Invoice Processor

Description

Automated PDF invoice and receipt processing with VAT tracking, optical character recognition, and integration with Belgian accounting systems. Uses Ollama cloud for intelligent data extraction and categorization.

Installation

pip install pytesseract pdf2image pillow ollama pandas

Configuration

Add to .env:

OLLAMA_CLOUD_URL=https://api.cloud.ollama.com/v1
OLLAMA_CLOUD_API_KEY=your-api-key
OCR_LANGUAGE=eng+nld+fra
INVOICE_MODEL=llama3-70b-instruct
VAT_DEFAULT=21.0  # Belgium standard VAT
ACCOUNTING_INTEGRATION=exactonline  # or off

Usage

Process single invoice

invoice-processor extract \
  invoice.pdf \
  --output-format json \
  --extract-line-items \
  --calculate-vat \
  --categorize-expenses

Batch process invoices

invoice-processor batch \
  invoices/*.pdf \
  --output-dir ./processed/ \
  --create-archive \
  --summary-report

Upload to accounting system

invoice-processor upload \
  processed_invoices.json \
  --target exactonline \
  --account your-account \
  --auto-match-vendors \
  --await-approval

VAT validation

invoice-processor validate-vat \
  invoice_scanned.pdf \
  --check-vat-number \
  --cross-reference-belgian-database \
  --verify-vat-calculations

Expense categorization

invoice-processor categorize \
  receipts/ \
  --use-ai-categorization \
  --business-rules your_rules.json \
  --output expenses_by_category.xlsx

Generate payment reminder

invoice-processor reminder \
  --invoice-number INV-2024-001 \
  --due-date 2024-02-15 \
  --days-overdue 15 \
  --client "Acme NV" \
  --language nl \
  --output reminder.pdf

Features

• •OCR: Extract text from scanned PDFs and images
• •VAT handling: Belgian standard (21%), reduced (6%, 12%), and exempt
• •Multi-language: Dutch, French, German invoice recognition
• •AI categorization: Automatic expense categorization
• •Validation: VAT number verification, calculation checks
• •Accounting integration: Exact Online, Yuki, Accountview, Octopus
• •Belcotax: Generate Belcotax declarations
• •Batch processing: Process hundreds of invoices
• •Audit trail: Detailed logging and compliance tracking
• •Currency conversion: Multi-currency support for international invoices

Belgian Invoice Requirements

Mandatory Elements

• •Date: Invoice date and, if different, supply date
• •Number: Sequential invoice number
• •VAT number: Your Belgian VAT number (BE 0123.456.789)
• •Client VAT: Customer VAT number (if applicable)
• •Description: Clear description of goods/services
• •Amounts: Unit prices, quantities, discounts, VAT

VAT Rules

• •Standard: 21% (most goods and services)
• •Reduced: 12% (restaurant, food products, social housing)
• •Reduced: 6% (essential food, books, water)
• •Exempt: Export outside EU, intra-community supplies (0%)

Language

• •Can issue in Dutch, French, or German based on customer preference
• •Keep copies for 7 years (Belgian requirement)

Expense Categories (Belgian Accounting)

Overheads

• •Office supplies
• •Communication (phone, internet)
• •Professional fees
• •Insurance
• •Marketing and advertising

Car & Travel

• •Fuel and maintenance
• •Public transport
• •Hotels and meals (travel)
• •Parking

IT & Technology

• •Hardware
• •Software licenses
• •Cloud services
• •IT support

Staff

• •Salaries and benefits
• •Training
• •Recruitment
• •Team building

Examples

Quick Invoice Processing

invoice-processor quick \
  scan_20240115.pdf \
  --language nl \
  --recognize-belgian-vat \
  --categorize \
  --output summary.txt

Extracts: Invoice number, date, amounts, VAT, and categorizes expense automatically.

Monthly Processing Batch

invoice-processor monthly-batch \
  2024/01/*.pdf \
  --create-quicksnap \
  --generate-vat-summary \
  --upload-to-accounting \
  --notify-accountant

Creates summary: Total €45,320.50 | VAT €7,912.50 | Net €37,408.00 Categorizes by: IT (€12,000), Travel (€8,500), Marketing (€24,820.50)

Vendor Recognition

invoice-processor vendor \
  --learn-folder training_invoices/ \
  --build-vendor-database \
  --vendor-mapping vendors.json

Learns to recognize vendors automatically and maps to correct accounts.

Quarterly VAT Check

invoice-processor quarterly-vat \
  --quarter Q4-2024 \
  --validate-all-vat-numbers \
  --check-calculations \
  --identify-issues \
  --output-vat_issues.json

Receipt Scanner on Mobile

invoice-processor mobile-scan \
  --image receipt.jpg \
  --gps-location \
  --currency-auto-detect \
  --expense-category auto \
  --append-to "Weekly Expenses"

Integration with OpenClaw

All commands registered as tools:

• •invoice-processor extract
• •invoice-processor batch
• •invoice-processor upload
• •invoice-processor validate-vat
• •invoice-processor categorize
• •invoice-processor reminder
• •invoice-processor quick
• •invoice-processor monthly-batch
• •invoice-processor vendor
• •invoice-processor quarterly-vat
• •invoice-processor mobile-scan

Model Recommendations

• •llama3-70b-instruct: Best for document structure recognition and data extraction
• •mistral-large: Excellent for multi-language invoice processing
• •mixtral-8x22b: Superior for complex invoice categorization and anomaly detection

All models optimized for European invoice formats and multilingual business documents.