Účtobot: bookkeeping that books itself

Why it exists

Accounting software handles the journal entry, not the work around it. Documents arrive by e-mail, as phone photos and as PDFs from portals, and someone has to retype, classify, book and match them with payments and watch VAT. With dozens of documents a month that is hours of routine and room for errors. We needed end-to-end automation: safe, high-quality document reading, independent booking from templates, proposals where no template exists, and a check that the whole set of books adds up.

How it works

• Document intake. I forward a document on the spot to Účtobot's mailbox or photograph it in the app. The program also checks the mailbox and documents in e-mail bodies, and watches for duplicates.
• Reading and pre-booking. A language model extracts the supplier, company and VAT IDs, document number, variable symbol, dates, line items, VAT rates and amounts. Based on supplier rules (with reliability computed from history) it proposes the booking straight away; where no rule exists, it proposes one and lets a person decide.
• Approval and posting. I only approve: I see the document next to the proposal and with one click post it to the accounting software, discard it, or mark it for reimbursement. After approval the document is matched with the bank payment by symbol, amount and date.
• Correctness checks. Účtobot compares the books with the bank: actual balance, balance per journal, per statement, and the difference broken down into movements without an entry, entries without a movement and documents still in the queue. VAT and calendar deadlines are watched separately.
• Cash flow and planning. How much is in the account, how much remains after paying due liabilities, who pays when (median delay, not average), receivables ageing and cash flow by month. That is how I prepare for expenses before they arrive.
• The rest of the agenda. Issuing invoices, expenses and director reimbursements, loans, assets and depreciation, low-value assets, a mileage log with monthly allowances, commission clients, suppliers and rules, invoicing against plan and data for filings.

Rules that hold

AI proposes, a human approves. Every document has one visible state at every moment: to approve, processing, manual, failed, booked. The queue is idempotent, so a network outage never creates a double entry. And the best health check of any set of books remains regular reconciliation with the bank, which Účtobot does itself and explains the difference line by line.

What it brings

Hours of manual retyping and checking every month became a few minutes of approving. Documents do not sit in e-mail, VAT is watched continuously and the state of the books is visible at any time, not just at closing.

The screens below are samples with fictional data.