Supplier invoices AI
They arrive as PDFs, each in its own format. They are read, the amounts are extracted and they go into your accounting program already categorised.
Automation for SMEs and the self-employed
We connect your programs and the paperwork does itself
Orders logged, invoices issued and customers notified without anyone copying data by hand. From €690 + VAT, with the price fixed before we start.
The analysis is free.
Eleven minutes typing or forty seconds checking
This is how a typical order changes, from the moment it comes in until the invoice goes out. The times are illustrative estimates; in grey, what a person does.
Today, by hand ≈ 11 min per order
The order arrivesby email or message
It is entered in Excelby hand, 3 min
Stock is checkedin another program, 2 min
The customer is notifiedemail written by hand, 3 min
The invoice is maderetyping the data, 3 min
Automated ≈ 40 s to check
The order arrivesjust as it does today
It is logged automaticallyand stock is deducted
Customer notifiedwith the real delivery date
Invoice issuedin your program
You approveanything out of the ordinary
20 orders a week add up to almost 4 hours of typing. The calculator starts with that case.
How much does doing it by hand cost you today?
Move the three sliders: you will see what you stop spending each year and how many months it takes for the automation to pay for itself. With those figures, Novantrek suggests where to start.
Adding up everyone who does it.
Gross salary plus employer's social security, per hour: €24,000 gross a year works out at about €18. If it is your own time, count what you bill.
A review step and the unusual cases are always kept, so the usual figure stays below 100%.
What you stop spending each year
€2,268
Out of the €3,240 that task costs today.
- Hours you get back
- 126 h a year
- Per month
- €189
- Pays for itself in
- 4 months
It pays for itself within the first six months, and from then on it is all savings. Novantrek will prepare your proposal.
Request a proposal with these figuresThe maths: hours × cost × 45 working weeks a year × the share that is automated. The “pays for itself in” figure uses €690 + VAT for one specific process as a benchmark, or €1,190 + VAT if it involves several programs. The price for your case comes out of the analysis, fixed in writing.
Nine tasks your team can take off its plate
The ones that come up most often in an SME. Those marked AI read free text; the rest work with rules and connections.
Orders and delivery notes
From email or the website into your management software, with stock deducted and the customer notified of the real delivery date.
Appointments and reminders
A confirmation on booking and a reminder the day before, by email or message, connected to your calendar.
Regular reports
The Monday summary, the month-end close, the list for your accountant: they are generated automatically and land in your inbox.
Sorting and answering emails AI
They are read and sorted by type and urgency, and the repetitive ones get a draft reply that you approve.
Programs connected to each other
POS with management software, website with warehouse, form with CRM: data flows from one to the other on its own.
Repetitive quotes
If your quotes always follow the same pricing logic, they come out of a form in a minute.
Timely alerts
Low stock, an invoice unpaid after 30 days, a customer who has not been back for a while: you find out while you can still act.
Summarising meetings and notes AI
From a recording or loose notes to a summary with tasks and owners.
How much does it cost to automate a process?
You start with a free analysis, and you receive the project price fixed in writing.
Analysis
Free
The first step: it ends with your fixed price.
- We review the process and programs with you
- A written plan of what gets automated
- The first conversation is included
One process
from €690 + VAT
One specific task, automated from start to finish.
- Connected to the programs you already use
- A log of every step and an alert if something does not fit
- Human review wherever money is involved
- One month of adjustments included
Several programs
from €1,190 + VAT
When the task spans management software, shop, email and spreadsheets.
- Everything in the single process
- Workflows linking several programs at once
- AI wherever free text has to be read
If the automation uses AI, you pay the usage cost directly to the provider, and it is estimated in the quote. And if your team also needs a new program, Novantrek builds it: custom systems and apps, from €1,490 + VAT.
Rules for the predictable, AI for what needs reading
Novantrek chooses the tool to suit the task: rules are cheap, instant and predictable; AI comes in when text or images need to be understood.
With rules
If this happens, do that. Always the same way.
- Moving data between programs
- Generating invoices, reports and delivery notes
- Alerts by date, amount or quantity
- Appointment reminders and follow-ups
One-off payment: it works every day with no usage cost.
With AI
For whatever arrives unstructured: PDFs, emails, photos and notes.
- Reading invoices and receipts in any format
- Sorting emails and messages by what they say
- Drafting replies in your own style
- Summarising long documents or recordings
Anything involving money is always approved by a person.
Sensitive data? Novantrek installs the AI on a computer at your company, so the documents never leave it: from €50 + VAT. You can buy the equipment yourself or, if you prefer, we take care of buying and installing it, quoted separately. More under custom systems.
Your programs stay: we connect them to each other
These are common in Spanish SMEs. If you use another one, we adapt: Novantrek reviews it before quoting and proposes how to connect it (through its API, by exporting the data or by automating what surrounds it).
- Holded
- FacturaDirecta
- Odoo
- Sage
- A3 / Wolters Kluwer
- Excel and Sheets
- Gmail / Outlook
- Messaging apps
- Google Calendar
- Stripe
- Redsys
- WooCommerce
- Shopify
- Correos and MRW
For invoicing, your program certified for Verifactu or TicketBAI stays in charge and Novantrek connects it to the rest.
Common questions before automating
Will I have to let someone go?
In a small business, what usually happens is that the person drops the repetitive work and spends the time on what adds more value: better service, selling or chasing outstanding payments. It is worth telling the team from the start: whoever does the task today is the best person to help design the automation.
What if the automation gets something wrong?
That is why everything Novantrek builds has three things: a log of what it did and when, an alert when something does not fit instead of carrying on, and a final human review step wherever money is involved. That way, if something fails, it is spotted and corrected in time.
I have an old program that does not connect to anything.
There are three routes: if it exports to Excel or CSV, that is enough; if it has an accessible database, the data is read from there; and if not, everything around it is automated. Tell us which program it is and Novantrek checks it before quoting.
How much does it cost and how long does it take?
One specific process, from €690 + VAT; if it involves several programs, from €1,190 + VAT. It starts with a free analysis that ends with a fixed price in writing. Usually, a well-defined process is up and running in two to four weeks, depending on how quickly the access details and data arrive.
Will my business data end up in the hands of an AI?
Only what is essential for the task, and we spell out exactly what. When a model is needed, we use providers that do not train on their paying customers' data. For sensitive data, Novantrek installs the AI on a computer at your company, so the documents never leave it: from €50 + VAT. You can buy the equipment yourself or, if you prefer, we take care of buying and installing it, quoted separately. More under custom systems.
Who maintains it afterwards?
Novantrek. Every automation includes a month of adjustments and alerts that go off if something fails. Because it depends on other programs that get updated, you can add monthly maintenance that monitors and adapts it, priced in the proposal.
I only have one small task. Should I still get in touch?
Yes: it is the best way to start. A small automation that works is worth more than a big plan that is slow to get going, and it lets you see how Novantrek works before taking on something bigger.
Contact
Tell us which task you want done automatically
Tell us who does it, with which programs and how much time it takes. With that, Novantrek tells you where to start and prepares your proposal in writing.