Trade business
A quote request comes in by email, often with a materials list attached. The system reads it, builds the quote in your layout and puts it in front of you for approval. Ten minutes of typing becomes one click.
Quotes & Invoices
Quotes and invoices, done automatically.
Request in, document out. The system reads incoming PDFs and emails, pulls the data and creates a quote or invoice ready to send, in your layout. With memory: it already knows your returning customers, their terms and their prices.
What's included
From the inbox to a finished document
No new accounting software, no new tool to learn. The flow sits on top of what you already use.
- Read documents and pull the data
- Incoming PDFs and emails are read out: customer name, line items, quantities, prices. A free-text enquiry or a delivery note as a photo becomes a clean data record, with no retyping.
- Generate quote or invoice automatically
- From the extracted data the finished document is created in your layout, with your wording and number ranges. You give it a quick check and click send, or let it run.
- Filed into CRM and accounting
- Every document lands in the right place: in the CRM with the matching customer and in your accounting. Connecting to lexoffice, DATEV or sevDesk is possible.
- Remembers customers and terms
- The system knows the regular-customer discounts, the line items from the last order and the payment terms. You don't have to explain who pays how much every time. Exactly what a ChatGPT wrapper can't do.
Who this is for
How this could look for you
Three typical setups. Example scenarios for orientation, not a promise built on made-up numbers.
Online shop or retailer
Incoming invoices and supplier receipts land mixed in the inbox. The flow pulls out amount, supplier and line items, sorts them into accounting and flags it when something doesn't add up.
Consultancy or agency
Reports and contracts are generated from project notes and time sheets, in your template and with the right terms per customer. You approve instead of assembling every document by hand.
How we work
Four steps, not fifty
- 01
Call
We look together at which documents cost you the most time. Quotes, invoices, contracts, reports?
- 02
Build
We build the reading and generation flow, set up your layout and connect it to your inbox, CRM and accounting. On our EU server or yours.
- 03
Test with real documents
Everything runs as a draft first. You see every quote and every invoice before it goes out. Then we go live step by step.
- 04
Handover
You get an overview of every rule and template and can adjust them yourself, or we stay on board and handle it.
FAQ
Frequently asked
Does the system send quotes and invoices on its own?
Only if you want it to. The default is: the system creates the draft, you approve. For clear routine documents you can switch on auto-send. You keep control where money is involved.
Do my customer data and receipts stay private?
Yes. The flow runs on our EU server or your own host. Your documents and customer data do not leave the EU. You have a say in which AI model processes the data, a European one on request. GDPR compliant.
How is this different from normal text recognition?
The memory. The system knows your regular customers, their discounts, past line items and payment terms, and uses that when creating documents. Plain OCR only reads what's on the page and starts from zero with every document.
What if data gets extracted wrong?
You correct it once and the system remembers it for the next receipt from the same supplier or customer. And during the learning phase everything runs as a draft, you check every document before anything happens automatically.
Next step
Let's look at your documents.
30 minutes are enough for an honest read on which quotes, invoices and contracts can be automated at your place and what can't.
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