03 / Bookkeeping and administration

Less retyping. More clarity.

Organised documents, extracted details and visible gaps.

I build this for your business. For sole traders and SMEs, with your own information and tools.

Find my AI opportunities

Free scan. This function is already selected.

Joost
You speak directly with me. See my work

AI OPERATING SYSTEMHow it works

From scattered information to finished work

Your businessReceipts + invoices

Your configured workflowReads. Organises. Drafts.

Ready for your reviewData + checklist

What you gainLess admin after hours

Example of a workflow I build for you.

What takes time today

Receipts in messages, invoices in email and missing details in Excel. You piece it together.

What you gain

Less admin after hours

Organised documents, extracted details and visible gaps.

Find your first step

Sound familiar?

AI works better when it knows your business

Good AI starts with context: what you sell, who your customers are, how you work and which agreements apply. I make your knowledge, agreements and way of working available for the tasks AI performs, so the work fits your business without explaining everything again.

Explaining it all again

You paste the same context into ChatGPT or Copilot.

Fixed sources and instructions for your task.

It sounds good. But is it right?

The text is generic, misses your agreements or invents details.

A draft from your own information, with a focused review.

Another tool. Still manual work.

You copy the result into email, Excel or your CRM yourself.

A workflow through to the place where you use the result.

What the workflow looks like

Know who does what, for each task

Use this map to agree one task. Approval belongs at the action that has consequences.

Read receipts and invoices

Input: Original receipt or invoice
AI prepares: Fields and missing information
Software maintains: Document archive and duplicate check
You decide: Check the data against the source

Prepare an invoice

Input: Approved job sheet
AI prepares: Invoice description
Software maintains: Amount, VAT and invoice number
You decide: Send the invoice

Prepare a posting

Input: Invoice and posting rules
AI prepares: Proposed posting with flags
Software maintains: Posting logic and ledger
You decide: Approve the posting

Prepare a payment reminder

Input: Outstanding invoice and payment status
AI prepares: Reminder draft
Software maintains: Due date and current payment record
You decide: Send the reminder

Keep records complete

Input: Documents and agreed file checklist
AI prepares: List of missing documents
Software maintains: Storage location and access
You decide: Approve file checks and retention period

How it runs in practice

A purchase invoice that does not match the order

A small building firm processes the week of purchases every Wednesday. This is how that goes with the workflow in place.

Incoming. The invoice mailbox holds nine purchase invoices. Fitters have also forwarded four receipts through WhatsApp.

AI prepares. AI reads the supplier, invoice number, date, amount and VAT from each document and links it to the purchase order or project. One receipt has no project code. A question is ready for the fitter who sent it.

AI prepares. An invoice from the wholesaler totals €1,284.70, while the purchase order says €1,164.70. AI lines up the rows: twelve lengths of pipe instead of ten. That sits at the top, with both documents attached.

AI prepares. Another invoice arrived twice, as a PDF and as a forwarded email. The accounting software recognises the invoice number and AI lists it as a duplicate.

AI prepares. For the seven invoices without a discrepancy, a proposed posting is ready, with ledger account and VAT code according to your own posting rules.

You decide. The owner approves the seven proposed postings in the accounting software. He calls the wholesaler about the pipes: a fitter asked for two extra. He approves that invoice and adds a note to the project.

Where it stops. The workflow posts nothing and pays nothing. When an invoice and order differ, a supplier is unknown or a VAT amount does not fit the rate, it stops and the invoice comes to you.

Two examples

Useful across different kinds of work

An installation company receives a job sheet and materials receipts. AI prepares a draft invoice. Accounting software calculates using agreed rates; the owner checks and sends it.

A consultancy outsources its accounting. AI lists missing documents. The accountant receives the approved documents through the agreed channel.

Questions about bookkeeping and administration

Does AI post invoices straight into my accounting software?

No. AI prepares a proposed posting with the invoice details, the ledger account according to your rules and any flags. You or your accountant approves the posting in the software itself.

What if an invoice does not match the order?

Then the workflow stops for that invoice. AI places the invoice and the order side by side and marks the difference row by row. You find out where the difference comes from and decide whether to approve the invoice.

My accountant does the bookkeeping. Is this still useful?

Yes, on your side of the paperwork. AI tracks which invoices and receipts are still missing and gets them ready in full. We agree with your accountant on the format and the route the documents take.