OVIOO AIEvery invoice arrives already in context.
Proformas and invoices are email before they are accounting. Finance is where the disconnect between what operations agreed and what the company pays turns into real losses.
What it looks like today
- “Which job is this invoice for?” answered by asking three people.
- The same supplier document paid twice, found in the bank statement.
- Payment dates tracked in a spreadsheet nobody else can see.
A morning in the finance inbox
One supplier invoice, from the attachment it arrives as to the payment it becomes.
- 08:30
A proforma arrives as an attachment
Like almost everything finance receives, it is email first and accounting second. It carries a reference, so it is already on the job that generated it before anybody opens it.
- 08:31
The document is read, and the fields are shown beside it
Supplier, amount, currency, tax, document number, issue date, due date — extracted and displayed next to the original file, not instead of it. You are reviewing a reading, not trusting one.
- 08:32
A duplicate is caught before it becomes a payment
The same document number from the same counterparty, or the same amount and due date, or the same file bytes: flagged with a pointer to the earlier row. The check runs again when a payment batch is being prepared, because that is when the second copy usually surfaces.
- 08:33
A changed bank account stops the line
An IBAN that no previous document from this supplier has ever carried is marked, and the payment is blocked until a person confirms it. That is the invoice-fraud pattern, and it is caught by the system rather than by somebody being alert on a busy Friday.
- 09:15
Approval goes to whoever actually holds the limit
Above your threshold it routes to the person who approves for that department, with the request and the decision on record. Below it, it does not — so the limits you already have on paper are the limits the software enforces.
- 16:00
The payment run exports what the bank needs
What was approved, in which currency, due when. Paid rows settle against the obligation and stay attached to the job that generated them, so what a piece of work actually cost is readable without reconstructing it at month end.
What changes
Documents become payables on the right job
Supplier and amount, currency, tax, issue and due date read from the document itself, with the file kept as the evidence. Send anything from mail to finance and review the extracted fields beside the original.
Duplicates are caught before payment
The same document number from the same counterparty, the same amount and due date, or the same file bytes — flagged with a pointer to the earlier row, and shown again when a batch is being prepared.
A changed bank account is a red flag
An IBAN no previous document from that supplier has ever carried is marked and blocks the payment until a person confirms it. That is the invoice-fraud pattern, caught by the system rather than by luck.
Approval follows the company’s own limits
Anything above a threshold routes to whoever holds approval in that department, with the request and the decision on record. Payment runs export what the bank needs.
What it replaces
Finance is where the disconnect between what operations agreed and what the company pays turns into real money.
Proforma to paid
The detail that decides it
What a finance lead needs to be true before any of this is trusted.
The document is the evidence, always
Extraction never replaces the file. The original PDF stays attached to the payable and to the job, and every extracted field is shown beside it for review. Where the reading is uncertain it says so rather than filling a number in confidently.
Two directions, one vocabulary
A payable is what you owe; a receivable is what you are owed; a payment is money that moved. What is outstanding is separate from what has settled, so a partially paid invoice is a real state rather than a rounding of one.
Currency is not flattened
Amounts keep the currency they were issued in, and totals are shown per currency rather than silently converted at a rate nobody chose. If you buy in three currencies you will see three totals, which is the honest answer.
Approval is enforced, not suggested
Thresholds live in the company structure, not in a note. Above one, the payment does not proceed without the approver; the request, the approver and the timestamp are on the record afterwards. Money capabilities are owner-reserved and granted to an admin one at a time.
What it will not do
It is not a ledger and does not file your accounts. There is no double-entry, no VAT return, no bank feed reconciliation. It handles the part before the accountant — the document arriving, being understood, checked, approved and paid — and keeps the evidence your accountant will ask for.
Fair questions
No, and it does not try to. Your ledger stays your ledger. OVIOO covers the stretch that usually happens in an inbox and a spreadsheet: the document arriving, being read, matched to a job, checked for duplicates and fraud, approved and tracked to paid — with the evidence kept.
Good enough to save the typing, not good enough to trust unread — which is why the fields are always shown beside the original for review, and why an uncertain reading says so. Nothing becomes a payable without a person confirming it.
Then a person confirms it once and the payment proceeds. The check is not a refusal, it is a stop: the point is that a first-seen account can never be paid silently in the middle of a batch, which is exactly how the fraud works.
Only if you grant it. Finance capabilities are separate, and the money on a job can be visible to the people running it or not, per your structure. Owner-reserved capabilities — billing, AI spend, membership — cannot be taken by an admin at all; they are granted by the owner, one person at a time.
See it around your own mailbox.
Connect the email you already have and watch the structure appear. Trial for the whole organisation.