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FOR ACCOUNTING FIRMS

Accounting automation: how 5 specialists handle
3× more client books

Accounting automation pairs vision-AI OCR with ERP API integration to remove the most expensive cost line in finance operations: manual invoice entry. A typical 5-person accounting firm reclaims 200–300 hours a month, runs 3× more client books on the same headcount, and reaches payback in roughly 3 months.

AI OCR pulls invoice data directly into the ERP. E-commerce sales create sales documents automatically. Open Banking matches payments to invoices without manual reconciliation.

What changes (5-person firm)
250 hrBookkeeper time freed up each month
3×Client books handled on the same headcount
3 mo.Typical payback period
Book a free auditSee how it works ↓
The problem

Accounting teams spend most of their day re-typing data that already exists

Manual data entry is the largest cost in most accounting operations. It is also the source of the typos that show up later as VAT corrections and audit findings. The data the bookkeeper is re-typing is already structured in the PDF, the bank statement, and the e-commerce order — it just isn't connected to the ERP yet.

~3,000 invoices/month

A mid-size firm handles thousands of supplier invoices per month — most of them following the same handful of layouts.

"Has client X paid?"

Bookkeepers spend hours every week checking payment status across the bank, the ERP, and email — repeating the same lookup.

CSV exports

E-commerce sales arrive as daily CSVs that need to be opened, cleaned, and imported by hand.

What we automate

Three pipelines that cover most of the work

OCR pipeline

Email inbox → AI OCR → ERP purchase document

How it works
1
PDF intake

Invoices arrive at a dedicated mailbox. A webhook hands the attachment to the OCR pipeline.

2
Data extraction

A vision-LLM model reads supplier, totals, VAT, dates, and line items — regardless of the supplier's layout.

3
ERP write

The data is written into Rivilė (or your ERP) via REST API as a purchase document, with a Slack confirmation to the bookkeeper.

Outcomes
✓~3,000 documents/month handled
✓95–99% extraction accuracy
✓Runs nights and weekends
E-commerce sync

Online store transactions into the accounting ledger

How it works
1
Order trigger

A completed checkout in Shopify or WooCommerce fires a webhook with the order details.

2
Document creation

The workflow creates the matching sales document with the right VAT rate (including MOSS for cross-border).

3
Continuous sync

Reconciliation happens automatically — no daily CSV exports, no manual sorting.

Outcomes
✓No more CSV exports
✓VAT applied per order
✓Handles peak season volume without extra staff
Bank reconciliation

Open Banking integration for automated invoice settlement

How it works
1
Bank polling

A scheduled workflow pulls new transactions from the bank API.

2
Matching

The workflow matches incoming payments to outstanding invoices by amount, reference, and counterparty.

3
Status update

Matched invoices are marked as paid automatically. Mismatches are routed to a bookkeeper for review.

Outcomes
✓No more manual matching
✓Automatic dunning chains
✓Clean cashflow view

Typical ROI for a 5-person firm

Numbers from real engagements with mid-size accounting firms on the same setup.

250h
Bookkeeper time freed per month

Manual entry replaced by review-only workflow.

3×
Client books handled on same headcount

The firm grows without proportional hiring.

95–99%
OCR extraction accuracy

Standard invoice layouts; exceptions flagged for review.

~3 mo.
Typical payback period

Across project price + monthly API costs.

Pricing

Project tiers

Starter
€300–700
5–10 days
OCR into one ERP
✓AI OCR setup
✓ERP write integration
✓Error handling
✓30 days support
Get a Starter quote
Most popular
Growth
€700–2,500
2–4 weeks
Full accounting flow
✓OCR + e-commerce sync + reconciliation
✓Multi-ledger support
✓VAT logic per order
✓Open Banking webhooks
✓60 days support
Get a Growth quote
Custom
From €2,500
4–8 weeks
Multi-client firms
✓Per-client logic separation
✓EU data residency
✓Dedicated engineering support
✓Scalable API connectivity
Discuss a custom project

Exact price fixed after the free audit. See full pricing →

Related case study
Invoice OCR into Rivilė — 90% manual work eliminated
Read the case →
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Questions

Frequently asked questions

How does OCR data flow into the ERP?
A PDF invoice arrives in a dedicated mailbox → an LLM-vision model extracts supplier, totals, VAT, and date → an n8n or Make workflow creates the purchase document in your ERP. No re-typing.
Can this work for Shopify or WooCommerce transactions?
Yes. We listen for completed orders, create the corresponding sales documents in the ERP, and apply the right VAT rate. Bookkeepers see clean journal entries instead of CSV exports.
How is Open Banking integration different from manual reconciliation?
Open Banking connects directly to the bank API. Incoming payments are matched to outstanding invoices automatically; only mismatches need human review.
How much manual time does a small accounting team typically save?
For a 5-person accounting firm handling ~3,000 documents/month, we typically see 200–300 hours of bookkeeper time freed up per month — most of it spent on actual review instead of data entry.
What if our ERP is not on your list?
If it has a REST API, we can integrate. We use n8n or Make as the orchestration layer and have connected systems with anything from modern SaaS APIs to legacy on-premise databases.

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