AI in accounting

In accounting, AI reads incoming invoices, suggests where they belong and stops when something is missing. At the roofing company Hobeck, that saves about 12 hours a month. The office still pays, and the tax adviser still checks.

How an invoice goes through

Hobeck receives about 160 invoices a month. Each one goes through the same five steps.

Workflow
1. The invoice arrives
An email or upload starts a record with its own number. Nothing is typed in any more.
AI
2. The AI reads it
A team of AI agents reads 8 details, from the supplier to the gross amount, and suggests the building site.
Rule
3. Rules check it
If a required detail is missing, the cost centre is unclear or a possible duplicate appears, the process stops. Possible duplicates alone come to about 4 a month.
Person
4. A person approves
The responsible person sees the document and the details side by side and approves, usually in under 30 seconds. Above a set amount, management decides.
Workflow
5. On to DATEV
Only after approval do the document and data go to DATEV and the tax adviser. The office still makes the payment.

Hans Hobeck u. Söhne roofing company in Belgern

Incoming invoices

The office no longer types up invoices. It only checks what the AI has read and approves.

Case study

Read the case study

Starting point

About 160 invoices reach Hobeck every month. The old programs had no field for the building site, so the office typed up every invoice and looked up where it belonged. That took about 5 minutes per invoice, over 13 hours a month.

Solution

An invoice intake in Pharen Hub with 8 fields, including the building site
A team of agents reads the invoices and suggests the building site
The responsible person approves, then the invoice goes to the tax adviser

Result

Today an invoice takes under 30 seconds instead of 5 minutes. Most are approved after 1 to 2 days, where it often took more than 7 before. The office still makes the payments, and the tax adviser checks as before.

About 12 hours less manual work and about €1,500 saved, every month.

What AI in accounting costs

All prices are starting prices, excluding VAT. What a process like Hobeck's costs depends on its scope and is in the quote after the intro call.

AI training
Your team should use AI at work and know what is allowed.
from€499per session
Ask about training
- Practised on your own tasks
- Which tools you may use and how
- Rules for customer data, the GDPR and the EU AI Act
Workshop
You don't know yet which process AI pays off in.
from€399per workshop
Ask about a workshop
- With you and the people who do the work
- What a process costs today and would cost with AI
- Your processes ranked by effort and benefit
First AI agent
One process should stop being done by hand.
from€1,999one-off
Ask about an AI agent
- One process automated with AI, such as invoice intake
- Built on your systems or in Pharen Hub
- A person approves the important steps
- Tested with your team and handed over once it runs reliably
Running costs for the AI models are billed by usage on top.