How do finance teams stop re-keying supplier invoices from a shared inbox?

Why is the shared inbox where the time goes?

One mailbox collects everything: invoices, credit notes, supplier statements, payment reminders, bank detail change requests and junk. Someone has to open each email, work out what it is, then type the supplier, amounts, VAT and cost code into Sage, Xero, QuickBooks or Business Central by hand. Some PDFs hold three invoices. Some invoices arrive twice. On a busy week, a few sit unread until a supplier rings to chase.

Scanning software was meant to fix this, but it often has not. In a survey of 810 UK finance managers, commissioned by the software vendor Open ECX, 98% of those still using older scanning tools said they produce errors or need someone to step in. Read the survey write-up.

What does an inbox with no re-keying look like?

This is the Capture step of Capture, Control, Close. Atlantas connects to your Microsoft 365 or Gmail mailbox, or you can forward mail to it. It then does the reading for you:

• Sorts every email into invoice, credit note, statement, query or noise, so only real invoices move on.
• Splits PDFs that hold several invoices into one record each.
• Reads every field (supplier, dates, lines, VAT) and gives each one a confidence score.
• Checks the supplier’s VAT number live with HMRC, checks the VAT sums, including reverse charge, and catches duplicates before anyone approves them.
• Codes the invoice to account, site and department, learned from what your team has already posted.
• Leaves a draft in Sage, Xero, QuickBooks or Business Central with the original PDF attached.

See the full flow on the AP inbox use case, and how coding is learned on coding and VAT rules.

What happens when the software isn’t sure?

It stops and asks. Any detail with a confidence score below the level you set goes to a person, flagged with the reason. A missing purchase order number, a VAT number that does not check out or a possible duplicate is put in front of your team rather than guessed at. Your team’s job moves from typing every invoice to checking the handful that need a human eye.

Who posts the invoice to the ledger?

Your team does. Invoices land in your accounting system as drafts and a person posts them. Your accounting system stays the book of record, with your normal approval rules and audit trail. Nothing reaches the ledger without someone on your side deciding it should.

Where should a finance team start?

Start with one mailbox and one company. Most teams already know which inbox causes the most pain. Our team sets up the connection to your accounting system, which typically takes 2 to 6 weeks, then you can add companies and mailboxes as you go. Plans start from £500 a month and grow with invoice volume and the number of companies. See pricing.

Questions people also ask

Does Atlantas post invoices to our accounting system?

No. Invoices arrive in your accounting system as drafts with the PDF attached, and your team posts them. Your accounting system stays the book of record.

What if an invoice is read wrongly?

Every field has a confidence score. Anything below your threshold goes to a person with the reason shown, so it is checked rather than guessed.

Can it handle a PDF with several invoices in it?

Yes. It splits multi-invoice PDFs into separate invoices and reads each one on its own.

Which mailboxes does it work with?

Microsoft 365 and Gmail mailboxes connect directly. You can also forward invoices to a dedicated address or upload them.