For accounting firms
Photos of fuel receipts, PDF bank statements, eMAG reports, travel orders. Code does part of the data entry and AI does the rest. Whatever cannot be checked goes to the accountant as a question. You get an import file for your accounting software at the end. We do this for our own companies and for clients.
In short
azai builds the path between an accounting firm's client documents and its accounting software, for firms in Romania. Documents arrive by email, WhatsApp, upload or from SPV, the Romanian tax authority's e-invoicing portal. We classify them, extract the data, and check it with fixed rules where possible and with AI where the document has to be read. Then we generate import files for SAGA, WinMentor or any other program that accepts an import. Missing documents, missing pages and unreadable values go to the accountant as questions. Choosing accounts, posting and tax filings stay with the accountant.
Invoices between Romanian companies already arrive as XML in SPV, and some programs, such as SAGA, download them on their own. The work is in everything else, especially what arrives as a photo or a scan.
Each step is done by whoever does it most reliably. Code applies the fixed rules, AI reads the documents that need reading, and accounting decisions stay with the accountant.
By email, WhatsApp, upload or straight from SPV. Clients send them the way they already do, with no new app.
Each document gets its client, month and type: invoice, receipt, statement, expense claim, report. A photo of several receipts is split into separate receipts.
Code reads XML, CSV and MT940 exactly. AI reads photos, scans and unstructured PDFs: tax ID, date, number, amounts, VAT rate.
Code checks everything that has a rule: the tax ID against ANAF, the total against the lines, VAT, duplicates, a bank payment against its invoice. AI compares documents where no rule reaches, such as fuel receipts against a travel order.
Anything that fails a check stays out of the file. It goes to the client's accountant as a question, with the document attached.
We generate files in the program's import format: XML for SAGA, text files for WinMentor. Every line traces back to the document it came from.
The accountant imports the file and checks the documents before posting them. In SAGA, for example, they arrive unvalidated.
A month of documents never arrives complete and clean. The simple cases go fast; the time goes on the exceptions. So the system does not guess. It asks the accountant who handles that client, by WhatsApp, by email or in a per-client list, whichever the firm prefers.
How we catch it
The bank statement shows a payment to a supplier, but there is no invoice in SPV or in what the client sent.
What the accountant gets
The RON 1,240 payment on 14 October to Example Supplier SRL has no invoice. Should we ask the client, or is it in another month?
How we catch it
The page numbers skip, and the lines read so far do not reach the closing balance on the last page.
What the accountant gets
October's statement has pages 1-4, 6 and 7. Without page 5 the balance is RON 1,870 short. Shall we ask for the page?
How we catch it
The thermal receipt has faded. AI reads what is visible and flags the uncertain fields instead of filling them in by guesswork.
What the accountant gets
The buyer's tax ID on the 3 October fuel receipt can't be read. The date and the RON 412.50 total can. Ask for a copy, or will you handle it differently?
How we catch it
A travel order has no return date. A foreign invoice has no exchange rate. A receipt does not say which invoice it pays.
What the accountant gets
Ion Example's travel order has no return date, so the per diem can't be calculated. Who will fill it in?
How we catch it
An expense claim needs the travel order and the receipts. A courier cash-on-delivery payout needs its statement and the invoices it covers. Until the set is complete, the document waits.
What the accountant gets
The 20 October cash-on-delivery statement lists 18 parcels. We found invoices for 16. Two waybills have no invoice.
A value the system could not read or check does not go into the import file. It stays a question until a person answers it.
We already run this kind of conversation. dezShop's WhatsApp agent asks customers for what is missing before it opens a request, and hands anything it can't resolve to a colleague.
See how the agent worksMade-up examples. Names, amounts and dates are invented.
We never write straight to the program's database. We generate the files its import reads, or send the data through its API if it has one. The program treats them like any other imported document.
The files we generate
F_<cif>_<number>_<date>.xmlPurchase and sales invoices. SAGA files each one under purchases or sales depending on where the company's tax ID appears.
I_<date>.xml, P_<date>.xmlCash and bank receipts and payments, with the invoice number, so SAGA links them to their invoice.
The files we generate
Text import filesPurchase and sales invoices, goods receipts, delivery notes, purchase slips, partners and receipts, in WinMentor's documented format.
Under Romanian law (OG 65/1994), bookkeeping as a service is reserved for members of CECCAR, the body of chartered accountants. We deliver import files and questions. The firm keeps the books.
The accountant sets the accounts and mappings. The files use what they set in the program.
The accountant checks the imported documents and posts them. In SAGA, for example, they arrive unvalidated.
D300, D394, D406 and the rest are filed by the firm, as they are today.
The first test, on one client's documents, is free.
Anonymised, exactly as it arrives: photos, PDFs, spreadsheets, whatever the firm usually gets.
The program, such as SAGA or WinMentor, the accounts you use most, and the client's partner and item lists.
The import files, plus a list of what we couldn't check and why.
Check the result in your program on a test database, and we fix whatever does not match. Then we agree how it runs each month.
Already built for accounting
Five WinMentor import modules for five companies: goods receipts from purchase invoices, dismantling records with stock decreases and increases, delivery notes with waste codes, purchase slips with withheld tax, and the partner file.
Sales invoices, partners and bank receipts, generated every month for the accountants of two companies.
Received invoices are downloaded every night, archived in full and linked to the supplier in the system, with a VAT-payer check against ANAF.
Converters for an accounting office: goods receipts, delivery notes, purchase documents and dismantling records, with checks before export.
An automatic message after a missed call, a model that decides who replies, and an agent that asks for missing details and opens the request in the CRM.
azai (azai.ro), a software engineering studio in Constanța, Romania. We read the receipts, PDF statements, marketplace reports and expense claims of the firm's clients, check them and generate import files for SAGA, WinMentor or other software with an import. Whatever is missing or can't be checked goes to the accountant as a question. We work remotely with firms across Romania. Contact: contact@azai.ro.
Everything that does not go through SPV: receipts, PDF statements, marketplace reports, courier statements, expense claims and foreign invoices. Also the checks across them, such as a bank payment with no invoice. That is where the data-entry hours go.
Both. They use the same XML structures for import. Tell us which one you use and we start from your accounts and catalogue.
Classic runs in production for us, with its own import files. For Enterprise we start from the format your installation accepts.
Code reads everything with a fixed structure, such as XML, CSV and MT940, and runs the checks that have a clear rule: tax ID against ANAF, totals, VAT, duplicates. AI reads photos and unstructured PDFs and compares documents with each other. Anything uncertain stays out of the file and becomes a question.
The document stays out of the import file. The accountant gets the question, with the document attached and what is missing. Once answered, the document goes into the next batch.
The accountant. We deliver import files, and the accountant checks and posts the documents in the program. Choosing accounts, posting and filing stay with the firm.
No. You receive the import files and the questions, and your accounting software stays as it is. You import from its own menu, as you do now.
Yes, that is how it is built. Each client has its own settings, accounts and question list, and everything runs from one place.
Anonymised, exactly as they arrive: photos, PDFs, spreadsheets. We send back the import files for your software and the list of questions. The first test is free.