Frequently Asked Questions

The single best thing you can do is request digital receipts whenever possible. A digital version — PDF emailed to you or downloaded from a supplier portal — is much easier for our AI to process than a photo of a crumpled receipt.

Beyond that, PaperworkAI automates the parts that usually take the most time: data entry, filing, categorising expenses, tracking supplier prices, and preparing your books at month-end.

You can upload invoices, receipts, bills, and timesheets in PDF format or as photos (JPG, PNG). Our AI reads the document and extracts key information: vendor name, total amount, VAT, date, and individual line items.

You can also import documents directly from Google Drive or OneDrive.

When you upload a document, our AI reads the content — typed text in a PDF or handwriting in a photo — and extracts the vendor name, document number, date, total amount, VAT breakdown, and individual line items. Extracted data is used to automatically create transaction records and keep your books organised.

Yes. PaperworkAI is fully hosted in the European Union and complies with GDPR regulations. Your data never leaves EU servers.

We also offer two-factor authentication (2FA) for an extra layer of account security, and all connections are encrypted. You can request a full export or deletion of your data at any time through your account settings.

Absolutely. You can add staff members and each one gets a unique portal link — no separate login needed. Through their portal, team members can log their working hours and view company announcements.

As the business owner, you get a full overview of timesheets, overtime calculations, and rest period compliance for your entire team.

The Daily Briefing is an AI-generated morning summary of your business. It covers your financial health, upcoming deadlines, unpaid bills, recent document activity, and any critical alerts that need your attention.

You can configure when you'd like to receive it and it's delivered directly to your email.

Yes. PaperworkAI integrates with Google Drive and OneDrive, allowing you to browse and import documents directly from your cloud storage without downloading them first.

Every time you upload an invoice, the AI extracts individual line items and their prices. Over time, PaperworkAI builds a price history for each product from each supplier. You can see at a glance when a supplier has raised their prices and compare costs across vendors.

The platform interface is available in English, German, French, and Czech. The AI can process documents in virtually any language, so you can upload invoices in German or French even if your interface is in English.

PaperworkAI provides a guided month-end workflow called "Close the Books." It walks you through a checklist to make sure all documents have been uploaded, all transactions are reconciled, and nothing has been missed.

Once everything checks out, you can export your data for your accountant — clean, organised, and ready to go.