runnrrFrom invoices on WhatsApp to entries in your accounting system
Clients send invoices on WhatsApp, then someone has to enter them into your accounting software. We build a workflow to read the invoices, match them to the right client and period, enter approved details and verify the saved records. Unclear fields and missing documents go back to your team.
Talk to Dmitrijs
Collect invoices and check what is missing
Extract dates, invoice numbers, suppliers and amounts using optical character recognition (OCR). Keep the original document and route unclear fields for review.
Match the document to the correct client and period. Use the system’s actual records to identify missing documents, rather than sending everyone the same reminder.
A client sends an invoice
Here’s the invoice for this month.
Check it against the records
- Client matched
- Period matched
- Invoice number missing
Follow up, then confirm the record is complete
Ask for the specific missing invoice in the chat where the client shared their documents. Your team approves every outgoing message.
Enter approved information through an integration or computer use. Confirm the update succeeded before marking the item complete.
Follow-up ready for review
Thanks. Could you send the full invoice? The invoice number is cut off in this photo.
When the complete invoice arrives
Check for duplicates → update the record → verify it was saved
Chase missing documents before the deadline
Before a VAT or income-tax deadline, compare the documents received with the client’s actual missing-item list. Send a specific WhatsApp or email reminder, with a checklist and upload link that avoids a full portal login. When a document arrives, match it, update the list and stop chasing that item. Your firm agrees the deadlines and approval rules.
- Supplier invoiceReceivedOriginal linked to the record
- Bank statementWaiting on clientSpecific follow-up prepared
- Receipt photoNeeds reviewAmount is not readable
Only chase what is missing. Keep unclear documents with the person who needs to check them.
Find the workflow that fits your practice
Payroll and advisory work in Spain
Five recurring processes, with detailed guides in Spanish.
Document collection in Portugal
Start with a TOConline workflow: check missing documents, follow up in the client’s WhatsApp conversation and confirm the accounting-system update. We can assess workflows around Primavera, PHC or ARTSOFT too. Product versions, available records and access determine what can be connected. Prepare the document collection around your existing accounting process; your accounting software and team remain responsible for statutory exports and filings.
Start with one recurring workflow
Tell us what your team has to chase or check each month. We’ll map the steps with you and assess the tools, access and review needed for a first pilot.
Agree the checks before going live
Test duplicate invoices, unreadable photos, wrong client matches, missing fields and failed updates. Agree review steps and recovery rules with your firm before running the workflow.
Talk to Dmitrijs to assess your exact product, version and access. Connections, computer use and a client-facing experience under your firm’s brand are scoped and tested for your firm. This is a company workflow engagement, separate from the everyday routines in the Mac app.