Trend · 01
Mature AI/OCR
Current engines combine OCR + ML + NLP and reach 99% accuracy in extraction, versus 85-95% for traditional OCR. They process invoices in any format without templates and learn continuously.
● Process automation
Invoice processing.
We connect purchase invoices, expense classification and payment follow-up to reduce manual work and keep information in one system.
- Capture
- Extraction
- Validation
- Approval
- Accounting
The context
Why it matters today more than ever.
The work does not end when an invoice arrives: the purchase needs recording, the expense needs classifying, costs may need allocating, and payments need following up. We connect these tasks to the team's systems so information does not remain scattered across manual steps.
Trend · 02
Verifactu and Crea y Crece
Royal Decree 1007/2023 (Verifactu) and Royal Decree 238/2026 (mandatory B2B e-invoicing) close the framework. Companies need approved software and compatible processes, it's not optional.
Trend · 03
Consolidated integration layer
Make, Zapier and n8n connect AI extraction, approval workspace and accounting software with robust APIs. What used to require an enterprise vendor is now built bespoke in weeks.
The problem
Where your system always breaks.
Symptoms vary from company to company, but the patterns repeat. These are the four structural pains we find in practically every invoicing flow audit we run.
01
Invoices arriving through a thousand channels
Email to several addresses, supplier portals, scanned paper, WhatsApp photos, EDI, shared drives. Each channel has its manual flow, and nobody has a full picture of the real backlog.
Impact
Invoices that get lost or reach accounting late.
02
Transcription errors and duplicates
Human error rates of 1.6% to 4%. A misread number is paid to the supplier and discovered weeks later. The same supplier sends the same invoice through two channels, and gets paid twice.
Impact
Up to €53 cost per correction, without counting the impact on supplier relationships.
03
Slow and opaque approval cycles
The invoice goes by email to the manager, who forwards it to their boss, who loses it, who finds it two weeks later. With no traceability of who approved what or when. And meanwhile, the supplier is calling, angry.
Impact
8-14 days average per cycle, supplier friction, late-payment interest.
04
System not approved for Verifactu
The invoicing program you've been using for years doesn't meet the integrity, traceability and immediate registration requirements. And your Excel sheet for issuing invoices, much less. The obligation is already in motion: phased in, but in motion.
Impact
Fines up to €50,000/fiscal year for using non-approved software.
Every month-end close we have the finance team working late. And we have a drawer of invoices where nobody knows what stage they're at, or whether we've paid them twice.
, What we hear in discovery calls
The cost
What it costs to leave it unfixed.
€50,000
is the maximum fine per fiscal year for using non-approved invoicing software under the Anti-Fraud Law.
Source · Anti-Fraud Law · RD 1007/2023
An uncomfortable conclusion
Before, automating invoicing was an ROI decision. Today it's also a compliance decision. Companies that don't tackle the project will end up solving two problems at once, and under regulatory pressure.
The solution
A system, not a tool.
We start with the actual flow of information: where it arrives, what gets recorded, how expenses are classified and who follows up on payments. We connect records, reports and reminders, agreeing with the client which steps belong in each implementation.
01
Unified multi-channel capture
Email, supplier portal, scanning, EDI, Facturae, mobile photos, all channels converge to a single entry point. Nothing gets lost along the way.
02
Intelligent extraction with AI
OCR + ML + NLP + LLMs. Header, line items, VAT, withholdings, totals, extracted automatically in seconds with 99% accuracy, without per-supplier templates.
03
Automatic validation and matching
Duplicate detection, tax ID and fiscal data validation, 3-way matching against purchase order and delivery note, alerts on discrepancies before payment.
04
Traceable approval workflow
Approvals by amount, cost center or expense type. Automatic notifications to approvers. Full history: who approved what and when.
05
Integration with accounting and ERP
Automatic posting to the accounting software (Holded, Sage, Quipu, A3, Xero, Odoo) with the correct journal entry, accounts, VAT and project.
06
Embedded regulatory compliance
Verifactu, Facturae, status communication within 4 days, full audit trail, electronic archive and automatic retention. Compliance is part of the design, not a patch.
The tools
3 platforms, one technical decision.
«The pipeline isn't measured by the technology it uses, but by the touchless percentage it achieves. The goal of the design is to maximize that percentage without losing control.»
The process.
We have worked with more than 200 clients. Each stage has deliverables before the next begins and is carried out in collaboration with the client's team.
01→
Diagnostic
We audit existing processes and the current stack. We map bottlenecks and optimization opportunities to define priorities and reduce risks in the following stages.
02→
Planning
We define target architecture, rollout plan, roles, and metrics before getting into the weeds.
03→
Build
We execute in short iterations with your team. We create, adapt, and integrate with your existing tools.
04→
Rollout
We start with a test and expand after validation. We train your team so adoption feels natural.
05✓
Follow-through
We measure and listen to feedback throughout so the result truly becomes yours.
Client case studies
How we have implemented it
Habitam Palma needed to manage purchase invoices, split utility costs among tenants and follow up on payments. The implementation automated purchase recording and classification, utility allocation and internal reports. Every movement is reflected in Notion, while GoHighLevel handles collections and reminders.
Habitam Palma
Purchase invoices categorize themselves, utilities are split among tenants, and collections are handled in GoHighLevel with automated reminders. Everything is reflected in Notion.
View case · Habitam PalmaLet's talk.
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