Forward supplier invoices by email and let AI do the posting

You ask in plain English, the AI does the bookkeeping work, and you or your accountant approve the result.

• You ask: “What bills came in by email this week, and are any of them duplicates?”
• The AI agent: The agent lists every bill received through the inbox, with supplier, amount, VAT and due date, and marks any that match an existing bill by supplier, number and amount.
• You review: You approve the new bills, reject duplicates, and check any where the AI could not decide the account or VAT treatment.

Each HelloBooks organisation gets its own inbox address. Add it to your supplier master file and to the "accounts" mailbox rules you already have. Utility bills from DEWA or ADDC, telecom bills, landlord invoices and wholesaler statements can all be routed there automatically.

If an email has several attachments, the AI treats each invoice separately and ignores logos, signatures and terms-and-conditions pages.

For each invoice, the agent reads the details below and compares them with what it knows about the supplier.

• Supplier name, TRN and invoice number
• Invoice date, due date and payment terms
• Net, VAT and total in AED, or the foreign currency and rate
• Purchase order or delivery note reference, if printed
• Account and VAT treatment based on past bills from the same supplier

A three-outlet restaurant group receives about 300 supplier invoices a month for produce, meat, packaging, gas and laundry. Each outlet manager now forwards everything to the HelloBooks address. In November the AI posts 287 bills worth AED 412,000 with AED 19,600 of VAT, catches six duplicates sent by both the supplier and the manager, and routes 13 bills over AED 5,000 to the operations director for approval.

Not everything that reaches the address is a bill. Marketing emails, delivery notifications and quotations are set aside rather than posted, and the agent tells you what it ignored so nothing important slips past. Password-protected PDFs are held until someone enters the password.

Every posted bill keeps a link to the original email, so when a supplier disputes a payment months later you can see exactly what they sent and when. If your finance team wants separate addresses for each branch or company, we can set that up; book a call at /book-a-demo.