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Invoices, receipts and delivery notes

Invoices arrive. Your ERP gets them. No retyping.

They come in by email, WhatsApp or upload. We read every field, validate it and deliver it to the ERP and spreadsheets you already use.

A document arriving by email, WhatsApp or upload is read field by field, validated and delivered at the same time to the ERP, a Google Sheets spreadsheet and Google Drive.

It fits around what your company already uses

Everyday tools
Tailored to your ERP
Built around your ERP

It lands in your ERP as if someone had keyed it in

The invoice shows up in Purchases with every field filled in, and the delivery note lands in Internal Documents, waiting for the supplier's invoice. The connection is built to fit your ERP.

Also Primavera, Sage, Moloni, Odoo, or the ERP you already use.

Illustrative image with sample data.

Who it is for

For those who integrate, those who decide, those who post

The same engine. What changes is what each of you needs it to solve.

Technical and ERP partners

You have already built the client's system and want to add extraction to it.

  • In through the API, out through the API Submission with a key per client, with no duplicates on retries. Delivery makes a signed request to your endpoint.
  • Your process asks whether it is done One request returns the document's status and, if you want it, the data already mapped. Nobody has to open a screen.
  • The integration is designed with you There is a dedicated guide, and a change to the mapping is applied the same day. It is not a portal where you are left on your own.
  • How the integration works

Managers and business owners

You need the numbers in time to decide with them.

  • No per-user licences You pay per document processed, from €0.08, with a €29 monthly minimum. Adding one more person to look costs nothing.
  • Designed around your process Setup is the analysis of what you already do and the design of the flow. It is not a generic plan that turns out not to fit.
  • You always know where each document is Operations dashboard and a complete audit log: who saw it, who corrected it, where it went and when.

Accountants and accounting firms

Many clients, many formats, the same close every month.

  • One flow per client Each client has their own rules, their own destinations and their own reference tables. Their suppliers' invoices all come in through the same place.
  • What does not add up, stops The line items have to add up to the total, and the tax number has to pass its check digit. A doubtful document goes for review instead of going in wrong.
  • The QR code overrides what was read When the invoice carries the tax authority QR code, the fields it guarantees override the reading. Every substitution is logged.
Use cases

What you can automate with DocFlow

Receipts over WhatsApp

Forward receipts through the company WhatsApp. DocFlow pulls out the date and the supplier and posts them straight into the ERP, with nothing copied by hand.

WhatsApp ERP (PHC/Sage/Primavera) No manual posting

Statements built from an ID card

An ID card is uploaded through the portal. DocFlow extracts the name, tax number, date of birth and address, and triggers a flow that produces a Google Docs statement already filled in.

Manual upload Google Docs Template filled in automatically

Invoices into Sheets and the ERP

A supplier invoice arrives by email. DocFlow reads the header fields (supplier, total, VAT, date) and, in parallel, adds a row to a Google Sheet for analysis and posts it automatically into the ERP, with no duplicated work.

Email IMAP 2 destinations in parallel Sheets + ERP
Customer stories

How it has been going in production

Two concrete examples of live implementations. Each one was designed around that customer's process. Figures come from real usage, anonymised.

Distribution · 4 staff · 2 sales reps on the road

Receipts from reps on the road, without the hassle

~200 receipts a month
6h recovered every month
0 receipts lost

"The reps used to photograph fuel and meal receipts, and then everything got lost across phones and loose sheets of paper. Now every receipt comes in through the company WhatsApp, lands in the control sheet, and the accountant gets the summary at the end of the month. I don't have to chase anyone."

Stack: WhatsApp as the source, three destinations in parallel.
WhatsApp Google Sheets Google Drive Gmail draft
Legal services · 1 solicitor · private clients

Client statements pre-filled in seconds

~100 statements a month
9h recovered every month
0 transcription errors

"Every new client means a proof of address, a power of attorney, a GDPR form. It all used to be typed out by hand from the ID card. Today the card goes in through the portal and the statement comes out in Google Docs, ready to print. Five seconds instead of ten minutes per document."

Stack: upload through the portal and a template filled in automatically.
Manual upload Google Docs Template filled in automatically
Frequently asked questions

What people ask before trying it

How much does it cost?

There are two parts to it: a one-off implementation fee to fit DocFlow to your process (connecting the intake channels, the destination systems and the validation rules), and a monthly plan tied to the number of documents processed. See the full structure and the ROI calculator on our pricing page, or talk to us directly so we can match it to your case.

What happens to my documents?

They are hosted on Cloudflare infrastructure in the European region (Frankfurt/Lisbon), never leave your organisation's space, and you can delete them at any time. We are GDPR compliant and every action is written to an immutable audit log. We do not train models on your data.

How long does it take to set up?

It depends on how complex the scenario is and how quickly we can pin down the requirements with you. Straightforward cases (invoices by email into a spreadsheet) move faster; ERP integrations or more specific rules need more alignment. We work in short iterations with checkpoints, so you see progress along the way.

What if extraction fails on a document?

Documents where extraction is doubtful (a handwritten invoice, a poor scan, a required field missing) are held as "awaiting approval" with the specific reason shown. Your team sees the PDF side by side with the extracted values and corrects them inline before approving, without starting over.

Do I have to change the systems I already use?

No. DocFlow sits on top of what you already have: the office mailbox stays the same mailbox, your ERP stays your ERP. We act as a quiet intermediary between the document arriving and where it needs to end up.

Do you offer a demo with my own documents?

Yes. Describe your case in the "Which documents do you want to automate?" box below and leave us a contact. We'll come back with a 30-minute session where we build the example on your own reality, with your documents, systems and validation rules.

Which documents do you want to automate?

Describe your manual process. The AI sketches the flow and we come back with a demo matched to your case.

  • Matched to your case
  • No cost, no commitment
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Prefer email? Write to info@docflow.pt.

DocFlow is an aphexhouse product.

aphexhouse builds bespoke software for companies.

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