Fixed-price setup
Stop typing supplier invoices
We set AI up to read your invoices, check them and get them ready for your accounts software. Fixed price, done in two weeks.
If you run a small business, you probably know the routine. Supplier invoices arrive as PDFs, scans, phone photos and the odd bit of paper. Someone (usually you, usually late) types the supplier, date, amount and VAT into the accounts software, one invoice at a time.
We’ll set AI up to do the reading and typing for you, train whoever handles your invoices to run it, and leave you with a routine that takes minutes instead of hours. Fixed price, done in two weeks.
Sound familiar?
You spend hours a month copying numbers from one screen to another.
Invoices sit in someone’s inbox until the supplier rings up asking where their money is.
A mistyped VAT figure or a bill paid twice only gets spotted at year end, if at all.
You know AI could help, but you haven’t had the time to work out how.
What we set up for you
An AI assistant built around your business. Your main suppliers, the cost category each one goes under, how you treat VAT, and the exact columns your accounts software needs when you import bills.
A weekly spreadsheet, ready to import. Drop in that week’s invoices (PDFs, scans or phone photos) and AI gives you one row per invoice: supplier, invoice number, date, net, VAT, total and cost category, with anything it’s unsure about flagged for you to check.
A second pair of eyes. AI checks every batch for duplicates, maths that doesn’t add up, missing VAT numbers and any invoice that’s jumped in price since last month.
Supplier emails in your tone of voice. When something’s wrong, AI drafts a polite but firm email for you to check and send.
A simple routine. Who drops the invoices in, who checks the spreadsheet, who approves payment, and when. Written down so anyone can follow it.
What it could save you
11 hours a week. That’s how long the average UK small business owner spends on admin and finance tasks. It adds up to about six working days a month, nearly twice the 3.6 days a month they spend on sales and growing the business.
79% cheaper and 79% faster. That’s the gap between the best finance teams and everyone else when it comes to processing supplier invoices. And on average, nearly 1 in 5 invoices (18.4%) hits a problem that someone has to stop and sort out before it can be paid.
Here’s a typical example. 120 supplier invoices a month at 4 minutes each is 8 hours a month of typing. If checking a row takes about a minute instead, that drops to 2 hours. That’s 6 hours a month, or 72 hours a year, back from one job, before you count the mistakes it catches.
Your numbers will be different. We’ll work them out with you on the free call, so you know what to expect before you spend a penny.
Sources: American Express and Small Business Saturday UK, SME Business Barometer, a survey of 1,000 UK small business owners, July 2026. Ardent Partners, State of ePayables 2025, a survey of 204 accounts payable and finance leaders.
How the two weeks work
Week 1: build. A 60-minute call, by phone or video, to understand how your invoices work today. You send us a sample of last month’s invoices and we build your AI assistant. Then we test it against what you typed by hand, so you can see it working on your own paperwork.
Week 2: train and hand over. A 90-minute training session by video for whoever handles your invoices. We fine-tune the instructions based on what they find, hand over your written routine, and book a check-in 30 days later to see how it’s going.
What it costs
£595 + VAT, fixed price. That covers the build, the training session, your written routine and the 30-day check-in, for one job: supplier invoices.
Does it pay for itself? Here’s the rough maths. We value staff time at £20 an hour, close to the UK median full-time pay of £19.67 an hour. That’s before employer costs like National Insurance and pension, so the real saving is higher. Swap in your own numbers.
What you put in: £595 + VAT, plus about 3 hours of your time over the two weeks (the 60-minute call, the 90-minute training session and pulling together a sample of invoices).
50 invoices a month: saves about 2.5 hours a month, worth around £50. Pays for itself in about 13 months.
120 invoices a month: saves about 6 hours a month, worth around £120. Pays for itself in about 5 to 6 months, and gives back around £1,440 a year.
250 invoices a month: saves about 12.5 hours a month, worth around £250. Pays for itself in under 3 months, and gives back around £3,000 a year.
It works best if you handle 100 or more supplier invoices a month. If you’re well below that, we’ll tell you honestly on the free call.
Pay figure: Office for National Statistics, Annual Survey of Hours and Earnings, median gross hourly pay excluding overtime for full-time employees, April 2025.
If you’re VAT registered you can normally reclaim the VAT, so the real cost is £595. Your AI subscription isn’t included and is paid directly to the provider, so we’ll help you pick the right plan before you start.
Keeping it safe
A person approves every payment. AI prepares the work, people make the decisions. We set things up so only the information the job needs goes into AI, and your records stay tidy and digital, which is what Making Tax Digital expects if you’re VAT registered.
Questions people ask
Do I need to be technical?
No. If you can drag a file into a window and read a spreadsheet, you can run this.
Will it work with my accounts software?
Most accounts packages can import bills from a spreadsheet. We’ll check yours on the free call before you commit to anything.
What if my invoices are paper or photos?
Phone photos and scans work fine. PDFs from email are even easier.
What happens after the two weeks?
The Project is yours and your team runs it. If you’d like help with the next job, or ongoing support, have a look at our advisory service.
Ready to stop typing invoices?
Book a free 30-minute call with us, by phone or video. We’ll look at how your invoices work today, estimate how much time you could save, and tell you honestly whether this is worth doing for your business.