Data entry automation
Automate accounting data entry: review the entries instead of typing them.
Accounting data entry is the part of bookkeeping where a person copies a document into a ledger one field at a time. Pileform takes that step away. Receipts, invoices, credit notes and bank statements are read, the figures computed, a VAT rate and an account proposed for every line, and the entries left in a queue for you to confirm.
Automating accounting data entry means you review entries instead of typing documents into the ledger. Pileform reads receipts, invoices, credit notes and bank statements, recomputes every amount in integer cents, proposes a VAT rate and accounts for each line, catches duplicates, flags anything inferred, and posts only what you confirm to Xero, QuickBooks or your own ledger.
What manual data entry actually costs.
Keying is slow, but slowness is not the expensive part. The expensive part is the one wrong keystroke: a VAT rate copied from the wrong line, an inclusive total entered as a net, a supplier invoice keyed twice because it came by email and again in the monthly pile. In Cyprus any one of those can force a refiled VAT return, and nothing in a typed ledger shows where the figure came from. The per-line VAT that keying gets wrong is the subject of the Cyprus VAT software page.
Automating data entry does not mean handing the books to a machine. In Pileform the reading step only transcribes; every amount, VAT figure and journal line is then computed by deterministic code in integer cents, and anything inferred or unreconciled is flagged yellow or red instead of being entered quietly. Supplier documents go through invoice automation, statements through bank statement automation, and what you confirm posts to Xero, QuickBooks or the ledger you already keep.
What replaces the keying.
Upload the pile as it came
A PDF, a folder of scans, phone photos, an archive. Mixed suppliers, languages and currencies in one upload, with nothing sorted or renamed first.
Read and computed
Header fields and every line item are read, amounts are recomputed in integer cents, and the lines are reconciled to the printed totals. A page that cannot be read becomes a flagged placeholder, never a silent gap.
Coded to your accounts
Each line gets proposed debit and credit accounts from your chart of accounts: your own rules first, remembered suppliers next, and an AI suggestion only when neither applies.
Confirmed, then posted
You confirm, edit or reject each proposed entry, in bulk or one at a time. Duplicates are caught across uploads and postings, and a confirmed entry is never posted twice.
What you stop typing.
The fields a person used to key by hand, now read, computed and checked before you see them.
- From each document
- Supplier, VAT number, invoice number, dates, currency, subtotal, discounts, total VAT, total, amount paid and balance due
- From each line
- Description in the source language, quantity, unit price, discount, VAT rate and amount, each line reconciled to the printed total
- From each bank line
- Date, counterparty, amount, direction and running balance, classified against your chart of accounts
- The coding
- Suggested debit and credit accounts per line, from your rules and from the suppliers already known for that company
- What is left for you
- Rows marked ready, or flagged yellow for review. No figure is invented and no page is dropped.
Who stops keying first.
Bookkeepers in a practice
The person who spends the first week of every quarter typing other people’s receipts. The job becomes reading a review queue and settling the flagged rows.
Practice owners
More clients without more keying, and roles that let a junior upload and a reviewer approve while posting stays with the owner.
Businesses keeping their own books
A finance person who enters supplier bills between other jobs and would rather check entries than build them.
Data entry automation, answered.
Invoices, receipts, credit notes, proforma invoices and bank statements, as PDF or images (JPG, PNG, TIFF, BMP, WEBP, HEIC, GIF), scanned or digital, in up to eleven languages including Greek.
The numbers are neither typed nor guessed. The reading step copies what is printed, and deterministic code computes every amount and VAT figure and checks the lines against the totals. A rate that is not printed is inferred and flagged for you to confirm, and duplicates are blocked across uploads and postings.
No. Every proposed entry waits in the review queue until someone with the right role confirms it, and only the account owner can post. Each entry keeps a record of what suggested it, its confidence and what was done with it.
Xero, QuickBooks Online, QuickBooks Desktop through the Web Connector, Microsoft Dynamics 365 Business Central, BTMS (as draft journals) and Esoft. Without a connection you keep the Excel workbook and a CSV export.
Per company, yes. Supplier aliases, VAT numbers and default account codes are remembered, your categorisation rules adjust from your corrections, and the confidence on a repeat supplier rises as you confirm its entries.
Stop typing one client’s month.
A free account comes with 30 free processing pages that do not expire and needs no card. Upload a pile you would otherwise key by hand and read the review queue instead.