Received
The client scanned receipts and invoices from mobile.
My AI Employee Capture for accounting firms
Client invoices and receipts, captured from mobile and organized for the accounting team.
Your clients send documents from Android or a mobile browser. The firm receives them organized by client and pulls them into its usual folders, without chasing WhatsApp photos, loose emails, or lost images.
Focused pilots from 300 EUR/month · Setup included · No long-term commitment
Client: Lopez Bakery
Documentation sent
3 documents received
1 client connected by QR
0 automatic sends
Destination folder LopezBakery / 2026 / 06
Ready to collect
My AI Employee organized files by firm, client, upload, and document.
Delivered to folder
The local collector downloads them into work folders when appropriate.
No inbound ports
What it is
It does not start as a chatbot. It starts by removing friction where it hurts.
My AI Employee is an umbrella brand for supervised AI employees built around repetitive sector workflows. The first tangible module is Capture: a simple way for clients to send documents correctly from the beginning, so the accounting firm receives them organized before its current accounting process starts.
The client scans and sends
Android-first, with a mobile web fallback when the app is not an option.
The firm receives order
Uploads organized by firm, client, upload, and document.
Fits the current workflow
Files land ready for the tools and folders the team already uses.
Human control always
Nothing is filed, posted, imported, or sent automatically.
My AI Employee Capture
A simple flow so clients send documentation correctly from the first moment.
QR or link per client
The firm generates a capture link for each client and shares it as a QR code or full URL.
Mobile scanning
The client scans invoices or receipts from Android, with a mobile web fallback for camera or file upload.
Organized receipt
My AI Employee temporarily receives documents and groups them by client and upload.
Local collector
An outbound local collector downloads files into work folders without opening ports or using a VPN.
Before and after
Less document chasing. More files ready to work with.
Before
- Receipts by WhatsApp
- Photos in loose emails
- Files with no clear client
- The firm chases documentation
After
- QR per client
- Confirmation after upload
- Capture inbox
- Folders by client, year, and month
For real accounting firms
Capture fixes document intake without changing your accounting system.
The firm keeps working as it does today. Capture organizes documents before that: client mobile, temporary backend receipt, Capture inbox, and local delivery into work folders.
- Mobile capture for receipts and invoices
- QR links per client
- Received-documents inbox in the dashboard
- Local collector toward work folders
- Email and attachment review when useful
- Missing-document detection
- Reminders prepared for approval
- Review queue for the team
Human control always
Capture prepares the work. The firm stays in control.
- The client sends documents from mobile.
- The firm sees uploads in the Capture inbox.
- Statuses move through Received, Ready to collect, and Delivered to folder.
- Files arrive in the folders where the team already works.
- It does not file taxes.
- It does not make tax decisions.
- It does not post accounting entries automatically.
- It does not send messages without approval.
- It does not hide uncertainty.
- It does not perform automatic accounting import.
How it works
From the client's phone to the accounting firm's work folders.
Connect the client
The firm generates a QR or link. The app validates it and remembers the connected client.
Capture documents
The client scans with Android or uploads from a mobile browser when the web fallback is needed.
Review the inbox
The team checks uploads in the Capture dashboard and sees the status of each batch.
Collect locally
The local collector downloads pending files into usual folders through an outbound connection.
Focused pilot
Test Capture with 2-3 real clients before making it bigger.
The goal is to see whether Capture reduces the mess of receipts, photos, and loose documents without touching the core accounting workflow.
Founder-led project by Ruben. We install the pilot with a small scope, concrete clients, and human review at each important step.
Book a 15 min call- From 300 EUR/month in the first pilots
- Android-first plus mobile web fallback
- No inbound ports on your server
- No VPN
- No official scanning-tool integration claimed
- No automatic accounting posting
Contact
If your firm loses time chasing receipts, let's test Capture.
We run a focused pilot with 2-3 real clients: QR, mobile capture, document inbox, and local collection into folders. No promise of full automation you do not need yet.