Stop Manual Data Entry
Invoices and contracts scanned, checked for the fields that matter, and exported into QuickBooks or your ERP — with anything doubtful routed to a person instead of guessed at.
Seamlessly integrates with
- HubSpotHubSpotCRM records, deal stages, and approval queues
- SalesforceSalesforceCRM records and pipeline sync for larger teams
- SlackSlackWhere the system asks a human to approve or edit
- GmailGmailInbound capture and outbound drafts held for review
- QuickBooksQuickBooksWhere processed invoices land, already coded
- WhatsAppWhatsAppBusiness API for customer conversations
- n8nn8nThe workflow layer you own outright
- AlbatoAlbatoUniversal MCP access to the long tail of apps
- MakeMakeAlternative workflow runtime where it fits better
- + your stack
Every step visible. The important decision stays human
The system moves routine work forward and stops at the exact moment judgement, policy, or customer trust requires a person.
- 01
Intake
Email attachment, upload, or shared drive — PDF, scan, or photo.
- 02
Read
OCR extracts line items, totals, dates, vendors, and terms.
- 03
Check
Missing fields, mismatched totals, and duplicate invoices caught before export.
Review exceptions
You decideAnything below the confidence threshold goes to a person, with the page attached.
- 05
Export
Clean records written into QuickBooks or your ERP, already coded.
- To
- Vendor: Ridgeway Supply Co.
- Subject
- Total does not match line items — held for review
Extracted total is $4,812.00. Line items sum to $4,712.00. A $100 freight charge appears in the footer without a line number, which is why it was excluded. Confirm whether freight should be coded to shipping, and the invoice will export.
- 12 line items read
- Confidence 0.94
- Vendor matched in QuickBooks
- No duplicate found
The operating change in plain language
- Four hours a week retyping invoices into accounting
- Typos found at month end, or by a vendor
- Duplicate payments caught by luck
- Contract dates tracked in someone’s head
- Documents read on arrival, coded on export
- Totals and fields checked before anything is written
- Duplicates flagged before payment, not after
- Renewal and expiry dates surfaced ahead of time
A complete operations workflow, ready to run
OCR intake for invoices, contracts, and recurring forms
Field, total, and duplicate validation before anything exports
Export into QuickBooks or your existing ERP
A review queue for exceptions, with the source page attached
Confidence thresholds you set, not defaults we chose
Monthly reporting on volume, exceptions, and time recovered
Scope, controls, and operating costs made visible
Ownership, accuracy, and the failure cases
Will the AI hallucinate?
It can, which is why nothing it writes reaches a customer unreviewed. Drafts are held for approval, answers are generated only from sources you supplied, and anything the system is unsure about is routed to a person instead of guessed at.
Do I own the workflows?
Yes. Everything is built inside your own n8n, Albato, or Make account, and the prompts and documentation are handed over with it. If we stop working together the system keeps running, and you can hand it to any other developer.
What about handwriting and bad scans?
Both reduce confidence, and low-confidence extractions are routed to the review queue rather than exported. The system is built to say "I am not sure" instead of writing a plausible wrong number into your books.
Where do the documents live?
In the storage you already use. Documents are processed and passed through; FollowAI does not build a second copy of your archive. Retention is set to what your accountant requires.
Does it work with our ERP and not just QuickBooks?
If it has a documented API or a supported import format, yes. The Diagnostic confirms the export path before any build is quoted.
Stop Manual Data Entry
Show us the current process and the tools it touches. We will map the first useful scope and where human approval belongs.