Every invoice checked.
Every approval on record.
Many supplier invoices already arrive as e-invoices. The rest arrive as PDFs, and every invoice still needs a check against the order and an approver. The workflow checks each invoice and sends it to the right person, with reminders before the due date. Your team still makes every approval and posting decision.
Free 60-minute workshop, no obligation. If your accounting system already handles this, we’ll say so.
The invoice sits with an approver who is travelling, and the due date passes.
The amount differs from the purchase order, and someone notices after payment.
A new account number on an invoice is easy to miss in a busy week.
From inbox to
approved invoice.
A supplier invoice arrives as an e-invoice or as a PDF in a shared inbox. Someone checks it against the order, finds the approver and sends reminders until the invoice is approved.
The manual work
Keying PDF invoices by hand, comparing invoices with orders, checking for duplicates and asking approvers by email.
What KajoAI can build
An n8n workflow that reads the invoice, checks it against your supplier register and purchase orders, and sends it to the right approver. Possible duplicates, amount differences and changed bank details go to a person.
Invoice 4471 from Example Supplier Oy
Illustrative PDF invoice received in the invoices inbox. Due date 30 October.
The approver checks the details and the original PDF.
After approval, the workflow creates the purchase invoice in your accounting system, ready for posting.
- Receive the invoice
Collect invoices from a shared inbox, an upload form or your e-invoice feed. Skip invoices that were already received.
- Extract and check
Read the supplier, amounts, VAT, bank account and due date. Check that the totals add up and match the purchase order.
- Route for approval
Send the invoice to the approver set by your rules. Remind them before the due date.
- Record the decision
Create the purchase invoice in your accounting system and store the approval history.
Manual steps this can remove
Keying invoice details, searching for the purchase order and sending approval reminders. Your team still approves the invoice and decides how it is posted.
Measure the difference: invoices keyed by hand, days from receipt to approval, and invoices approved after the due date. Agree a baseline before the build.
What the n8n workflow could look like.
A simplified view of the steps in a first version. Your systems, rules and approval steps decide the final design.
A first version could connect one invoices inbox, one accounting system and one notification channel, such as email or Microsoft Teams. The exact steps depend on your system’s API, permissions and approval process.
E-invoices: E-invoices already contain structured data. The workflow skips data extraction for them and uses the same checks and approval route.
Existing approval routes: If your accounting system already routes invoices for approval, we connect to that route instead of building a second one.
Payment fraud checks: The workflow never changes supplier bank details. If the bank account on an invoice differs from your supplier register, the invoice stops and goes to a person.
This is a proposed workflow example, not a published customer result.
One inbox.
One approval route.
Start with invoices from one inbox and one approval rule, for example by cost center or purchase order owner.
Good fit when
PDF invoices are still a large share of your invoices, or approvals often go past the due date.
You provide
A finance process owner, 30 to 50 sample invoices, your approval rules and an IT contact for system access.
Agree before building
Which fields must be checked, who approves what, how duplicates are handled and where invoice data is processed.
This page describes a workflow we can build for your process. It is an example of what is possible, not a published customer result.
From the first call to something
running in your business.
Four steps. The scope and the price are agreed in writing before any work starts, the build runs against your real data, and a named person on your side is trained at handover.
- Free workshop
60 minutes. We map how invoices move through your business today and where they stall.
- Fixed-price proposal
Scope and price agreed in writing before any work starts. No hourly billing and no open-ended project.
- Build and test
Built against your real invoices and systems, not a demo environment. You see it working before it goes live.
- Handover
We train a named person on your side. The workflow is yours from that day.
Know what you are buying
before the build starts.
Fixed price, agreed scope and a working solution in weeks, not an open-ended project. Each package builds on the one before it.
PACKAGE 1
Invoice checks
€3,900
1 inbox + checks · 3–4 weeks
- PDF invoices and e-invoices checked against your supplier register and purchase orders
- Duplicates, amount differences and changed bank details go to a review list
- Every flag links to the invoice. Nothing is posted automatically
Test run with your real invoices
RECOMMENDED
Approval routing
€5,400
1 inbox + 1 approval route · 4–6 weeks
Everything in Invoice checks, plus:
- Each invoice goes to the approver set by your rules, in the channel they already use
- A reminder only goes out while the approval is still open
- The approval history is stored with the invoice
Approval rules workshop
PACKAGE 3
Into the accounting system
€7,400
1 accounting system + reporting · 6–8 weeks
Everything in Approval routing, plus:
- Approved invoices created in your accounting system, ready for posting
- Several approval routes, for example by cost center or amount
- A monthly summary of processing times and late approvals
Review after the first month-end
Prices exclude VAT. The fixed price covers the standard scope described above. Software and usage costs, such as n8n and document processing, are paid to the providers and shown separately in the proposal. Additional work is agreed separately.
Questions we hear on
almost every first call.
No. The aim is to connect what you already use. Common Finnish accounting systems, such as Procountor, Netvisor and Fennoa, offer an API, but access and costs depend on your subscription, so we check this first.
Maybe not all of it. If approvals already work well, start with Invoice checks. It works alongside your existing approval route and catches duplicates, order differences and changed bank details before approval.
The workflow checks the extracted figures against each other and against the purchase order. If the totals, VAT or bank details do not match, the invoice goes to a person instead of continuing. The approver always sees the original PDF.
No. People approve every invoice, and the workflow creates the purchase invoice only after approval. Posting and payment stay in your accounting system, under your existing controls.
Yes, if the manual work happens on your side. We agree the setup with you and your accounting firm, so the workflow supports how you already share the work.
That depends on the agreed setup. Before connecting data, we identify the hosting location, the services that process it, access permissions and retention periods. n8n can run as a cloud service or on your own infrastructure. We walk through exactly what is stored, where and for how long.
You do, and you can. The workflow is yours, it runs without us, and we train a named person on your side. Failed runs are logged and alert that person, and items that could not be processed stay on a list. If you would rather we kept an eye on it, just ask, but you are not locked in.
Start somewhere else
in the finance process.
Each workflow works on its own. If you start with one, the next one reuses the same connections to your systems.
Where do your invoices
wait the longest?
Bring a few real invoices and your approval rules. In a free one-hour workshop, we map the current steps, check your accounting system and recommend a package with a fixed price.
What you leave with
A map of how invoices move today, the checks worth adding first and a recommended package. If your accounting system already handles this with its own tools, we will say so.
Free 60-minute workshop · No obligation to proceed.