Insolla

AI Bookkeeping Tool

Stop typing invoices into spreadsheets

Upload up to 10 invoices or receipts at once. Get a structured spreadsheet with vendor, date, line items, and a suggested GL category. Ready for QuickBooks, Xero, or whatever bookkeeping software you use.

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The problem

Bookkeeping eats hours every month

Most SMBs spend 4-8 hours a month re-typing invoice data into bookkeeping software, or pay a bookkeeper $50-100/hr to do it for them. Either way, it's expensive work that nobody enjoys, and it's exactly the kind of repetitive task that AI is now genuinely good at.

How it works

Three steps from input to output

  1. 1

    Drop in your invoices

    Upload PDFs or images, one at a time or in batches of up to 10. Drag and drop or click to select. No naming conventions or pre-processing required.

  2. 2

    AI reads each one

    Each file gets parsed for vendor, dates, totals, line items, and a suggested expense category. Files are processed in memory and never stored on our servers.

  3. 3

    Edit and export

    Review the extracted data, fix anything that needs correcting, then download as XLSX (with line items broken out) or CSV. Or email yourself a copy.

What you get

A clean spreadsheet, every time

Two-sheet XLSX export: a summary view with one row per invoice, plus a line-items breakdown for deeper analysis. Or download a CSV of just the summary for direct import into your bookkeeping software.

  • Vendor name, address, invoice number, dates
  • Subtotal, tax, total, currency, payment terms
  • Suggested GL category from 18 standard SMB categories
  • Line-item breakdown with quantity, unit price, and total
  • Editable inline before download — fix anything the AI got wrong
  • Notes flagged for ambiguous data (refund lines, unclear totals, etc.)

Features

Built for SMB bookkeeping reality

Batch processing

Upload up to 10 files at once. Each one processes sequentially with a progress indicator so you know exactly what's happening.

GL category suggestions

Each invoice gets categorized into one of 18 standard SMB expense categories: Office Supplies, Software, Travel, Professional Services, and more.

Multi-currency support

Detects USD, EUR, GBP, CAD, AUD, and others. Currency is preserved in the export so multi-currency books stay accurate.

QuickBooks and Xero ready

CSV export uses the column structure both major bookkeeping platforms expect. Drop it in and your import lines up.

Inline editing

Every field in the results is editable before download. Wrong vendor? Misread total? Fix it in one click without re-uploading.

Email delivery

Send results to yourself or your bookkeeper as a branded XLSX attachment. Skips the download-then-upload step.

Built with privacy in mind

  • Files are processed in memory and never written to disk or stored in any database
  • All transfers use TLS encryption (HTTPS)
  • Anthropic's Claude API does not train on your data per their enterprise policy
  • You can delete extracted results from the UI at any time
Read our full security overview →

FAQ

Common questions

How accurate is the extraction?
For clean PDFs and high-resolution images, accuracy on key fields (vendor, total, date) is typically 95%+. Line items are slightly lower because formatting varies wildly. Every field is editable in the results view, and the tool flags ambiguous data with a note so you know what to double-check.
What file types and sizes are supported?
PDF, PNG, JPG, JPEG, WebP, and GIF. Max 10MB per file, up to 10 files per batch. For multi-page invoices, PDF is best. For receipt photos, any image format works.
How is my data handled?
Files are sent to our servers over TLS, processed in memory by Anthropic's Claude API (which doesn't train on API inputs), and discarded immediately. We never write your files to disk or store them in a database. The extracted JSON results live only in your browser session until you download or email them.
Can I import directly into QuickBooks or Xero?
Yes. The CSV export uses the column structure both platforms accept for vendor bills / accounts payable imports. You may need to map the GL category column to your specific chart of accounts on first import.
What happens with multi-currency invoices?
The currency is detected per invoice and preserved in the output (USD, EUR, GBP, CAD, AUD, JPY, and more are recognized). The summary sheet has a Currency column so multi-currency batches stay accurate. We don't auto-convert to a base currency.
How does this fit into a bigger automation?
This tool is a starting point. The same pipeline can be wired into your email so invoices that hit a specific inbox auto-extract and post to QuickBooks or Xero with no manual step. If that sounds useful, book a free consultation.

Try it on your own invoices

Free tier includes 25 extractions a month. Upgrade for more capacity. No credit card required to start.

Try it freeTalk to Brian
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