, and there is a setup with European providers only. All providers are listed on the Secure and European page.
Have you built this for other businesses already?
No. Diginesso is new and has no clients yet. That is why this page shows a possible approach, general benchmarks and an invented worked example. The price per phase is fixed in advance, and if the AI Process Audit finds no opportunity that pays for itself within a year, you get your money back.
How do you process your invoices now?
Describe in a few sentences how your invoices come in and how they end up in your accounts. You get a personal reply from me within one working day.