Invoice processing automation that leaves the doubts to your accountant
Clients send receipts as photos, PDFs and screenshots, and someone in your office types every one of them in. Here an agent reads each invoice, pulls out the fields and codes the lines against your chart of accounts. The result lands in a table and an export file — and anything it isn't sure about goes to your accountant first.
The workflow
When a client sends invoices and receipts through your form or on WhatsApp, the agent reads each one, extracts the fields and codes every line against your chart of accounts — doubtful lines wait for your accountant, and the rest are written as rows and a CSV export.
- Trigger
A form people fill in
A client uploads invoices and receipts on your hosted form, or sends them as photos and PDFs on WhatsApp.
- Agent
Classify
Inside a Loop, each file goes through Classify first, and anything unreadable is set aside rather than guessed at.
- Agent
Agent
The agent extracts supplier, date, invoice number, amounts and VAT, then codes each line against your chart of accounts, following your booking rules.
- Approval
Approval
Lines it isn't sure about wait for your accountant, by email or on Slack.
- Then
Table
Every coded line is written as a row, and the batch is saved as a CSV export in Artifacts.
What it uses
A form people fill in, WhatsApp number in Settings → Channels, Loop, Classify, Agent, Transform, Approval, Tables, Skills, Artifacts, HTTP
Which account each kind of expense belongs to, and when a line is doubtful enough to ask
How does the agent read and code an invoice?
This is more than invoice OCR. Each file is handled on its own: Classify first sets aside anything unreadable — a blurred photo, a page cut off — so nobody books a guess. The agent then reads the invoice the way a person would, whatever the layout: supplier, date, invoice number, net, VAT and gross, and the lines.
It codes each line against your chart of accounts and your catalog, kept as tables in Files, following the booking rules you wrote down as a skill. Fixed rules in a Transform step shape the result the same way every time.
What does your accountant still decide?
Everything the agent isn't sure of. A doubtful line — an unfamiliar supplier, a VAT rate that doesn't fit, a receipt that could belong to two accounts — goes to an Approval step and waits for your accountant, by email or on Slack. The request carries the details you choose to put in it, such as the line, the supplier and the account the agent proposed. That's where this accounting automation stops: the workflow prepares, and booking stays a person's job.
Where does the result go?
Every coded line is written as a row in a table you can read, filter and correct, and each batch is saved as a CSV export in Artifacts, which you shape to the columns your accounting software imports. If your software accepts data over an API, an HTTP step can send the same result as JSON. There's no ready-made import for any particular accounting package — the export is the hand-off.
How do clients send their invoices?
A form people fill in gives you a hosted page with a file field: you share the link, and clients upload their photos and PDFs. The page says Powered by neonloops at the bottom. Clients can also send them on WhatsApp, where the agent can ask for whatever is missing before the batch is processed.
What won't it do?
It doesn't book into your accounting software — your accountant does, from the export. It doesn't understand voice notes. It comes with no accuracy rate and no speed promise: every line sits in a table you can check, and the doubtful ones reach a person first.
What does it cost to run?
neonloops bills for the time your work is actually working — the minutes the agent spends reading and coding — not per invoice and not per seat. A batch waiting on your accountant's approval costs nothing while it waits. A workspace adds a card and is priced per billable minute from the start, against a ceiling you set yourself; there's no trial. If clients send on WhatsApp, Meta bills its own message fees to your firm's own Meta account.
How pricing works