Invoice AI

Invoice AI is a platform for distributors and manufacturers that run WinMentor and receive hundreds of supplier invoices a month. It downloads e-invoices from ANAF SPV, recognises every line in the company's own WinMentor item catalogue and creates the receipt in WinMentor once an operator validates it.

It runs in production at a B2B distributor with over 35,000 items and suppliers from Romania, the EU and outside the EU.

Every invoice was typed into the ERP by hand, line by line:

• The supplier’s code is not the company’s code. “NC VARNISH MATT 25 LT” on the invoice is an internal code with another unit of measure in the ERP
• Services such as transport, utilities or telecom were allocated to expense accounts and cost centres from memory
• A doubled price, a wrong quantity or a supplier missing from the ERP was found at stocktake or month-end close
• Since 2024 B2B invoices arrive only through e-Factura, so someone downloaded them from SPV and retyped them

The operator should only check, never type. We put a layer between SPV and the ERP that reads each invoice, maps it with AI to what already exists in the ERP, flags anything unusual and sends the validated document through.

The AI extraction runs on the company’s own server, so invoices never leave the internal network, and only what the operator confirms reaches the ERP. Every correction becomes a rule, so the platform maps more by itself each week.

• Daily SPV sync with the company’s digital certificate, PDF upload for EU and non-EU suppliers
• AI mapping of every line to the internal item, warehouse and accounting type
• Instant search across tens of thousands of items for new lines
• Learned unit conversions (1 drum on the invoice = 25 litres in stock) and templates for service invoices

• Price and quantity compared with the purchase order or the median of recent months, with thresholds you set
• Totals and VAT reconciled with the invoice, missing or duplicate suppliers stopped with a clear message
• Goods linked to open purchase orders, fiscal regime derived from the supplier (RO, EU, non-EU)
• Direct integration with WinMentor, the only accounting software supported
• Change log on every invoice and every mapping

€2,900 + VAT · one-time payment

One-time payment, no subscription. You pay once and the software is yours: it is installed on your own server and you keep it, with no monthly fee.

Only for companies on WinMentor. The WinMentor integration is included. Invoice AI does not work with any other accounting software.

Start with a pilot on your own invoices. Send us 20 invoices and an item export from WinMentor, and we show them to you mapped to your catalogue.