Four hundred invoices, one by one
Each one takes between 3 and 8 minutes to open, read, type and file. That's 30 hours a month of an expensive person, doing the most mechanical work in the company.
Document Extraction
Your accounting team spends the month typing in vendor invoices.
They arrive by email, by WhatsApp and on paper. Someone opens them one by one, reads the RUC, the date, the amount and the ITBMS, and types them into the system. This reads them and types them in for the team, in seconds.
✓Reads PDFs, phone photos and crooked scanned documents
✓When in doubt, it doesn't make things up: it flags the field for someone to review
✓Leaves the document recorded in the system, not in a folder
A vendor invoice
What it does in 4 seconds
WhatsApp photo, taken crooked, with the stamp over the amount.
RUC 155712345-2-2021 · Vendor Suministros del Istmo, S.A.
Invoice 00048812 · Date 08/14/2026
Subtotal $1,842.00 · ITBMS 7% $128.94 · Total $1,970.94
14 detail lines read. One flagged for review: the stamp covered a quantity.
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The pain
The accounting close runs late for one reason only: someone is still typing.
Not for lack of judgment or tax complexity. Pure data entry.
One wrong digit and the ITBMS doesn't add up
The typo isn't visible the day it happens. It shows up in the reconciliation, three weeks later, when you have to go back and find which of the four hundred it was.
The document lives in a folder
And when the DGI or the auditor asks for the backup for an entry, the search begins: who received it, which email it was in, whether anyone saved it. Sometimes it turns up. Sometimes it doesn't.
And the cost nobody adds up: while you're typing, you're not analyzing. The accountant who should be reviewing margins is copying amounts from a PDF.
What it is
Someone who reads your documents and records them in the system.
It gets the document however it arrives — PDF, photo, scan — understands what it is and pulls out the data that matters. Not just the total: the RUC, the date, the ITBMS and the detail lines. And it records it where it belongs.
It's not an OCR scan
Old-school OCR turns the image into text and leaves you there, with a block of letters you still have to read. This understands the document: it knows which number is the total and which is the ITBMS, even if each vendor puts them in a different place.
It doesn't need a template per vendor
Old systems required setting up each invoice format, one by one. This one doesn't: it understands a format it has never seen, which is exactly what happens when a new vendor comes in.
It doesn't make things up when it isn't sure
If the stamp covers a number or the photo came out blurry, it flags that field and sends it to human review. Made-up data in accounting is worse than an empty field, and we treat it that way.
How it works
What happens from the moment the document arrives.
1. It comes in however it arrivesEmail, WhatsApp, a shared folder or uploaded by hand. You don't change how your vendors send you things.
2. Recognizes what it isInvoice, purchase order, receipt, proof of payment. Each type is processed differently.
3. Pulls out the dataRUC, vendor, number, date, subtotal, ITBMS, total and the detail lines with their quantity and price.
4. Validates against your systemDoes that RUC exist? Does the ITBMS match the subtotal? Has this invoice already been recorded? Duplicates get caught here.
5. Records or asksIf everything checks out, it's recorded. If something doesn't, it goes to a review inbox with the doubtful field highlighted.
6. Files the originalThe document stays attached to the entry. When someone asks for the backup, it's one click away, not in someone's email.
How much it saves you
The math, on 400 documents a month.
Estimates for sizing, not a promise. In the assessment we calculate them with your real volume.
All that's left is reviewing the documents the system flagged as doubtful. The rest goes in on its own.
The close stops waiting for someone to finish typing. You close when operations end, not two weeks later.
The $1,490 is recovered with the time freed up in the first quarter. And from there it's profit every month.
There's something that doesn't fit in the table: when the auditor asks for a backup, it shows up in seconds. You only appreciate that once you've been through the opposite.
How we do it
Fifteen business days, explained with no mystery.
The hard part here isn't reading the nice-looking document. It's the crooked photo, the stamp over the amount and the vendor who invoices in a format they invented.
1
We work with your ugly documents
You give us between 50 and 100 real documents, including the worst ones: blurry photos, crooked scans, handwritten invoices. Anyone gets the nice ones right; quality is measured with the others.
2
We define the validations
What has to check out for a document to go through on its own: that the ITBMS matches the subtotal, that the RUC exists, that the invoice isn't already recorded. Here you decide how much risk you accept.
3
It runs in parallel for a month
It processes at the same time as your people, and we compare result against result. Only when the accuracy rate convinces you is it released. No accounting entry is bet blindly.
When you need it
If any of these happens to you, it'll help.
You receive more than 150 documents a monthBelow that volume, the savings don't justify the cost. We tell you straight.
Your close is always lateAnd when you ask why, the answer is “we're still recording invoices.”
They arrive by WhatsApp and on paperNot all your vendors send a clean PDF, and you're not going to change them.
Finding a backup is an odysseyAnd when an audit comes, half the department grinds to a halt.
Price
$1,490 to get started. Then $229 a month.
That's it. No options to choose and no fine print: setup is paid once and the monthly fee starts when it begins processing.
Document Extraction
One service, two payments.
$1,490 today, one time only
$229 a month, once it goes live
Full first year: $4,238 · from the second year on: $2,748 a year
- ✓Today's payment covers: training with your real documents, connection to the channels they arrive through, validation rules, link to the system and one month running in parallel
- ✓The monthly fee covers: 500 documents a month, a review inbox for doubtful items, the original filed and attached to the entry, and adjustments when a vendor with a new format shows up
- ✓Documents above 500: $0.30 each
- ✓30-day guarantee and no lock-in: cancel with 30 days' notice
Only need documents to be sorted and filed automatically, without extracting the data or recording it? That costs a lot less: Automatic Classification and Filing, $990 and $199 a month.
Frequently asked questions
What people ask before deciding.
How often does it make mistakes?
We're not going to give you a made-up percentage before seeing your documents. What we do guarantee is the mechanism: when it isn't sure, it flags the field and sends it to review instead of guessing. We measure the real rate during the parallel month, with your paperwork, and you decide based on that figure.
Does it read handwritten invoices?
It reads them, with less accuracy than printed ones. In practice that means they land in the review inbox more often. If a good part of yours is handwritten, we look at it in the assessment and tell you right there whether it's worth it.
Do my documents leave Panama?
They're processed on the AI provider's servers, outside the country. They're not used to train anyone's models. If your company has a restriction that data can't leave the country, tell us at the start: there's a self-hosted alternative and it's priced differently.
Does it work for purchase orders and receipts too?
Yes. Vendor invoices are the most common case, but it can be configured for purchase orders, receipts and proofs of payment. Each document type is defined during implementation.
Why does the setup cost more than other services?
Because the work is in training with your real documents and in the month running in parallel. An assistant that answers badly gets corrected; a wrongly recorded accounting entry gets carried all the way to the tax return. That care costs money, and we'd rather charge for it than do it badly.
15-minute call
Show us a hundred invoices and we'll tell you how many would go through on their own.
A one-hour consultation. We look at your real volume, the quality of what you receive and how much time it takes today. If your volume is low, we tell you and we don't sell you anything.
✓No commitment, no contract involved
✓We give you the analysis in writing
✓We reply the same business day
Request Document Extraction
$1,490 today and $229 a month once it goes live. Processing in 15 business days.
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