How does supplier invoice processing work without anyone retyping?
Supplier invoice processing starts in your inbox: Bombos reads the invoice and the email, finds the project and applies your posting rules, and you approve the entry instead of retyping it. After that, the entry sits in QuickBooks.
Works with QuickBooks and your own project numbers.
Supplier invoices are the first task; after that, your finance team does more with the same people and teaches Bombos the next one itself.
This is how it goes now, and how it goes with Bombos.
Supplier invoices arrive as a PDF, and someone copies them into the package line by line.
Today someone pulls the details from the PDF by hand and looks up the project number. It may be in the accompanying email or only in the project lead's head. QuickBooks Online can already read invoice details, and Xero lets you assign bills to projects while posting. Recognition is covered. The searching remains whenever the information sits outside the invoice, whether it arrived by email, scan or portal.
The entry is ready to your own rules, with the reason for the chosen project next to it.
A proposed entry sits ready with the supplier, amount and VAT from the invoice, the proposed project and its reason, and coding based on your own rules. Bombos reads the invoice, the accompanying email and the information in your package. If the project cannot be traced clearly, you get a question instead of a guess. You check the details, and nothing is posted until you approve it.
After three months, your supplier invoices are linked to the right project before you look for them. You approve instead of retyping, and questions about project numbers have become rules. The time this frees up goes to work that does require judgment. Your finance team can keep up with the company's growth without another hire.
What's ready for you then
- Every supplier invoice ready without retyping
- Costs linked to the right project, with the reason
- Month end starts without hunting for project numbers
- Your finance team has time for work requiring judgment
Where do you see that?
Proposals for incoming supplier invoices sit on one list in Bombos, each one showing the reason for the chosen project and its status. "Ready for you" means you can review the proposed entry. "Waiting on your input" means Bombos needs something to move forward, such as the project behind an unclear reference in the email.
You do not need QuickBooks open to see which invoices are waiting on you; the entry lands there once you approve it. What you review first is the groundwork: does this supplier belong to this job, and does the coding follow your rules? A proposal on the list is not yet a posted invoice. Every action with an effect outside Bombos lands in a log you can open, so you can trace what happened to the invoice.
How does it start?
In the first week of the three-month pilot, we set up the first invoice task together, in a conversation of about an hour. We look at which mailbox receives the invoices, which package you use and where the project number tends to show up. We also write down which posting rules apply and who can point out an unclear project.
Bombos then puts the first task live at the "proposing" level. You review the groundwork. Correct a chosen project or posting rule, and that correction becomes the rule for next time. Bombos learns your project choices and posting rules only from your corrections. You do not need to move your bookkeeping anywhere or take a course; adjustments happen through settings. Once a task type has gone well for a while, you decide the next level: "run after approval" or "run on its own," with the log still open to you. Your approval stays needed for the entry itself.
If a project number only lives in the project lead's head, Bombos asks the questions needed to get that number recorded. For the next invoice on that job, the number is already there for review, with your own agreement as the reason.
Supplier invoices are the start, not the whole offer. We take you along on the first task. After that, your own office staff teach Bombos the next one, without you having to come back to us. After three months, your purchase invoices are on the right project before you go looking for them.
Less retyping, more from the same team.
Retyping is the clearest example, but this kind of work is everywhere in finance. It grows with every new job. If your organization is growing fast and you do not want headcount to grow with it, that is exactly where things tighten. Bombos helps your current team handle more work, at a higher quality, for less than half a day a week of the person you would otherwise hire.
After supplier invoices, your team teaches Bombos the next task itself. Nobody needs to be technical. You explain how you work and correct what is wrong, and your people learn to work with AI along the way. We guide you through the first step because we do not want you to keep coming back to us.
Where is work growing with every new job? Leave your number and we will call you back to talk through your situation.
What Bombos does, in three steps
It reads what comes in
An email, a message, a photo or a PDF: Bombos reads it, looks up the client and the details in the systems you already have, and sees what is missing.
It drafts the work, you approve it
The proposal sits on one list with the reasoning next to it. You read it, adjust it and approve. Only then is anything sent, booked or filed.
It remembers what you decide
Every correction becomes the rule for next time. Once a kind of task has gone well for a while, you hand it over step by step, and you check the log afterwards.
What can't Bombos do here today?
Bombos does not post a supplier invoice without your approval. It gets the entry ready, and only after your check does it go to QuickBooks. Correctly recognizing the supplier and the amount does not yet prove the project is right. Even with a familiar supplier, the chosen job has to match the information around this particular invoice. Whatever is not in the email, the delivery note or your package has to be filled in by someone. Which project belongs with this supplier or this type of invoice sometimes lives only in the project lead's head. So Bombos interviews you about it: it records that rule with you, so the next proposal is more precise.
Even a proposal without a question attached can still get the supplier, the amount or the project wrong. If the supplier needs to clarify something, the message stays a draft until a staff member approves it. Outgoing messages to a third party never go out, on any channel, without that approval. For questions about a supplier invoice, that limit is technically enforced. Only Bombos can switch it off, at your explicit request and at your own risk.
Copying the amount over is only useful once you know which job it belongs to.