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Documents & admin

Automate invoices and documents.Forget re-keying.

Iselia Projects automates document handling and admin: invoices, quotes, purchase orders and contracts are read, checked and entered into your software, reminders go out on time and everything is filed where it belongs. Depending on the industry, 1.7 to 12.6 hours back per week, as an indicative estimate.

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Example · Accounting firms

12.6 h

back per week · this family alone

Indicative estimate, default assumptions

This family in numbers

16

industries concerned

industry pages with tasks in this family

44

typical tasks costed

volume × minutes × automatable share

12.6 h

back per week, at the top end

Example: Accounting firms, 10 people, around 350 clients

Indicative estimates based on the default assumptions of our industry pages. These are not client results.

Definition

Document automation, explained.

Document and admin automation A system that collects your documents wherever they arrive (email, scan, portal, photo), extracts the useful details — supplier, amounts, dates, references — checks them, enters them into your software and triggers what comes next: approval, payment, reminder, archiving. AI reads the documents, however varied; the checks and approvals stay yours.

Today

  • Documents re-keyed line by line
  • Forgotten reminders, payments that drag on
  • Files scattered across inboxes and folders
  • Month-ends spent reconciling

Automated

  • Documents read and entered as soon as they arrive
  • Reminders sent at the right time, in the right tone
  • Automatic filing, findable in one click
  • Anomalies flagged before they cost you

Automatable tasks

Eight admin tasks that can run on their own.

Paper has almost gone; re-keying hasn’t. These tasks come back every week in most businesses.

  1. 01

    Reading supplier invoices

    Supplier, amounts, VAT, due date and references extracted automatically, whatever the format.

  2. 02

    Entry into your software

    Entries pre-filled in your accounting, ERP or industry software, with the document attached.

  3. 03

    Checks and reconciliation

    Invoices matched against the order, the quote or the bank statement; discrepancies are flagged.

  4. 04

    Overdue payment reminders

    Reminders escalated by age and customer, stopped automatically as soon as payment lands.

  5. 05

    Quotes and proposals

    A first draft of the quote or proposal from your notes, rates and templates, ready for review.

  6. 06

    Chasing missing documents

    Receipts, certificates, ID documents: requested, chased and checked without manual follow-up.

  7. 07

    Filing and archiving

    Every document renamed, filed in the right place and easy to find, with retention periods respected.

  8. 08

    Recurring invoicing

    Invoices generated from actual activity (hours, jobs, deliveries) and sent to the right recipients.

How it works

From document received to entry approved, no re-keying.

The automation sits between a document’s arrival and your software. Every step is checked; nothing is approved blindly.

  1. 01

    Collection

    Documents are picked up automatically: a dedicated inbox, a scanner, a supplier portal, a photo taken on site.

    Any format

  2. 02

    Reading & extraction

    AI identifies the document type and extracts the relevant fields, even from layouts it has never seen.

    PDF, scan, photo

  3. 03

    Checks

    Amounts, duplicates, matching with the order: what checks out goes through, the rest waits for approval.

    Human approval

  4. 04

    Entry & next steps

    Entry posted in your software, document archived, reminder or payment triggered, and everything logged.

    Your software

Examples of tools we connect to

  • Xero
  • QuickBooks
  • Sage
  • Pennylane
  • Cegid
  • Odoo
  • Qonto
  • Microsoft 365
  • Google Drive
  • SharePoint
  • Dropbox
  • DocuSign
  • Yousign
  • Stripe
  • GoCardless
  • Dext
  • Notion
  • Airtable

Examples of possible integrations. Brands belong to their respective owners; no partnership is implied.

Task → time saved

What admin costs, industry by industry.

For each industry, the most time-consuming document task, costed with the default assumptions of its page. Swap in your own volumes in the calculator.

Indicative estimate: the most time-consuming task in this family for each industry, using the default assumptions of its page (typical business). These are not client results. Hours/week = Σ (volume × minutes × automatable share) ÷ 60 · hours/year = hours/week × 47 · Methodology
Task Volume / wk Time per unit Automatable Saved / wk
Accounting firms Code and check unrecognised invoices 400 documents 2 min 60 % 6.0 h
Recruitment agencies & HR Summarise incoming applications 250 applications 3 min 40 % 5.0 h
Transport & logistics Enter transport orders into the TMS 120 orders 4 min 60 % 4.8 h
Training providers Produce booking documents and joining instructions 30 enrolments 10 min 70 % 3.5 h
Marketing & creative agencies Adapt content by channel and format 40 variations 10 min 50 % 3.3 h
Travel & events agencies Draft client proposals 8 proposals 60 min 40 % 3.2 h
Law firms Prepare first drafts of routine documents 15 documents 30 min 40 % 3.0 h
Insurance brokers Prepare needs assessments and suitability notes 10 placements 30 min 50 % 2.5 h

Why no total? Each row comes from a different industry, so adding them up would be meaningless. Your own total is what the calculator gives you.

Run the numbers with my volumes

Industries concerned

16 industries where admin spills over the real work.

Bookkeeping documents, sale files, training agreements, consignment notes: every industry has its paperwork. Each page covers which documents, and what they cost in time.

All industries

Estimated hours for this task family only, for the typical business of each industry page.

Human oversight & compliance

Accurate figures, documents in order.

A document entered wrongly costs more than one entered slowly. Checks and traceability sit at the heart of every automation.

  • GDPR
  • EU AI Act
  • EU hosting available
  • Every action logged

Threshold-based approval

You set the rules: above a certain amount, for a new supplier or when something doesn’t match, nothing goes through without approval.

Source document attached

Every entry stays linked to its original document, so reviews and audits take one click.

Sensitive data protected

GDPR: restricted access, retention periods respected, EU hosting available for documents and extracted data.

E-invoicing ready

Structured formats (Factur-X, UBL, CII) and the approved platforms of e-invoicing mandates are built in from the start.

Comparison

OCR, manual entry or automation: the honest comparison.

Character recognition has been around for years. What changes is everything that happens after the reading.

Custom automation

Iselia Projects

Varied documents
YesInvoices, quotes, contracts, orders, receipts
Your business rules
YesAllocation by job, case or client
Checks and reconciliation
YesOrder, quote, bank, duplicates
What happens next
YesApproval, reminder, archiving, payment
Fits your software
YesAny, including via API or export
Cost as volume grows
YesStable

Standard capture tool

Off-the-shelf invoice OCR

Varied documents
PartlyMostly standard-format invoices
Your business rules
PartlyGeneric settings
Checks and reconciliation
PartlyBasic checks
What happens next
NoStops at extraction
Fits your software
PartlyDepends on available connectors
Cost as volume grows
PartlyPriced per document

Manual entry

Your team or an outsourcer

Varied documents
YesYes, slowly
Your business rules
YesDepends on who does it
Checks and reconciliation
PartlyWhen there’s time
What happens next
PartlyAs many manual steps
Fits your software
NoCopy-paste
Cost as volume grows
NoGrows with time spent

We also use existing capture components when they do the job well: what matters is the end-to-end flow, not the tool.

FAQ

Automating admin: your questions.

Can’t find yours? Ask us — you’ll get an answer within one business day.

Can supplier invoice entry be automated?
Yes. Invoices are collected wherever they arrive (email, portal, scanner), read automatically — supplier, amounts, VAT, due date — checked, then pre-entered into your accounting software or ERP with the document attached. You approve the cases that need it, based on your thresholds.
Which documents can be processed automatically?
Invoices, quotes, purchase orders and delivery notes, contracts, statements, receipts, certificates, ID documents or forms: any recurring document whose useful details can be described. AI also reads scanned or photographed documents.
How much time does admin automation save?
According to our industry pages, the indicative estimate ranges from 1.7 to 12.6 hours per week for a typical business, on this task family alone. The calculator applies the formula (volume × minutes per document × automatable share ÷ 60) to your own volumes.
What if the automatic reading gets something wrong?
Every extracted field is checked: consistent amounts, VAT, duplicates, matching with the order. When in doubt, the document waits for human approval instead of being entered. Corrections are used to make later extractions more reliable.
Does it work with e-invoicing?
Yes. E-invoicing mandates across Europe, including France’s B2B reform, rely on structured formats (Factur-X, UBL, CII) exchanged through approved platforms. Our automations use that structured data when it exists and keep reading the PDF or paper documents that remain.
Can our payment reminders go out automatically?
Yes, following a sequence you define: a nudge before the due date, escalating reminders, a tone adapted to each customer, and an automatic stop as soon as payment is received. Sensitive accounts can stay on manual approval.
Do our documents stay confidential?
Yes. Restricted access, defined retention periods, EU hosting available and AI models chosen according to how sensitive the documents are, in a setup that does not use your data to train models. Health data requires certified health-data hosting.

Keep exploring

The other families, and our guides.

Free assessment · 30 minutes

Less re-keying, more real work.

In 30 minutes, we walk through your document flows — invoices, quotes, reminders, paperwork to collect — and estimate the hours you could get back.

Estimate my hours back

Reply within one business day · No commitment