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OCTOVO searches the mailbox for invoices, reads the attachments, files every receipt in your receipts folder and in a folder with count and total. At month end it writes the email to the accountant with all receipts attached — this email only goes out after your approval, at every autonomy level.

Use cases · The 31st, 18:00

Month end. Ms Kern is waiting for the receipts — and they are buried in 412 emails.

Telekom, the hardware store, the petrol station, the hosting provider, the workshop: every invoice came as an attachment, at some point in the month, in between everything else. You search for “invoice”, find half of them, download PDFs, rename them, forget two — and on the 5th the accountant asks what is missing.

What you say

Collect every invoice that comes in and send them to my accountant at the end of the month.

Typed or spoken — in the app or from your phone.

Summe des Monats geht am Monatsende weiter

Die Summe des Monats geht am Monatsende weiter.

Trigger
As soon as a receipt is recognised — and on the last day at 18:00 the sending.
Arms
Mailbox, receipts, files.
Approval
Before sending, always: you see the list and the total first.
What leaves your device
For recognition, the attachment being checked, as an excerpt. The email to the accountant only on your click.

Re-enacted

What does OCTOVO do with the receipts in the mailbox?

It finds the emails with invoices, reads the content of the attachments — PDF, Word, spreadsheet, image —, files every receipt in the folder you named and in a visible folder you can look into and remove items from. On the last day it writes the email to the accountant with all receipts attached and puts it in front of you with the total.

Every line in the conversation is a tool that really exists in the app. The names are invented.

Jonas Reiter 31.08., 18:00 re-enacted Re-enacted conversation with invented names.

„Collect every invoice that comes in and send them to my accountant at the end of the month.“

  1. Searched the mailbox August · 412 emails done
  2. Read the attachments 9 invoices found done
  3. Filed the receipts Documents/Receipts/August done
  4. Kept the “Receipts August” folder 9 items · €2,847.10 done
  5. Wrote the email to the practice Draft · 9 attachments done
  6. You see the total first waiting for you waiting for you

Nine receipts, €2,847.10. The email to Ms Kern is ready. Again next month, unasked.

Afterwards

What do you see afterwards?

  1. The folder

    “Receipts August · 9 items · €2,847.10” — with sender, amount and date per receipt. Each has a button “Doesn’t belong”; whatever you sort out, it remembers as a rule.

  2. The files

    Every receipt sits as a file in the folder you named — with a note on which email it came from. It does not open foreign files of its own accord.

  3. The one email

    Under “Waiting for you”: recipient, text, nine attachments, the total in the subject line. At every level this email only goes out after your yes — it contains monetary values and third-party data.

With you

What stays with you — and where is the limit?

Stays on your device

  • The receipts themselves: as files in your folder, as items in the folder view. Both sit on the device, none of it with us.
  • The total: it is counted on the device, not estimated by the language model.
  • What is not an invoice: “Amazon order confirmations are not invoices for you” — one sentence in the memory you can delete.

Where the limit is

  1. No tax advice. It collects, sorts and sends — whether something is deductible is for Ms Kern to decide.

  2. It does not search spam, trash or drafts; a search covers one mailbox per call.

  3. Every file from an email is foreign content: it says where it comes from and does not open it of its own accord. At most 20 recipients per message — the practice is one.

Asked

Questions about this case

Does it also recognise invoices that are only in the text of the email?

Yes — it reads the email in full, not just the list of attachments. If it is unsure whether something is an invoice, it puts it to you as a question instead of silently adding it to the folder.

What if a wrong receipt ends up in the folder?

You open the folder, click “Doesn’t belong” on the item, and it is out — before sending. It learns a sentence from that, such as “order confirmations are not invoices”, which you can delete from the memory at any time.

Does the email to the accountant also go out without me?

No, at no autonomy level. It contains monetary values and your suppliers’ data — so it always waits for your click. You see the list and the total, change the text if you like, and approve.

Read on

Related situations

The ability behind it: Files and receipts — folders, versions, trash All use cases

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