For many managers of VSEs and SMEs, administrative management is often seen as a “necessary evil”. Between collecting invoices, keeping track of receipts and preparing documents for the chartered accountant, these time-consuming tasks eat up precious time.
However, rigour should not be an option. Rough bookkeeping can lead to cash flow errors, late payments and even penalties. So how can you lighten the load without losing precision? The answer lies in centralising and intelligently processing flows.
1. Centralise the collection of supplier invoices to eliminate oversights
Lack of rigour rarely stems from ill will, but often from documents being scattered: a receipt in a pocket, an invoice received by email, a PDF file lost in the downloads.
Azopio solves this problem by providing simple entry points to ensure that no document falls through the cracks:
- Mailbox synchronisation :
Connect your professional inbox. Azopio automatically detects and extracts invoices received as attachments. - Dedicated email address:
Transfer (or ask your suppliers to send) your invoices directly to your @mail2.azopio.com address. - Mobile application (Azopio Snap):
A restaurant receipt or a purchase in a shop? Snap it instantly. It’s processed before you even put it in your wallet.
2. Extracting invoices and receipts using AI (Artificial Intelligence): the end of manual data entry
Manual data entry is the enemy of accuracy: inverted figures, VAT rate errors, forgotten dates, etc. Using the latest artificial intelligence (AI) technologies (more powerful than those based on optical character recognition(OCR)), Azopio automates data reading:
- Supplier name
- Amounts before and after tax
- VAT
- Currency and date
The result? You don’t type anything in, you validate it. This guarantees a clean database that can be used immediately by your accountant.
3. The bank reconciliation: the judge of your rigour
Rigorous accounting is based on one golden rule: every banking transaction must have a supporting document. Doing this manually once a month is a major source of stress.
By connecting your bank account to Azopio, the tool makes the connection for you:
- It identifies an expense on your statement.
- It searches for the corresponding invoice(s) in your collected documents.
- It will tell you if any supporting documents are missing.
This ‘as you go’ monitoring gives you a true picture of your cash flow and gives you peace of mind in the event of a tax audit.
4. The benefits: beyond time savings
There are three strategic advantages to adopting this type of organisation:
- A clear view of your cash flow: By centralising your invoices as soon as you receive them, you know what your real commitments are at any given moment, without waiting for the balance sheet.
- Smooth collaboration: your accountant can access documents in real time. No more endless email exchanges or “missing documents” at the end of the year.
- Native compliance: With the arrival of electronic invoicing, structuring your data flows now is the best way to anticipate tomorrow’s legal obligations.
A note of caution: Automation does not mean disengagement. The tool does the heavy lifting (data collection and extraction), but you retain control of the final validation.
Conclusion: People at the heart of value
Reducing the administrative burden is not an end in itself, it’s a lever for growth. By delegating repetitive tasks to robust processes, you don’t sacrifice rigour: you make it systemic. This frees you up for what really matters: analysing your margins and developing your business.
