Supplier invoices, read and filed without anyone retyping them.
If you want supplier invoices and receipts filed automatically, the hard part isn't reading the paper. It's knowing when not to trust the reading. DeskSentry reads every bill, invoice, receipt and photo you send it, works out who it's from, which customer and job it belongs to and how much it's for, and files it. When the paper doesn't back up the amount, it holds that one for you with the reason instead of guessing.
How paper gets in
- Email. Your box has its own email address. Forward supplier bills to it, or have suppliers send them there.
- A photo from your phone of a receipt, a work order or a data plate.
- Scans and folders of old paperwork, loaded once so the history is there from day one.
What it does with each one
A local AI on the box reads the document and pulls out who it's from, who it's for, the date, the total and the lines. Then it checks its own work against the paper:
- The paper has to agree with the amount. The total, or the payments and balance printed on the page, must add up to the figure it's filing. If they don't, it doesn't file a guess. It holds the document with the reason.
- Credit memos come in as credits, and statements are filed but not counted as new bills.
- Duplicates are caught, so the same bill forwarded twice doesn't count twice.
- Suggesting a job takes real evidence. A matching last name alone is never enough; it looks for the street, the equipment, a distinctive word in the job title or the timing.
- Serial numbers printed on supplier invoices are picked up for warranty registration, with a register-by date.
When it's sure, it files. When it's mostly sure, it files with a note for you to check in one tap. When the paper doesn't prove it, it waits for you.
Everything stays where you can see it
Nothing gets deleted or hidden. Every document is searchable, sits in a folder named for the customer, and moving one that landed in the wrong place is a one-click fix. It all happens on the box in your shop; your supplier bills don't take a trip through anybody's cloud.
What it doesn't do
- It isn't bookkeeping. It hands your accountant organized records and receipts; your accounting software stays.
- It doesn't pay your bills.
- Rough handwriting and badly faded paper may need a look from you, and the box says so rather than guessing.
Straight answers
Can supplier invoices be filed automatically?
Yes. DeskSentry reads each bill, works out the supplier, the customer and job, and the amount, and files it. When the paper itself doesn't back up the amount, it holds the document with the reason instead of guessing.
How do invoices get to the box?
Forward them to the box's own email address, take a photo with your phone, or load a folder of scans.
Does my paperwork go to the cloud?
No. The reading and filing happen on the box in your shop.
You’ll know the price before anything gets built.
From $3,000 — one machine, everything included: the box, your existing records moved in, delivery and a walkthrough, and a one-year hardware warranty. It starts with twenty minutes, and you get a real number in writing before a single part is ordered.