Finance agent · Purchase invoices
Purchase invoices that book themselves into Exact.
A supplier emails an invoice. The Purchasing agent reads it, matches it to the right project and supplier, and queues it up in Exact Online — with the PDF and every field filled in. All you have to do is approve.
Sound familiar?
Purchase invoices cost too much manual work.
Re-typing from the PDF
Supplier, amount, VAT, invoice number — copying every invoice into the books by hand, again and again.
Hunting for the right project
With project-driven work, every invoice has to be linked to the right project. Figuring it out takes time and goes wrong.
Approvals stall
Who has to approve this invoice? The question drifts around the mailbox and the payment is delayed.
How the Purchasing agent works
From mailbox to booked — without re-typing.
Every incoming purchase invoice automatically follows the same route. Exceptions are caught cleanly with an email to the right person.
Invoice arrives
The agent reads along in your Outlook mailbox and picks out purchase invoices with a PDF. Other mail is left untouched.
AI reads the invoice
Supplier, amount, VAT, date, invoice number and any project code — automatically recognised from the PDF.
Project & supplier matched
The agent looks up the right project and supplier in Exact. Unknown supplier? It creates one on the spot.
Queued up in Exact Online
The purchase invoice is created with project number, amount, VAT and the PDF attached. Every field already filled in.
Project lead approves
The right project lead automatically gets the request to approve — directly in Exact, in one click.
Invoice processed
Linked to the project and archived in Exact. Ready for payment, with a full audit trail.
- No project code recognised? → email to the supplier
- No project lead set? → a nudge to the person responsible
What you get
Less manual work, paid faster, no errors.
No more re-typing
The fields go straight from the PDF into Exact. Saves minutes per invoice, every single day.
Always on the right project
Project-driven bookkeeping without the hunt — the agent links every invoice to the right project number.
Approvals keep moving
The right person automatically gets the approval request. No invoices left sitting around.
Full audit trail in Exact
PDF, project, supplier and approval — all together and easy to find. Audit-proof.
Fits your stack
Works with the tools you already use.
Outlook / Microsoft 365
A secure link to your mailbox. The agent reads purchase invoices only, nothing else.
Exact Online
A direct link to your administration. Books purchase invoices, projects and suppliers.
No Exact or Outlook? We integrate with other accounting and mail environments too — just ask.
Done re-typing purchase invoices?
See the live demo, or book a short intro call — and we'll show you how the Purchasing agent works in your own Exact administration.