From invoice inbox to live finance.

What travels where.

Who is this for?

• Family businesses with several companies.

  One person pays the bills for all of them and needs one list.

• SMEs that retype invoices.

  Anyone copying invoices from email into a spreadsheet before paying them.

• Studios that need margins.

  Costs per project, next to what was invoiced.

What problem does it solve?

Invoices arrive by email and get retyped into a payment sheet. Paid marks are set by hand, duplicates slip through, and costs reach the books weeks later, so the owners see what a month cost only after the accountant closes it.

What it does.

One mailbox

Suppliers send invoices to one mailbox. Each one is forwarded to wflow automatically, including invoices that arrive only as a link; an email carrying invoices for several companies is split.

wflow, with Rossum

Rossum reads the supplier, amounts, due date and bank details. wflow labels each document by custom rules: cost category, cost centre, and whether it needs paying.

n8n

Moves each document by its label, and catches duplicates, misread amounts and broken bank details on the way.

The payment list

Only what needs paying lands in the Google Sheet, labelled automatically, with a QR code for each payment. Paid receipts and anything not actionable stay in wflow.

The live dashboard

Every cost appears under its category next to revenue, in a custom dashboard built with Claude Code.

How it was built.

1. July 2026

   Every new invoice in wflow mirrored into the payment list, one tab per company. Payment priority rules the owner can edit.

2. August

   Go-live on 20 August: one payment list, the unpaid backlog moved over, paid status automatic, an AI-written payment description on every row, the mail forwarding live.

3. September

   Hardening from real use: duplicates, link-only invoices, misread amounts, cost-centre labels per company, an audit of every inbox before the VAT close.

4. October

   A live overview of the month's documents for the accountant, updated every day, and the dashboard on stage.

What broke, and the fix.

Invoices hiding in links

Some suppliers send only a link. The document is downloaded automatically.

One email, several companies

An email can carry invoices for different companies. Each attachment is routed on its own.

Reminders posing as new bills

A reminder or a re-sent invoice looked like a new bill. Duplicates are matched on supplier, reference and due date before they reach the list.

Misread amounts

The extraction read a Czech amount with a space as the thousands separator as a single digit. Amount and bank-detail guards now stop the row.

Invoices in the wrong company

Documents filed in another company's space are caught and moved.

QR codes that cannot work

One check explains, in the same words everywhere, why a payment gets no QR code: missing or invalid bank details, letters in the reference.

What the owners have now.

What needs paying

One payment list per company, labelled automatically, with a QR code for each payment.

Costs by category

Every cost under the label it got in wflow, per company and cost centre.

Cash ahead

A 13-week outlook and this year against last, in the dashboard rolling out now.

The accountant's view

Every document of the month per company, in a live overview that updates itself daily.

The same system, a second time.

A design studio group with three companies runs the same pipeline: received invoices from wflow, issued invoices from its project tool, costs and revenue per project in a live dashboard since summer 2026, with the saved time measured per workflow. More for family businesses and for studios and agencies.