Accounting · Accounting firms and administrations
Administrative Automation and Internal Process Management
We change how your company handles administration by removing bureaucratic, repetitive tasks. At Possition, we design digital workflows that manage approvals, payments, and records autonomously, with full control and time savings.
What this service covers
What we automate
- Receipt of documents by email or direct upload.
- Reading of invoices and receipts with automatic data extraction.
- Data entry into accounting and management systems.
- Classification of emails and requests.
- Follow-up of due dates with advance alerts.
- Periodic reports with consolidated information.
- Validation and detection of inconsistencies.
- Automatic organization of files and documentation.
Before and after
Before: a person opens each email, downloads the invoice, reads the data, types it into the system, saves the file in a folder, and notes the due date in a spreadsheet. After: the system receives the email, reads the invoice, records the data, files the document with the correct name, and schedules the due-date alert. The person reviews the exceptions the system flags.
Integration with accounting systems
Automations connect with the accounting and management systems you already use, so data arrives directly where it needs to be, without re-entry or manual exports.
Control and traceability
- Each document keeps its history: when it arrived, what was extracted, who validated it.
- Exceptions are flagged for human review.
- Reports show the status of the flow in real time.
Manual entry, spreadsheet macros, or AI-based automation: what fits
Many companies already tried a middle step — an Excel macro — before considering a real automation. It's worth seeing where each option breaks down.
| Criterion | Manual entry | Spreadsheet with macros/formulas | AI-based automation |
|---|---|---|---|
| Extracts data from invoices or PDFs automatically | No | Only if the format never changes | Yes, even with variable formats |
| Detects inconsistencies | Depends on the person | Only what was programmed | Yes, and flags what's uncertain for review |
| Adapts if the document format changes | Yes, the person adapts | No: the macro needs reprogramming | Handles variations better |
| Time per document | Minutes | Seconds, if the format didn't change | Seconds, with validation |
| Maintenance | None technical | Someone has to maintain the macro | Adjusted during the project |
| When it fits | Very low volume | One fixed format, low volume | High volume or variable formats |
The macro that "always worked" tends to break exactly when a vendor changes their invoice format — and that's when the difference shows the most.
Real use cases
Implementation process
- 1
Diagnostic
We analyze your process and tell you what to automate, how, and what return to expect.
- 2
Implementation
We build the solution connected to your systems, with working deliveries and real tests.
- 3
Operation and improvement
We leave it running, train your team, and measure results.
The full detail, with deliverables per stage, is in how we work.
Guides to decide
Frequently asked questions
Does it work with our current accounting system?
In most cases, yes: integration is done through the mechanisms the system offers (API, file import, database). We confirm that in the diagnosis.
What happens with documents the system cannot read well?
They are flagged as exceptions and go to a human review queue. The goal is for the system to process the majority and for people to intervene only where needed.
Does it work for an accounting firm with many clients?
Yes, it is one of the highest-impact cases: the volume of documents multiplied by clients means automation frees many hours. Our product Contapilot comes from that problem.
What if we already use Excel macros for this?
It's a decent starting point, but it tends to break as soon as a document's format changes or an unexpected case shows up. AI-based automation tolerates those variations better without anyone having to reprogram it.
How much time does it actually save?
It depends on current volume and how much of that work is repetitive. The diagnosis measures the real time spent today, to compare against a concrete estimate, not a generic figure.
What kind of documents can it read?
Invoices, receipts, vouchers, delivery notes, and any document you currently receive by email or enter by hand — the exact scope is defined in the diagnosis.
Do we need to digitize everything before starting?
No. It starts from whatever you already receive today — email, PDF, scanned paper — and the intake flow is defined as part of the diagnosis, not as a prerequisite.
How many hours go into administrative tasks?
Tell us about your flow and we will show you which part can be processed on its own.