Automate Client Document Intake & Eliminate Manual Invoice Data Entry
Stop chasing clients for missing tax documents and receipts. Extract data from PDF invoices directly into QuickBooks/Xero with 100% accuracy.
Architecture Blueprint
How Data Flows From Trigger to Closed Revenue
Inbound Event
Customer inquiry, lead webhook or order payload arrives 24/7.
AI Processing Engine
Extracts fields, cleans data, categorizes intent & verifies budget.
Automated Routing
Syncs CRM contacts, books viewing slots, drafts contracts or invoices.
Real-Time Alert
Slack / WhatsApp ping with 1-click summary sent to your team.
Operational Bottlenecks
Turn Manual Friction into Autopilot
Chasing Clients for Missing Files
Endless email chains and follow-ups to collect W-9s, bank statements, and tax receipts.
Automated Document Portal
Self-serve upload links with automatic validation, OCR parsing, and gentle automated reminders.
Manual Invoice Typing into QuickBooks
Staff spend hundreds of hours re-typing vendor invoices, line items, and VAT amounts by hand.
AI-Powered Invoice Extraction
PDF invoices are scanned, line items extracted with AI, and synced directly to QuickBooks/Xero.
Slow Client Onboarding & KYC
New client intake requires multiple manual review steps, delaying billable work by weeks.
Streamlined 1-Click Intake
Automated questionnaires create client folders, generate engagement letters, and notify partners.
Supported Stack & APIs
Seamless Two-Way Integration With Your Existing Tools
No new software to learn. We engineer custom webhooks, API connectors, and AI pipelines directly into your daily stack.
Stripe 
HubSpot 
Salesforce 
WhatsApp API 
Slack 
n8n Workflows 
Make 
Airtable 
Google Sheets / Gmail 
PostgreSQL & DBs 
Shopify 
OpenAI & LLMs Automating Client Document Collection & Invoice Parsing for a 15-Person European Accounting Firm
Deployed an automated document intake pipeline with OCR extraction connected directly to Xero and Google Drive.
β¦ Lead Engineer Personal Engineering Guarantee
"We don't outsource to junior contractors. Every workflow architecture, webhook connection, and custom AI parser is engineered, tested, and deployed directly by myself and our senior EU team."
β Vitaliy A. Β· Founder & Systems Architect at ILF Studio
Our Process
From Manual Chaos to Live Autopilot in 7 Days
Video & Workflow Audit
We analyze your bottlenecks, map your software tools, and record a custom 5-minute video breakdown with an architecture map.
7-Day Sprint Build
We engineer, test, and integrate the automations directly into your stack. Fixed scope, zero disruption to your daily operations.
Launch & 30-Day Support
We train your team with video walkthroughs and provide 30 days of proactive monitoring to guarantee complete stability.
FAQ
Frequently Asked Questions
How secure is client financial and legal document storage?
We use enterprise-grade encryption and store documents directly in your own secure cloud (Google Drive, OneDrive, or local VPS). We never retain your client files.
Can the OCR handle messy, scanned, or multi-page invoices?
Yes. We use advanced LLM-assisted vision models that accurately parse complex multi-line invoices, varying VAT rates, and multiple currencies.
Does it integrate with Xero and QuickBooks?
Yes. We build direct authorized integrations with Xero, QuickBooks Online, FreshBooks, and custom ERP databases.
Request Your Free Workflow Breakdown
Tell us about your team's bottleneck. We'll record a tailored 5-minute Loom video breakdown with an architecture blueprint.
Custom 5-Min Video Breakdown & Architecture Blueprint
We personally review your tools, map the exact webhook connections, and provide a fixed-price 7-day sprint quote. Zero sales pressure.