In short
Accounting is the department where AI pays off fastest, and at the same time the one where a mistake is most expensive. Those two go together: it is precisely because the work is so structured that it automates well, and precisely why the control has to stay built in.
Incoming invoices
An invoice agent pulls PDF invoices out of the mailbox, reads them, recognises the supplier, the amounts, the VAT and the references, and sets up the posting proposal in your package. Your bookkeeper checks and posts.
That sounds simple, but the difference sits in the edge cases: credit notes, invoices in foreign currency, collective invoices, and suppliers who change layout every month. We build rules and checks for those.
Reporting and follow-up
Monthly commentary on the figures, with the variances against last year highlighted.
Anomalies in revenue, margin and cost spotted before they turn up in a quarterly report.
Budget monitoring per project or per site, with an alert when a line overruns.
Preparation of the month-end close: open items and missing documents listed.
CHECKING WHAT COMES IN
- Calculation errors in the invoice itself, which occur more often than you would think.
- Duplicate charges for the same service or delivery.
- Rates that deviate from the contract or the price agreement.
- VAT treatments that do not match the nature of the service.
- Invoices with no matching purchase order or delivery.
ON THE SALES SIDE TOO
Attention usually goes to incoming invoices, but your own invoicing holds repetitive work as well. And that is where money you are currently leaving on the table sits.
- Recurring invoicing from contracts and maintenance agreements, indexations included
- Checking work orders against the contract and flagging additional work
- Spotting forgotten pass-through charges for materials, transport or waiting time
That last point is often the largest hidden cost at technical service providers. Work carried out but never charged rarely resurfaces afterwards.
THREE-WAY MATCHING
The strongest application is the comparison between purchase order, delivery note and invoice. What matches goes through. What deviates comes to the top with the difference flagged. Your bookkeeper then only looks at the exceptions.
GOOD TO KNOW
For companies with many small purchase invoices this is usually the application that pays for itself fastest.
It does require purchase orders and deliveries to be recorded consistently in the system. Where that is not yet the case, that is the first step.
Chasing outstanding invoices
A follow-up agent watches the due dates, drafts reminders in an escalating tone and takes into account what has already been discussed with that customer. Your colleague reviews and sends.
We deliberately do not build this as a fully automatic chain. A reminder going out to a customer with whom a payment arrangement was just made costs you more goodwill than the time saved is worth.
What your package already does
Microsoft now ships agents inside Business Central itself, among others for incoming invoices. If you use that package, look at those first. We come in where the standard functionality stops: your own approval flows, connections to systems outside Microsoft, and processes that span several packages. More on our ERP integrations.
YEARS OF .NET EXPERIENCE
PROJECTS DELIVERED
SUCCESSFUL ERP INTEGRATIONS
IN-HOUSE SPECIALISTS
Why the control stays built in
In accounting, a proposal that is right in ninety-nine cases out of a hundred is not good enough, because that hundredth is a wrong payment. So our applications work with an approval step for anything that moves money, a log of what was proposed and accepted, and a clear line between reading and writing.
That is not only caution, it is also your evidence. In an audit or a dispute you have to be able to show who approved what, and when.
Why companies choose IDcreation
- The Belgian Defence has been our largest client for over ten years. What meets those security requirements will hold up with you.
- No standard package you have to bend to, but software that follows the way you work.
- Our own hosting in Belgium, with monitoring, backups and a single point of contact.
- Since 1996 we have built in Microsoft technology. One strong foundation makes us fast and thorough.
