AI document processing

Our clients’ source documents are not processed by hand. They go through our own software pipeline built around artificial intelligence — AI-Document. It ties together an AI layer, 1C:Accounting and our Nextcloud storage: you simply send us the document, and the system reads it, checks the details, posts it to the books and files the original in the archive.

What AI-Document is

AI-Document is our own development — a step-by-step processor for source documentation. Unlike an ordinary “chat with a neural network”, it follows a strict sequence: the result is verified at every step, and anything questionable is put to the accountant as a plain question. No document ever enters the books silently.

All AI models run on our own server: documents are never sent to public recognition services and never leave our perimeter.

Which documents are processed

• Invoices, incoming and outgoing
• Proformas and payment requests
• Contracts with counterparties
• Bank statements — XML, XLSX and PDF exports from banks
• Transport documents (CMR) and till receipts

Format is irrelevant: PDF, a scan, a phone photo, a Word or Excel file. Documents in Bulgarian, Russian, English and other languages are read equally well — over twenty recognition languages are enabled in the system.

How a document travels: step by step

1. Submission. You upload the file to the cloud, send it in chat or by email — everything after that is automatic.
2. Recognition. The system reads the document’s text layer and simultaneously looks at the image: logos, stamps, the letterhead, the table section. For poor scans and photos, OCR is engaged in addition.
3. Extracting the details. Supplier and recipient are identified (name, company number, VAT number, address, phone, e-mail), along with the document number and date, currency, net amount, VAT and total, bank details (IBAN, SWIFT), and every line of the table section with item codes, quantities and prices.
4. Determining direction. The system works out for itself whether this is a purchase or a sale, and which of your companies the document belongs to.
5. Checking the counterparty. The counterparty is looked up in the 1C database by company number, by bank account (IBAN) and by name — allowing for different spellings and transliterations. If the counterparty does not exist yet, the record is created automatically: with bank accounts, bank details, contacts and a contract of the right type.
6. Checking the item list. Every line of the document is matched against the item catalogue in 1C by code and by name. Ambiguous positions are shown as a list of options — you pick the right one, or instruct the system to create a new item.
7. Arithmetic control. The system verifies that quantity times price equals the line amount, and that the sum of the lines equals the document total. Any discrepancy is flagged before posting, not after the return has been filed.
8. Accountant’s confirmation. Before anything is written to the books, a summary card of the document is shown. The accountant confirms it or corrects any field with one short command.
9. Creation and posting in 1C. The document is created in 1C:Accounting with all the accounts, warehouse and contract in place, then posted.
10. Archiving in the cloud. The original file is filed automatically into your directory in Nextcloud and indexed for search.

Protection against duplicates and errors

• Duplicate control: before creating a document the system searches 1C for an existing document with the same number and amount — an invoice sent twice will not become a duplicate entry.
• Detail validation: company number and VAT number are cross-checked against each other and against the database, IBAN is validated by its check digits, and the bank is identified automatically from the account number.
• Full audit trail: every entry in 1C goes through the operations log — you can always see which document was created, when, and on what basis.

Bank statements

Statements are handled by a separate routine. You export the file from your online banking and pass it to us; the system parses every transaction, classifies each operation (payment to a supplier, receipt from a customer, taxes, bank charges), matches counterparties by account number and name, and builds an exchange file for loading into 1C.

Exports from Bulgarian and foreign banks are supported: UniCredit Bulbank, DSK Bank, Postbank, ProCredit Bank, Raiffeisen, as well as electronic payment services. The list keeps growing — a new format takes a few days to add.

Document storage in our Nextcloud

All original documents are kept in our own cloud, built on Nextcloud and running on our server. This is not somebody else’s public drive: we control access, backups and retention periods ourselves.

The archive organises itself automatically, always by the same logic:

• Company — each of your entities has its own directory;
• Document type — purchases, sales, bank, contracts;
• Year and month — by the document date, not the upload date;
• Document folder — with date, amount, currency and counterparty right in the name.

What that gives you in practice:

• 24/7 access from computer, tablet and phone — through a browser or the Nextcloud app.
• Synchronisation: a document dropped into the folder on your computer arrives with us for processing straight away.
• The original is always at hand: during a tax inspection there is no need to dig through paper files — you simply open the right month.
• Access separation: an employee sees only the companies they work with.
• Backups and an encrypted channel — data is protected both in transit and at rest.

Smart search across the archive

As each document is filed into the cloud it is also indexed: its text, details, counterparty and amounts are all stored. As a result search works not only by file name but by meaning — you can find every invoice from a particular supplier for a quarter, every document for a given amount, or every contract with a particular counterparty, even if the name is spelled differently.

What this gives your business

• Speed: a document goes from file to posted entry in 1C in minutes, not days.
• Fewer errors: manual entry of details and amounts is eliminated, arithmetic is checked automatically.
• An orderly archive: one folder structure across all your companies, instead of a heap of email attachments.
• Transparency: at any moment you can see which documents have been taken into work and what is already reflected in the books.
• Confidentiality: processing and storage happen on our own equipment, with no data handed to third-party services.

How to start

We create your cloud account, set up the directory structure for your companies and show you how to submit documents. From then on only one thing is asked of you — send us the source documents; the system and our accountants do the rest.

To switch on document processing for your company, write to us through the Contacts section or call the office in Burgas.

Document processing is part of the accounting service. The convenient way to submit source documents is through the document management system, and bookkeeping optimisation reduces manual work further.