Solution · Business AI Transformation
Supplier Invoices and Month-End, Handled
DataWise designs the back office for Israeli SMBs: invoices captured by phone, booked in Priority or Hashavshevet, reconciled, packed for the accountant.
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How does a small finance team get supplier invoices, WhatsApp receipts and month-end off its desk without adding a person? By treating them as one chain, not three chores. Invoices and receipts are captured the moment they appear, read and checked against the order and the Tax Authority’s allocation number, booked in the accounting system you already run, and then matched against the bank so that the month closes itself and the accountant receives one complete pack. DataWise designs and builds that chain for Israeli companies on Priority, Hashavshevet and SAP. This page is the overview; the two steps with their own pages are invoice scanning with the allocation-number check and the month-end pack with bank reconciliation.
How it works
The chain has three stages, and each one hands a clean result to the next.
Documents in. A supplier invoice is photographed on a phone, or arrives by email, or is forwarded as a WhatsApp receipt. Supplier, amount, VAT, due date and line items are read from the image. Nothing is typed.
Checked and booked. Each document is checked where a bookkeeper would check it: does the allocation number exist and match, does the invoice match an open purchase order, is this a duplicate, which cost centre does it belong to. Documents that pass are booked in the accounting system under the right supplier and period, with the image attached. Documents that do not pass go on a list.
Month closed. On the last day of the month, booked documents, bank lines and card statements are matched to each other. The gaps are listed with their sources, and one folder reaches the accountant on the first of the month together with a short note of what still needs a human decision.
The person’s job becomes the list. Everything that reconciles passes without attention; the exceptions arrive sorted, each next to the person who can resolve it.
Demo · demo data
A supplier invoice, logged and filed
A supplier invoice lands in the inbox and you approve it with one tap. The agent logs it in the payments sheet, files the PDF and drafts a reply to the supplier for you to send.
One example, shown on Zenzap. We build the same agent on WhatsApp, Teams, Slack or the system you already run.
Receipts from WhatsApp
A driver sends a fuel receipt on WhatsApp. A manager forwards a parking slip. Each is read, dated, assigned to a cost centre and checked for VAT, and becomes an expense line in the books with the photo attached. Duplicates are caught before they are booked.
This is the same WhatsApp channel our in-meeting knowledge agent ran in, which is why the receipts step is the one with nothing to install: the channel is already open.
The weekly exceptions page
Late deliveries, a supplier that changed a price, an order stuck in approval, a form nobody filled. Each is found in the system it lives in and put next to the person who can fix it. The result is one page on Friday, not a dashboard: a list you can act on.
Overdue reminders, drafted not sent
An invoice passes its due date. A reminder is drafted in your voice, with the invoice attached and the amount stated, and it waits. You decide whether and when it goes out; nothing is sent without you. For the earlier signal, the customer who is drifting into payment trouble before the debt ages, see receivables anomaly detection.
What we’ve built
Three records have to agree before a supplier invoice is money out: the purchase order, the Tax Authority allocation number on the invoice, and the bank line that paid it. The chain on this page holds an entry where one of the three is missing and books it without a person where all three agree. What we bring to it, at the tier each claim has earned:
- Scattered expenses into one approval board: built and in daily use at a live-performance company (the operations case study). A whole month of expenses reaches one board, with a source document behind every shekel. The bookkeeper now reviews only what waits for approval.
- WhatsApp operations agent, Hebrew voice and text: built (in-meeting knowledge agent). The receipts channel is designed on the same pattern.
- Overdue-payment anomaly detection with weekly alerts: designed for a produce wholesaler with over a thousand customers, inside its ERP (receivables anomaly detection).
- Integrations against Priority, SAP, monday.com and Hashavshevet: scoped and built. The booking step lands there.
What this is not
It is not a new accounting system, and it is not a portal your suppliers have to join. The accounting system stays, the accountant stays, the phone and the WhatsApp group stay. What changes is that the reading, checking, booking and matching happen without a person, and the person’s time goes to the handful of items that genuinely need a decision.
Where the agent stops
The agent prepares, the person decides.
What it does on its own
- Reads every invoice and receipt as it arrives, by email, photo or WhatsApp. Nothing is typed.
- Checks the allocation number, the match to the purchase order and duplicates, and assigns the cost centre.
- Books what passes in your accounting system, under the right supplier and period, with the image attached.
- At month-end, matches booked documents against bank lines and card statements.
Where it stops and asks a person
- A document that fails a check is not booked. A price that moved, a missing allocation number, a bank line with no document: each lands on a short list for one person to rule on.
- An overdue reminder is drafted and waits. You decide whether and when it goes out; nothing is sent without you.
- What is still open at month-end goes to you, in the short note that travels with the accountant's folder.
What you see when it stops
- The exceptions arrive sorted, each next to the person who can resolve it.
- Each gap with its sources attached.
- Each reminder in your voice, with the invoice attached and the amount stated.
- On Friday, one page: late deliveries, changed prices, orders stuck in approval, forms nobody filled.
How its autonomy grows
- Start with invoice capture and the allocation-number check: it has the clearest before-and-after.
- Run one supplier group for a month, with the review list read daily.
- The share of invoices booked without review grows only as the match rate earns it.
- Month-end reconciliation joins once a full month has run through capture: the first close with a person reading every match, the second with the person reading only the gaps.
FAQ
Which accounting systems does this work with?
The ones Israeli mid-market companies actually run: Priority, Hashavshevet and SAP. The booking step writes to the system you already have; nothing is re-keyed into a second one.
What does a person still do?
Decide. Anything that does not match, a price that moved, a missing allocation number, a bank line with no document, lands on a short list for one person to rule on. Everything that matches goes through without touching anyone.
Does the accountant have to change how they work?
No. The accountant receives one folder on the first of the month, with every source attached, in the order their software expects. The pack is designed so the questions an accountant would otherwise send back are answered inside the folder before they are asked.