Invoice OCR pipeline for an accountant

Problem

Accounting practice spent 30+ hours/client at month-end re-typing invoices from PDFs into QuickBooks. Errors meant rework, deadlines slipped.

Flow

IMAP poll → attachment extracted → vision model → field mapping per format → confidence check → QuickBooks write or human queue.

Cadence

Per inbound invoice (instant), plus end-of-month batch close

What I built

• Dedicated email inbox per client with IMAP polling
• Vision model extracts vendor, line items, totals, dates, VAT
• Per-format mapping for 12 EU invoice templates with fallbacks
• QuickBooks Online write with auto-categorization rules per vendor

Limits

• Confidence-gated — anything below 0.85 routes to a human queue
• Currency conversion uses month-end rate; daily rate is a v2