Document Intelligence
Drop any document. We figure out what it is, what's in it, what it links to, and what records it creates.
Beyond receipts: timesheets, purchase orders, quotations, expense reports, delivery notes, credit notes. Gemini Vision extracts structured data (line items, hours, rates, PO numbers, totals). The document then auto-links to the matching transaction, invoice, bill, estimate, contact, or project. From there, one tool call turns a timesheet into an invoice, a PO into a bill, or a quotation into an estimate.
In short
AccountsOS Document Intelligence is the Phase 2 evolution of receipt scanning. It detects 6 document subtypes (timesheet, purchase order, quotation, expense report, delivery note, credit note) and extracts structured data — line items, hours, rates, PO numbers. Documents are auto-linked to the records they relate to via the document_links junction table. Three Finn tools create invoices, bills and estimates directly from documents.
Free during Early Access — no credit card required
Everything Document Intelligence can do
Subtype detection
We don't just read text — we know what kind of document it is.
- Timesheet — employee/contractor hours by day, rate per hour, project allocation
- Purchase order — supplier, line items, quantities, prices, PO number
- Quotation — customer, line items, validity, terms
- Expense report — claimant, line items, dates, totals, currency
- Delivery note — items shipped, dates, references to a PO
- Credit note — reason, original invoice reference, amount credited
- Plus the original 'receipt' subtype for everything else
Structured data extraction
What Gemini Vision pulls out, ready to use elsewhere.
- Line items array — description, quantity, rate, total
- Hours / rates for timesheets
- PO numbers, quotation references, invoice references for credit notes
- Vendor, customer, date, currency, totals, VAT
- Confidence score per field
- Original image preserved alongside extracted data
Auto-linking on upload
Every document gets linked the moment it lands.
- Match by reference number → invoice / bill
- Match by vendor + amount → bill / estimate
- Match by contact name → contact / project
- Stored in the document_links junction table — many-to-many, typed relationships
- Re-runs on every ingest path: upload, email, WhatsApp, Slack, Telegram, Gmail
Create-from-document
Three Finn tools turn documents into records.
- create_invoice_from_document — timesheet entries → invoice line items, hours × rate
- create_bill_from_document — PO → bill, line items preserved
- create_estimate_from_document — quotation → estimate, ready to send
- All require Finn confirmation before they write
- Source document remains linked to the created record for audit
Document detail & editing
Inspect everything Gemini found. Fix what's wrong inline.
- Document detail page shows all extracted fields
- Editable line items — correct hours, rates, totals per row
- Linked entities sidebar (which invoice, which contact, which project)
- Reprocess if extraction needs another pass
Unlinked transaction finder
See what still needs a document — and fix it from one place.
- Lists every transaction without a matching document
- Filter by amount range, vendor, date
- Drag a document onto a row to link it
- Surface as a Finn task at month-end
Capabilities at a glance
6 document subtypes detected (timesheet, PO, quotation, expense report, delivery note, credit note)
Structured extraction with line items, hours, rates, PO numbers
Auto-linking to transactions, invoices, bills, estimates, contacts, projects
Many-to-many junction table (document_links) with typed relationships
Three create-from-document Finn tools (invoice, bill, estimate)
Editable line items on document detail page
Payroll-from-timesheet flow
Unlinked transaction finder
GET /api/document-links endpoint for client-side queries
<LinkedDocuments> server component on every detail page
How It Works
Upload
Drop a document via any channel — web, email, WhatsApp, Slack, Telegram, Gmail.
Detect & extract
Gemini Vision identifies the subtype and pulls structured data — line items, hours, references, totals.
Auto-link
The document is matched to existing transactions / invoices / bills / contacts via reference number, vendor + amount, and contact name.
Create or attach
Ask Finn to turn the document into an invoice, bill, or estimate. Or leave it linked as supporting evidence. Either way, it's tracked.
By the numbers
Real-world Use Cases
Contractor timesheets → invoices
Contractor sends a weekly timesheet PDF. Finn extracts hours per project, multiplies by the contractor's rate, and drafts an invoice ready to send. You confirm.
Supplier POs → bills
Your supplier sends a PO confirmation. Drop it in; Finn creates the bill, line items intact, linked to the supplier contact.
Customer quotations → estimates
You drafted a quote in Word. Drop the PDF in; Finn creates a proper estimate in AccountsOS, ready to be converted to an invoice when won.
Reconciliation evidence
Every transaction has its supporting document attached — receipt, contract, PO, delivery note — auto-linked. Your audit trail builds itself.
Plays nicely with
Gemini Vision
LiveFrontier OCR + structured extraction
Resend inbound
LiveForward documents to documents@accounts-os.com
Gmail
LiveAuto-scan inbox for receipts and invoices
WhatsApp / Slack / Telegram
LiveDrop a document, get it linked
Claude Desktop (MCP)
LiveQuery linked documents from your AI
AccountsOS vs OCR app + spreadsheet
| Capability | AccountsOS | OCR app + spreadsheet |
|---|---|---|
| What it understands | Receipts, timesheets, POs, quotations, expense reports, delivery & credit notes | Receipts only |
| Extracted fields | Structured: line items, hours, rates, PO numbers | Vendor / total / date only |
| Linking | Auto-linked to transactions, invoices, bills, estimates, contacts, projects | Manual |
| Create records | Invoice / bill / estimate from one document | Re-type into accounting software |
| Editing | Editable line items, no re-upload | Edit the export or start again |
| Audit trail | Source document linked to every record | Manual cross-reference |
Why founders pick this over the spreadsheet
No more re-typing data from PDFs
Auto-linking eliminates the 'which transaction does this go with?' problem
Create-from-document turns paperwork into records, not work
Audit-ready: every record has its source document attached
Works across every ingest channel — upload, email, messaging
Editable extraction means you can fix without re-uploading
Frequently Asked Questions
How is this different from receipt scanning?
Receipt scanning gets vendor / date / total. Document Intelligence goes further — detecting the document subtype (timesheet, PO, quotation, expense report, delivery note, credit note), extracting structured data (line items, hours, rates), and auto-linking to existing records. Create-from-document tools then turn the document into an invoice, bill or estimate.
What's the document_links table?
A many-to-many junction table that links documents to transactions, invoices, bills, estimates, contacts, projects, expense claims. Each link is typed: supporting, source, generated, related.
Does this run on every upload?
Yes — auto-linking runs after every upload regardless of channel (web, email, WhatsApp, Slack, Telegram, Gmail). The same logic runs when an existing document is reprocessed.
Can I see the structured data?
Yes — every document has a detail page showing the extracted_data.structured_data payload. Line items are editable inline.
What if extraction is wrong?
Edit the line items inline on the document detail page. No re-upload needed. You can also reprocess to ask Gemini for another pass.
Can Finn turn a timesheet into payroll?
Yes — the payroll-from-timesheet tool maps timesheet entries to a payroll run. Hours × rate, by employee, ready to submit.
Where do auto-linked documents show up?
On the linked entity's detail page — open an invoice, you see the source documents; open a contact, you see every document linked to them.
Can I query linked documents from outside?
Yes — GET /api/document-links?entity_type=invoice&entity_id=xxx returns the links. The same data is exposed through MCP for Claude Desktop.
Explore more of AccountsOS
Receipt & Document Capture
Snap, forward, drop, dictate — receipts reach your books from 9 different channels.
Document Vault
Every document. Searchable. Linked. Stored for 6 years.
Bulk Document Upload
Catch up a month of paperwork in one drag. Background processing, retry-safe, auto-linked.
Invoicing
Issue, send, track and get paid — without lifting a finger after the first invoice.
Bills & Accounts Payable
Know what you owe, when, to whom. Pay without a spreadsheet.
Estimates & Quotes
Quote in 60 seconds. Convert to an invoice in one click.
Ready to try Document Intelligence?
Get started with AI-powered accounting for your UK limited company.
Included on every plan. Unlimited documents on Free Early Access.
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