Invoices go straight
where they belong
We extract data from emails, PDFs and scans, send it to accounting and Drive, and give you a ready-made report instead of a folder with two hundred attachments.
One of six things we do as part of The Swarm subscription. The price stays the same whichever one you choose.
See an invoice’s journey from email to accounting.
Sound familiar?
This is not work anyone gets paid for. It is work that has to be done so you can keep earning.
The same thing on the fifth of every month
Your accountant asks for everything, and you search back through your inbox. Something is always missing, and you always find out at the end.
Documents in four different places
Some are in the company inbox, some in a personal account, some in a driver’s WhatsApp, and some in a supplier portal.
Someone retypes the amounts by hand
Hours spent switching between a PDF and a spreadsheet. A typo in an amount only surfaces during reconciliation.
The monthly report takes two days
The same steps every month, in the same order, with different numbers. A textbook case for automation.
What you get
We start with the most painful document workflow. Once it works, we move on to the next one.
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Data extraction from emails and PDFs
Supplier, number, date, net and gross amount, tax ID. Rules tailored to the suppliers you actually work with.
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Reading scans and photos
A phone photo of a receipt works too. If the quality is poor, it goes for manual review instead of entering the database with an error.
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Naming conventions and folder structure
One naming convention, folders by month and supplier. Anyone can find a document without asking around.
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Connected to your accounting system
Fakturownia, wFirma, Google Drive, a spreadsheet or the system you already use. We connect to your tools instead of replacing them.
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Validation checks
Tax ID verification, totals checks, duplicate detection and missing sequence numbers. Anything uncertain goes for approval.
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A monthly report by email
A report in the same format you assemble by hand today—only it arrives automatically on the morning of the first.
How we set it up
We start with the document types you handle most; that is where you see an effect in the first month.
Map the document workflow
Where documents come from, who handles them and where they end up. Usually one or two steps generate most of the work.
Automate your most common suppliers
We start with the suppliers whose documents you receive most often and run automation alongside the manual process for the first few weeks. Then we compare the results.
Expand and report
We add more suppliers and document types, then connect the report you used to assemble by hand.
We’ve done this before
Real client deployments, described to share useful insight rather than just look good.
Email invoices are filed automatically into monthly Drive folders
An accounting firm stopped downloading attachments by hand. The system finds invoices in the inbox, extracts their data, and files them in Google Drive.
View case study
A loan-agreement breach detector that keeps data inside the law firm
The law firm can process 200 agreements in one afternoon without clients’ personal data leaving its own server. A deterministic rules engine makes the finding, not the model.
View case studyE-commerce conversion tracking: from 35% event coverage to nearly complete
A beauty e-commerce store was showing Meta only one third of its purchases. We fixed server-side measurement while respecting consent and raised coverage to nearly complete.
View case studyHow we work together
First, we get to know your people and their day-to-day work. Then we create an automation plan, implement solutions one by one, and see how they work for the team.
Testimonials
What clients say about the automations and AI systems we have delivered for them.
Pricing
Process discovery, an automation plan, implementations, and ongoing support. One fixed rate.
The Swarm subscription
Advisory and implementation service (B2B): we talk with your team, map processes, and suggest improvements. We agree on priorities together, implement an AI agent, automation, or internal system each month, and monitor and maintain the solutions that are in use. Billed monthly; collaboration is remote.
4 900 PLN net /mo
6 027 PLN gross (VAT 23%)
- ✓ Conversations with your team and discovery of your company’s processes
- ✓ A map of automation opportunities and shared prioritisation
- ✓ A new AI agent, automation, or internal system every month
- ✓ Monthly Kickoff & Mapping Call (45 min)
- ✓ Implementation meeting with a demo (15–30 min)
- ✓ 24/7 monitoring of live automations
- ✓ Incidents fixed within 24 hours — included
- ✓ Team training and consultations included
- ✓ Pause or cancel without notice — by the day before the next billing period
No commitment — pause or cancel with one click.
BLIK, card, instant bank transfer, or payment by pro forma invoice. Online card payments are processed by Autopay S.A. Payment methods and refunds.
Pause without notice
Nothing in the queue? Pause your subscription by the day before the next billing period, and save any unused days for later.
One-week trial
Not feeling it after the first week? We refund 3/4 of the fee — no questions asked.
Satisfaction guarantee
Not fully satisfied with the service in your first month? We refund 3/4 of the fee. In practice, you get a one-week trial of The Swarm for 1/4 of the price — 1 225 PLN instead of 4 900 PLN net.
Transfer reference
Amount
The account number and QR code are on the pro forma invoice.
Frequently asked questions
Here are the questions people ask most before we get started.
We can read them, but poor image quality reduces accuracy. Documents with low recognition confidence go into a human approval queue instead of entering the system with an incorrect amount.
Format updates are included in the subscription, which is one reason this is a subscription service rather than a one-off project. Documents the automation cannot recognise are not lost: they appear immediately in a queue for manual review.
Usually not. We connect to the tool you already use and provide data in a familiar format. Still, it is worth inviting your accountant to the first conversation because they know best where the bottleneck is today.
Wherever you choose: your Drive, your accounting system or your server. We do not build our own archive that you would be tied to.
We will not invent a percentage. In the first conversation, we calculate it simply: how many documents per month, how many minutes each takes and the hourly rate of the person doing the work. That figure is usually enough to make the case.
Contact
Let’s talk about where your team loses time and what could be improved. In a 30-minute conversation, we’ll agree on where it makes sense to start.
Prefer email? Write to [email protected] or call: +48 452 476 070
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